WORKFRONT TRAINING

HANDBOOK
Worker Guide
December 2020

© 2020 Zee Jay Digital, All Rights Reserved. Workfront is a registered trademark of Workfront Inc.
Worker Guide

Table of Contents
A. Getting Started with Workfront ....................................... 3 3.1.2 Team Dashboard (Workers) ............................ 12
A-1 Log in to Workfront...................................................... 3 3.1.3 Working On My Tasks ....................................... 13
A-2 Process Overview .......................................................... 3 3.1.4.1 Completing Tasks – Automated ................. 13
B. Workfront Overview.............................................................. 4 3.1.4.2 Completing Tasks – Manual ........................ 13
B-1 System Navigation ........................................................ 4 3.1.5 Managing Late Tasks ......................................... 14
B-2 Workfront Objects Hierarchy .................................... 5 3.1.6 Logging Time ........................................................ 14
B-3 Request, Project, and Task Statuses ....................... 5 3.1.7 Managing Project Issues Notifications ....... 14
B-4 System Communication & Notifications .............. 6 3.2 Managing Document Feedback and Approvals
B-5 Searching the System .................................................. 6 .................................................................................................... 15
B-6 Adding Personal Time Off .......................................... 7 3.2.1.1 Uploading documents for review and
1.0 Create & Manage Requests ............................................ 8 approval – Automated .................................................. 15
1.1 Submitting a Request (PRF)........................................ 8
3.2.1.2 Uploading documents for review and
1.2 Request Approval Process .......................................... 8
approval – Manual ......................................................... 15
1.3 Request Routing ............................................................. 8
3.2.2 Locating Deliverable Feedback ...................... 16
1.3.1 Locating New Requests (BUD Requests and
3.2.3 Navigating Proof Comments .......................... 16
BH Web Maintenance Forms Only) ............................ 8
3.2.4.1 Upload a New Version ................................... 17
1.3.2 Locate Request Details ....................................... 8
3.2.4.2 Upload a New Version – 2nd round with
1.4 Delegating PRF Approvals .......................................... 9
minor revisions – Automated..................................... 17
2.0 Accessing and Understanding Projects ...................... 9
3.2.5 Viewing and Responding to Proofs
2.1 Accessing Projects .......................................................... 9
Assigned to Me ............................................................... 19
2.2 Navigating Projects..................................................... 10
3.3 Using the Coverage Dashboard ............................. 21
2.2.1 Project Landing Page – Tasks Tab ................ 10
Appendix – Managing Project Request Approvals ..... 22
2.2.2 Project Landing Page – Tabs .......................... 11
Appendix – Managing Requests ........................................ 23
3.0 Managing My Work ..........................................................11 Appendix – Project Naming Convention ........................ 24
3.1 Managing Tasks Assigned to Me .......................... 11
3.1.1 Navigating the Work List Dashboard.......... 11

Workfront Training Handbook – Worker Guide

A. Getting Started with Workfront
A-1 Log in to Workfront
Login URL: https://uhsinc.my.workfront.com

You will be redirected to the UHS Single Sign-On log in page, where you will enter your UHS Email and
Password.

A-2 Process Overview

At its most basic, the Workfront conceptual process flow follows these steps:

1. Users submit a New Request after filling out any related information captured by a custom form
2. The Request is reviewed by the team Planner for accuracy and alignment
3. If approved, the team Planner (who holds a Planner license) converts the Request to a Project using
the relevant Project template
4. The team Planner sets up the Project schedule and changes the Project status to Current
5. Team Members, who hold a Worker license, complete the Tasks assigned to them and upload
documents or proofs as required. When all the Tasks are Complete, the Project is closed

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x

The UHS process is illustrated below. These steps will be managed through behind-the-scenes
automation.

B. Workfront Overview
B-1 System Navigation
The icon at the top right of the page opens the Main Menu – this takes to you the different functional
areas of Workfront where you can access additional tabs and views of the work items. You can also create
shortcuts on the top navigation area by clicking Pin current page.

NOTE: Your layout is customized and will vary slightly

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B-2 Workfront Objects Hierarchy
Workfront organizes Projects into a three-level foldering structure. At the highest level is the Portfolio. This
is followed by Programs (campaigns) which consist of a set of Projects. A Project represents a deliverable
and consists of a set of Tasks necessary to complete the Project.

B-3 Request, Project, and Task Statuses

Request Statuses
Status Description
New The Request has been added to the queue
Request Approved The Request has been approved
Request Rejected The Request has been rejected
On Hold The Request has been put on hold
Projects Created Projects have been created from the Request
NOTE: Requests that are progressing through an Approval process will show as “Request Approved – Pending Approval”

Project Statuses
Status Description
Planning The Project is in draft mode; The schedule is still being setup and resources are not
assigned/notified
Current The Project is active, and resources are notified of their assignments
On Hold The Project is on hold
Complete The Project is complete
Queue The Project is published as a Request queue
Canceled The Project has been canceled

Task Statuses
Status Description
New The Task is new/open
In Progress The Task has been marked to indicate that work has started on it
Complete The Task has been marked as done (dependent Tasks are now ready to start)

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B-4 System Communication & Notifications
You may receive email notifications in the following scenarios (either instantly, through the daily digest, or
both):

• A new Task or Request is assigned to you. • Someone posts a comment to your work
(This one is great for daily digest!) item
• A Task or Request assigned to you is • More…
overdue

1. All emailed notifications are also

available within Workfront in the
notifications section, which can be
reached by clicking the blue
notifications icon in the top right of
any page
2. You can turn off specific notifications
or choose to receive them in a daily
digest (rather than instantly) by
clicking the Main Menu icon and
then on your name, click on the
“more” icon ( ) and select “Edit”,
then scrolling down to the
Notifications section in the pop-up
window
3. Use the checkboxes on the right to
indicate if you want that notification sent
instantly or as part of the daily digest

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B-5 Searching the System
Workfront is equipped with a convenient and powerful search bar that can help you quickly retrieve a list of
results that match your keyword – no matter where that keyword is stored within the object.

1. Click on the “Search” icon ( ) on the top right of the window

When searching for objects on a basic search, Workfront looks for text that might contain keywords
in the following fields:
• Object Name
• Object Reference Number (e.g., Request or Project Reference Numbers)
• Description
• Custom Data Field
• Updates
• Document name (in document specific searches)
• Document name and content (in a basic search)

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 2. You can apply a single filter on the basic search by selecting a field in the drop down

3. The advanced Search allows you to apply multiple filters to your search by using specific fields
related to the object.

B-6 Adding Personal Time Off

Adding your time off to the Workfront system helps Planners understand your availability to work on Tasks.
When you have time off allocated, it will be noted in the resourcing tools.

1. From the Main Menu, click on your name and choose Time Off in the left-hand menu
2. Click on the first day of your time off on the calendar, then input the last day of your time off
3. Click Save

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1.0 Create & Manage Requests
1.1 Submitting a Request (PRF)
1. Navigate to the Requests area of
the Main Menu
2. Click New in the left-hand
navigation
3. Select the Request Type
4. Fill in the Request Fields
a. Fields in bold are required
b. Attach any relevant
documents
5. Click to Complete

1.2 Request Approval Process

Once submitted, In-House Project Requests, Storefront Project Requests, Budget Expense Requests, and Web
Maintenance Requests are automatically routed through a pre-determined set of automated PRF approval
processes. Once approved, Projects are created and assigned to the appropriate resources. You will be
notified when work is assigned to you. For the aforementioned Request Types, skip to Section 2.0.

For information on how to manage Request Approvals as an Approver, refer to the Appendix:
Managing Project Request Approvals.

1.3 Request Routing

1.3.1 Locating New Requests (BUD Requests and BH Web Maintenance Forms Only)
New Requests are routed to the relevant user and are visible on the Work List located in the Home area as
well as under Projects > Team Dashboard > My New Requests. BH Web Maintenance Requests can also
be viewed from the Behavioral Health Web Maintenance Requests Queue Project’s Issues Tab (Projects >
Behavioral Health Web Maintenance Requests > Issues).

1.3.2 Locate Request Details

1. Open the Request by clicking the Request name
2. Review the Request details by clicking the Issue Details tab, then
review any Custom Forms at the bottom of the page
3. Review any document attachments in the Documents tab
4. Adjust Request Status, as necessary

For more information on managing Requests as Requests and not

Projects, see the Appendix: Managing Requests.

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1.4 Delegating PRF Approvals
To delegate your PRF Approvals to a colleague while you are out
of the office:

1. Go to your Work List (under Home)

2. Click Delegate My Approvals
3. Select the user you want to delegate this task to and
include a start and end date
4. Click Save

This user will be notified via email and the Work List during this
time if they have PRFs to approve on your behalf.

2.0 Accessing and Understanding Projects

2.1 Accessing Projects
You can access Projects from the Projects from the Main Menu.

Click on Projects on the left-hand side and apply the filter Projects
I’m On to see the list of Projects where you are assigned a Task.

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2.2 Navigating Projects
2.2.1 Project Landing Page – Tasks Tab
To open a Project, click on its name to open

The default view of the Tasks tab contains the following columns:

Parent Task
Child Task
Shows Task progress
Window of time to complete Task Determines sequence of Tasks

Resource assignment Man hours to complete Task

• #: The Task number within the Project

• Task Name: The name of the Task
• Assignments: The job role, team, or user(s) the Task is assigned to
• Duration: The number of days assignees have to complete the Task
• Pln Hrs: The number of hours estimated to complete the Task
• Predecessors: Any dependent Tasks that must finish before this Task can start
• Start On: The date the Task will be ready to start working on
• Due On: The date the Task must be completed by
• % Complete: Represents what percent of the Task is complete. Task progress is updated manually
on Tasks that are not Design, Copywriting or any Final Project Tasks that are part of automation

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2.2.2 Project Landing Page – Tabs
When you open a Project and view its landing page, you will see additional Project tabs:

• Tasks: View and edit the list of Tasks associated with this Project
• Project Details: View the Project overview, custom forms, and finance fields here
• Updates: Post and read updates from Project team members here
• Documents: View all the documents added to this Project
• Issues: Used to log Issues that may impact the Project
• Scheduling: Assign resources to this Project in bulk from here (Planners)

3.0 Managing My Work

3.1 Managing Tasks Assigned to Me
3.1.1 Navigating the Work List Dashboard
All your Task assignments and to-do’s can be found in the Work List page. Navigate to this page by
clicking on Home link in the top navigation area

On the left side of the Work List iyou can filter Tasks and select how they are displayed. The Task details
are displayed to the right.

1. Toggle between the Calendar and Work List view. Calendar view shows your Tasks for the week on a
calendar timeline

2. Use the filter to only display certain work items. The main filters you will use are:
a. Working On: Show the Tasks that you have committed to work on
b. Ready to Start: Show Tasks that are ready to start

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 3. Sort the work items by the following options:
a. Planned Completion: Group Tasks by their planned completion/due dates
b. Commit Date: Group Tasks by the commit date (unless overridden by the assignee, this is
set equal to the Planned Completion Date when Work On It is clicked for the Task)
c. Project: Group the Tasks by the Project
4. The Sort by option will group the Tasks by that category. Expand or collapse the groupings
5. View the Task details by clicking the Task. The Task details show:
a. Project the Task belongs to
b. Name of the Task
c. Task Description
d. Planned completion date
e. People who are assigned to the Task
f. Task status
g. Button to leave a comment/update on the Task
h. Work on It button to add this Task to your list of Working On items

a
d
b h

e f

3.1.2 Team Dashboard (Workers)

In addition to the Work List, the customized Team Dashboard (accessed via Projects > Team Dashboard)
can be used to monitor Tasks assigned to you. NOTE: layouts vary by role; users who have been assigned the
customized Worker Layout by the System Administrator will see this dashboard

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3.1.3 Working On My Tasks
Begin Working on Tasks that are Ready to Start
1. From the Home page, filter the Tasks by Ready to Start to show Tasks that are ready to begin
(items have no predecessors or Task constraints preventing them from being worked on). It may be
helpful to sort by Planned Completion to help prioritize the work
2. When you are ready to begin working on the Task, click the Work On It button. This indicates that
you are currently working on this Task and adds it to your Working On filter
3. To view the details of the Project the Task is on, click on the name of the Project. The Project details
are found under Project Details; scroll down to the bottom to see any Custom Forms. Any provided
documentation is found on the Documents tab. Communications can be made on the Updates tab

3.1.4.1 Completing Tasks – Automated

‘Research & Copywriting’ and ‘Layout’ Tasks will auto-complete when a proof is uploaded; as well, Review
Tasks (Internal Copy Review, Internal Design Review, Client Review and Final Review) will auto-close once the
related proof has been approved
1. From the Work List, filter the Tasks by Working On to show the Tasks that you are currently
working on
2. Attach any relevant documents
• To attach a document, navigate to Project’s landing page and click on the Documents tab.
Navigate to the relevant Folder (e.g., Copy, Design). Select Add New > Proof and select the
document. A proof will automatically generate
3. The Task will automatically be marked as complete once this action is taken
4. If a Reviewer approves a Proof, their Task will also automatically complete
5. The following will occur if a Proof is rejected for any of the below reasons:
• A Reject Copy & Design decision on a Proof will reopen both Copy (i.e., Research &
Copywriting) and Design (i.e., Layout) Tasks
• A Reject Design Only decision on a Proof will reopen Design (i.e., Layout) Tasks

3.1.4.2 Completing Tasks – Manual

For Tasks that do NOT auto-complete when finished:
1. From the Work List, filter the Tasks by Working On to show the Tasks that you are currently
working on
2. Attach any relevant documents
• To attach a document, navigate to Project’s landing page and click on the Documents tab.
Select Add New > Document and select the document. NOTE: do NOT add files to the Copy
or Design Folders unless they pertain to Copy/Design Tasks as it will impact automation
3. There are three ways to complete a Task. When you are finished with the Task, click Done or change
the status to Complete on the Task landing page to complete the Task. As well, you can change the
Task’s % Complete column to 100% using an in-line edit from the Project’s landing page. NOTE:

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 This is a very important step! Marking a Task as complete will advance the Project to the next Task
so the next assignee can begin work

3.1.5 Managing Late Tasks

When a Task assigned to you is going to be late, you must alert the Project Owner know by following these
steps:

From the Work List, click on the Task to open the detail panel

1. Click the New Updates button to open the

update box
2. Enter your comment in the Start a New
Update field. To trigger email notification, tag
people using “@”+their name or select their
name in the Notify box

3. Click to post the update

3.1.6 Logging Time

1. From the Task details, click
2. Record the time spent on the Task by day

3. Click
4. Time can also be tracked by selecting Timesheets
from Main Menu, navigating to the relevant
Timesheet, going to the Task, and recording the
time spent on the Task by day
5. Submit your Timesheet to your Manager by
selecting at the bottom of the Timesheet

3.1.7 Managing Project Issues Notifications

Automation will automatically add an Issue to a Project and assign to a deliverable approver if:

• Their deliverable exceeds three rounds of review. Reviewer will be notified that the Project Schedule
may change as a result of the delay

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All those assigned to an Issue will receive an email alert. Your Issues can also be found in Projects > Team
Dashboard > Issues Assigned to Me.

3.2 Managing Document Feedback and Approvals

3.2.1.1 Uploading documents for review and approval – Automated
1. Go to the Home area in your top navigation area
2. Click on a Task that is assigned to you
3. Click the name of the Project to open its landing page
4. Click on the Documents tab of the Project
5. Navigate to the relevant Folder (e.g., Copy, Design)
6. Click the Add New button, select Proof, upload document, and click Create Proof
7. The reviewer/approver will be notified that a proof is now ready for their feedback

3.2.1.2 Uploading documents for review and approval – Manual

In most cases, the review and approval initiation process is handled via automation. If you need to route a
proof outside of the norm (e.g., a new web ad proof needs to be routed) then follow the manual steps below:
1. Go to the Home area in your top navigation area
2. Click on a Task that is assigned to you
3. Click the name of the Project to open its landing page
4. Click on the Documents tab of the Project. NOTE: do NOT
add files to the Copy or Design Folders unless they pertain to
Copy/Design Tasks as it will impact automation
5. Click the Add New button, select Proof and upload a new
document
6. If using a Basic workflow (single-stage) type the name of
the reviewer/approver and choose their proof role (for
example, select Reviewer & Approver if the recipient can
accept/reject the proof). If using an Automated (multi-
stage) workflow, select Automated and select the workflow template; remove any names that are
not relevant
7. Click Create Proof

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3.2.2 Locating Deliverable Feedback
1. Navigate to the Project
2. Go to the Documents tab, navigate to the relevant Folder, and click the document to select it
3. Click the document thumbnail and click Open Proof to open the proof viewer and view the
feedback. Alternatively, the Print Summary hyperlink is a helpful overview of comments/decisions
4. The progress bar will show the progress of the proof through the workflow
• S: Proof has been sent
• O: Proof has been opened
• C: Comments have been made on the proof
• D: A decision has been made on the proof

3.2.3 Navigating Proof Comments

1. Click the icon on the document to show
any markups associated with the comment
(comments are displayed on the right side of
the proof)
2. Click on a comment to open a reply box

3. Click the icon to filter comments

4. Click the icon to search comments

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 5. Click the or icon to Resolve the comment. This helps you keep track of which comments you
have responded to

3.2.4.1 Upload a New Version

1. Navigate to the Project
2. Go to the Documents tab to view the list of documents
3. Click the document you want to add a new version of
4. Click Add New and select Version > Proof
5. Select your file. You will see the routing flow on the right side. Click

3.2.4.2 Upload a New Version – 2nd round with minor revisions – Automated
If the first version of a Proof for creative Task is rejected by one or more Reviewers and revisions are minor
(i.e., a missing comma or period in a Copy proof), it may be necessary to skip one or more rounds of review on
a 2nd round proof. To skip a review step on a 2 nd round proof, follow these steps:

1. Follow Steps 1 – 4 in Section 3.2.4.1 Upload a New Version above and select your file

2. Adjust the Proof Workflow to either add and/or remove Reviewers on this 2nd round proof. If you
are adding Reviewers, ensure that their Proof Role is Reviewer and Approver if the recipient will
need to Make a Decision on the Proof

To delete recipient, click the “X” next to their name:

To add a recipient, begin typing their name and select the user:

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 To change the added recipient’s Proof Role, select Reviewer & Approver from the drop-down:

3. Click Create Proof

4. Go to the Project and make the same adjustments to the Project Schedule for the creative Task. For
example, if you removed an original recipient and added a new recipient to your Proof Workflow for
Copy Review when you created the 2nd round Proof: remove the original recipient from the
Assignments column for that Review Task, add the new recipient, and mark the Task as complete

To delete a recipient, click into the Assignments column and click ”X” next to user’s name:

To add a recipient, click into the Assignments column, begin typing their name, and select the user:

To mark the Task as complete, click into the % Complete column and change to 100:

5. Mark the “notify” task in the Review stage as complete

To mark the Task as complete, click into the % Complete column and change to 100:

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3.2.5 Viewing and Responding to Proofs Assigned to Me
Accessing Deliverable Proofs Awaiting My Approval
1. Go to your Work List
2. For the proof you would like to review, click the Go to Proof link to open the proof in Workfront
proof
3. Alternately, Projects > Approvals > Deliverables I Need to Approve also displays proofs that
have been assigned to you

Accessing Deliverable Proofs Awaiting My Approval – Copy and Design Proofs

1. In the case of Copy and Design proofs on In-House
Project Requests, click on the item in your Work
List and then click on the name of the Project
2. Navigate to the Copy folder to find Copy proofs or
to the Design folder for Design proofs

3. Alternatively, utilize the Deliverables I Need to Approve report found under Projects > Approvals
and click on Click Here to Access Proof

Using the Proof/Markup Tool to Provide Feedback

1. Once the proof is open, add comments. Use the Markup Panel to make your edits. Marked-up
PDFs will not be accepted
2. Navigate the proof using your mouse, or the Navigation Icons at the bottom of the screen
3. Change the Page View using the top left panel
4. Comments are recorded in the right-hand panel
5. More Menu options are available on the left-hand panel

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 1
3
4
5

Proof icons and their meaning

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Providing a Decision on a Proof
1. If you have been designated as an “Approver” for a proof in addition to being a “Reviewer”, click the
hyperlink Make decision at the top
2. Select decision and click Make decision button
a. Approved: This is Approved and does not need changes
b. Reject Copy & Design: The copy and design are not approved and need another round of
revisions (Copy and Design Tasks are reopened)
c. Reject Design Only: The design is not approved and needs another round of revisions
(Design Task is reopened)

Want to learn more about Workfront Proof? See on-demand training and additional resources here

3.3 Using the Coverage Dashboard

If a co-worker or member of your team is out of the office, you may use the Coverage Dashboard to search
for and view information on Projects they own or deliverables they need to approve that are currently
awaiting a decision. To locate your coverage dashboard:

1. Click on the Main Menu and then Projects

2. Locate the Coverage Dashboard using the left-hand menu and use the prompts to search
for Projects owned by members of your team or Deliverables requiring approval that have
been assigned to them. You can also see users’ scheduled PTO (paid time off) on this
dashboard

NOTE: You may need to ask Project Owners for additional system access on specific Projects you may need
to manage in a team member’s absence

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Appendix – Managing Project Request Approvals
Approvers will be sent a Workfront notification email when a new Request Approval has been assigned to them.

1. Go to the Home area in the

top navigation area
2. Click on the Request
3. Click on the name of the
Request
4. The Request details are
found under Issue Details.
Scroll down to the bottom to see
any Custom Forms
5. Any provided documentation can
be found on the Documents tab
6. Communications can be made on
the Updates tab
7. The progression of the approval
process can be found on the right
side of the Request or on the
Approvals tab of the Request

8. To input your decision, select Approve or Reject at the top right

From the Work List: From the Request:

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Appendix – Managing Requests
Some Requests (BH Web Maintenance, BUD) will be managed as Requests and never converted to a Project. In
those cases, Workers will be assigned to Requests instead of Tasks.

To view a Request assigned to you:

1. Go to your Work List

2. Click on the name of the Request
3. The Request details are found under Issue Details.
Scroll down to the bottom to see any Custom Forms
4. Any provided documentation is found on the
Documents tab
5. Communications can be made on the Updates tab
6. Manage the Request by changing the
status to In Progress when working on
it and Complete when finished
7. To reassign the Request, click Assignments and
select new assignment

To keep track of Requests assigned to you:

1. Navigate to Projects > Team Dashboard

2. Requests assigned to you are found in the My
New Requests section

NOTE: BH Web Maintenance Requests can also be

viewed from the Behavioral Health Web Maintenance
Requests Queue Project’s Issues Tab (Projects >
Behavioral Health Web Maintenance Requests > Issues)

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Appendix – Project Naming Convention

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