Creating a new request from inside a project?

Question

There is a request tab inside every project but I can't see how I can set up the queues so that you can make a request from inside an existing project and get the proper forms, get it routed etc.

The use case is I have an email project and I want to request a video from the video team. Normally we would start a New Request and the Queue is setup etc. But then the video is separated from the email project. Is there a way to route it into the existing Queue so that these 2 things can stay connected?

I know I can add the form to the Project Details and submit it that way. However, the separation of Projects and Requests really confuses pretty much everybody because the task lists are never combined in one place and even with Dashboards and Reports and such, everyone hates how they are separate. So our video team only will work with Requests and never projects, so that they can stay organized and work on making videos instead of messing around with Workfront.

Any advice?

ElenaDooley · Accepted Answer

Hi Jill,

You can also embed request queues in project templates, or in individual projects for that matter, by setting up the Queue Details, Routing Rules, Queue Topics and Topic Groups (if applicable) from the left panel of the project or project template. If you do not see these in the left panel, check your layout template settings. This has been a game-changer for our work processes and keeps work connected. Just be sure any reports you use that look at requests reflect the new design; we had to redo a lot of reports to filter to Category ID = [the custom form name], as requests can now sit in individual projects AND the master request queue project.

KatherineLa · Answer

Hi Jill,

This can absolutely be done, but it takes a little bit of setup to get there.

Step One: Start Here: https://one.workfront.com/s/document-item?bundleId=workfront-classic&topicId=Content%2FReports_and_Dashboards%2FDashboards%2FCreating_and_Managing_Dashboards%2Fembed-request-queue-dashboard.htm&_LANG=en

At the end of those steps, you'll have a Dashboard with your request queue(s) embedded inside it.

Back to your project, you'll then create a custom tab that links to that dashboard. This results in a tab that can access/submit to the appropriate queue without leaving the project itself.

For an example, the screenshot below shows a custom tab inside a project that allows the team to send a written quote request for a new customer to the queue (which goes directly to me). From my viewpoint as the recipient of that queue, nothing looks any different than if someone had gone directly to the 'Requests' tab. And switching personalities again, back to the submitter viewpoint, I got a standard 'closed' notification when the request was marked done.

That much will get you what your Video team is looking to have done. There does not appear to be any obvious setting that links the request to the project specifically though, maybe someone else will have an idea if that functionality is important to your users as well.

Hope this gets you started,

Katherine

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