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Tips for routing between shared services on a single task

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Level 3

We have to route multiple banners, manuscripts, emails, etc.

Within our templates we have one task to route each asset between 3/4 different teams . The issue we are running into is we're unable to give each team different deadlines. Since they all share the same task, they share the deadlines.

We have not split out each team because we do not want our templates to become extremely long.

Does anyone have recommendations on how they've worked this out?

Example: https://prnt.sc/tnh0qq

Thank you!

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6 Replies

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Level 2

We needed to separate tasks for each team so we chose to create different Projects/Templates for the different assets. The Projects can be connected via Program, job number, etc. so we can still report on and view them together.

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Level 3

Got it, this is very interesting. I will see if this will work for us. We already have set templates so not sure if breaking them up will disrupt how the team works.

Much appreciated!

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Level 10

Hi - we have one task for Route to Clean which includes everyone on the project. We use Stage Deadlines on the Proof for due dates/times for the different departments.

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Level 3

Got it! This is actually very helpful! Are you able to add proof deadlines on a report/dashboard so the team can see what is in queue?

Best,

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Level 3

Hey Anthony, If you add all route participants to that "Route to Clean" Task, do all of them have to mark their individual "Route to Clean" Task as "Done with my part" as well as logging their Comments/Decisions on the Proof itself? We've also seen confusion where reviewers are tripped up between that Task Notification email and the Proof Notification email, but that could be a familiarity issue. Interested in how you balance the Task vs Proof aspects.

Thanks!

-Peter

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Level 10

For us, it is part of the process that if the task is "Route to Clean" only the PM will close it since they are the only ones who know if it made it through the process clean. LOL! So it is part of our training and process. One agency does have it in the task description since they have a lot of turn over and new hires so they don't get click happy.