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LaurieTh
Level 2
January 21, 2020
Question

Year-end switch over of projects

  • January 21, 2020
  • 2 replies
  • 576 views
Hi all, We have projects that span multiple years, and sometimes the budgets on such projects change in January. We would like to represent this change in Workfront by closing out last year's project, and opening a new project for 2020. To make things faster/easier, I copied the incomplete tasks from the 2019 project to the 2020 project. However, when those tasks were copied over, all the notes and history were deleted from them in the new project because Workfront considers them a "new object" in the system. This is not ideal for half done tasks which may have relevant history. I'm sure I'm not the only one in this boat, so tossing my scenario/question out there. Anyone have a good year-end process they'd like to share? Thanks in advance! Laurie Thompson Evergreen Health
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2 replies

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LauraO_1
Level 2
January 21, 2020
Hi there - We had the same challenge this year. This year was the first year we've used Workfront so there will certainly be things we do differently next EOY, but here's what we did: On NYE (because lots of people were working over the holiday and it needed to be accurate to the day), we COPIED all projects that were going to have new budgets in 2020. In the copy, we cleared custom data, but did NOT clear documents so all documents copied over For all new projects, we kept the project name the same as the 2019 version to avoid confusion from the team, but added (Part 2). We also have a "Project Code" calculated field for all projects, so we added the Part 1's project code as a reference for part 2 so they could be connected together. We also put them together as a program. We created a status "2020 Projects" that equated to ON HOLD (no time tracking and no editing) and made all of those new projects 2020 Projects status - We have very strict rules that NO 2019 hours could go on a 2020 project, and vice versa, so this is the reason for that. We created a "2019 projects to close" status that also equated to ON HOLD and moved all part 1s here On January 1, we went in and updated all the part 2s with the new budget information and set them to Current. Having them all in the 2020 Projects made it easy to see which projects we corrected. We moved individual proofs from part 1s to part 2s on a project-by-project basis as needed. Proofs to NOT copy over when you do this, but the document does. So if you're looking to maintain versions, comments, etc., it's best to move the proof. I'm sure (hope) there's an easier way of doing this. Interested in anyone else's process that we can borrow for 2020! Laura O'Malley Operations Manager precisioneffect Boston, MA
imgrund
Adobe Employee
imgrundAdobe Employee
Adobe Employee
January 21, 2020
Hi - if you copy the tasks, it is like creating new ones so the notes and history are removed because they are new. We "move" the tasks over to the new project and then everything stays with them because there are still unique. They are just moved from my 2019 Backlog to my 2020 backlog. :) Anthony Imgrund FCB
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