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NickSkidmore
New Participant
March 31, 2023
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Group notification options on Request Queue

  • March 31, 2023
  • 2 replies
  • 1792 views

This may be a unique situation I have, but I’m looking for a way to notify user groups when the status of an issue in a request queue gets changed. In other words, I need one group to get notified when the request comes in “New” but then I need another Group to get notified when the status gets changed to say “In Review”.

 

Is this something that could be done or do I need to think of another way about this?

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Best answer by NickSkidmore

Hmmm, thinking. Difficult scenario. This isn’t an instant notification that you’re looking for, but what if you have a journal entry report specific for each group that pulls when these specific issues are changed to the specific status. Can show when changed and by whom. They’d have to check the report daily or you could set up a cadence to have the reports sent to the respective groups…

 

 


Funny enough this is exactly what I have in place now but we still have some forgetting to check the report. I knew this might be a unique scenario and it does make me feel a bit better knowing that I have tried everything I can think and it still not an easy fix. 🙂

Exploring the approval route may be the only way around this unfortunately. @madalyn_destafney It seems we are definitely on the same wavelength so let me know if you think of anything else.

Thanks

2 replies

Doug_Den_Hoed__AtAppStore
Doug_Den_Hoed__AtAppStore
New Participant
March 31, 2023

 

Hi @nickskidmore,

 

Coming from another angle...perhaps rather than notifications, it's time to consider leveraging dashboards, which would persistently show all of the data that is in a particular status so that the interested users can then take the appropriate action, as per this Switchback Workflow blog post. 

 

Regards,

Doug

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NickSkidmoreAuthor
New Participant
April 5, 2023

Hey @doug_den_hoed__atappstore ,
Thanks for the advice. We are currently using dashboards that do exactly what you mention but we are finding people are forgetting to check them or they are not in Workfront all day, everyday to see those drop in on a dashboard so I was hoping for a notification to help remind them that there is something in a status that they should now be aware of.

Madalyn_Destafney
Madalyn_Destafney
New Participant
March 31, 2023

Are you requiring an approval or rejection from these groups or is it just for visibility? You could implement issue approvals, so when a new issue comes in, it goes to X group for approval, and then if approved goes to Y group, etc. 

If you don't want it to be an approval in this way, you could ensure these groups have appropriate notifications on to receive a notification of a new request in a project 'they're on' or 'they own' as well as when the status of an issue changes of a project they're on/own.

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    NickSkidmoreAuthor
    New Participant
    March 31, 2023

    Hey @madalyn_destafney , Thanks for the reply.
    Was trying to avoid the approvals at this time because there would be some change management needed since we aren't currently using those but it's definitely something I'm looking into for future state though. I was hoping of more of a quick solution that would not actually change process for anyone, just simply notify.

    For your second suggestion, I would need one group to only be notified with one specific status change not all. So using my previous example, this would be fine for the initial group but not for the secondary group needing the notification only at the "In Review" status. I hope that is making sense.


      Madalyn_Destafney
      Madalyn_Destafney
      New Participant
      March 31, 2023

      Hmmm, thinking. Difficult scenario. This isn’t an instant notification that you’re looking for, but what if you have a journal entry report specific for each group that pulls when these specific issues are changed to the specific status. Can show when changed and by whom. They’d have to check the report daily or you could set up a cadence to have the reports sent to the respective groups…

       

       

      If this helped you, please mark correct to help others : )
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