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Transcript

All right, we’re all here. Okay, everyone. So hopefully you’ve had a chance to join one of our webinars on ÃÛ¶¹ÊÓƵ Connect. But if not, welcome, this is a rather new platform for us this year. So we are excited to be hosting today’s session on ÃÛ¶¹ÊÓƵ Connect.

So today we’re going to be talking about how to optimize and maintain your work environment. And as I mentioned, we’re working in ÃÛ¶¹ÊÓƵ Connect today, which is kind of new for us. So we might have a couple of kinks or unexpected surprises, but we appreciate your patience and hope that you enjoy the new format.

So Wake Up With Work Front is an ongoing webinar series, and we encourage you to ask questions. In the questions box. Throughout the presentation. It’s going to be up on the next for next screen. And we’ve got one of our very own work front expert Aaron Baker on today. He’s going to be behind the scenes and answering as many of our questions. And of your questions as he can today in the Q&A pod. And in addition, he’s going to be flagging a couple questions for us because we’ve set aside the last ten minutes or so for Q&A. So we’re going to do our best to answer as many as we can. So please keep them coming throughout the presentation. I do also want to mention a few housekeeping items before we get started. We are recording this webinar and it can be viewed on demand and shared with other members of your team. So you’re going to be getting a recording of this event in an email from us tomorrow afternoon. And I also would like to point out that at the top of your screen, there’s a black bar with it, an icon with a hand on it, and there you can drop down and find different actions that you can utilize for acquisition. So if you’d like what you see, feel free to applaud it. Laugh like, we would love to see your engagement throughout the event. So we encourage you to utilize that new feature. I do also want to mention that on the next screen, there’s going to be a handout available for download. Our presenters today put together a bunch of resources for you, so be sure to download that and use it as needed. And as we’re closing out the webinar, we have a couple of survey questions that will pop up on your screen. If you could take an extra minute or so to answer those and help us make sure that we’re meeting your expectations of these events. So with that, I would like to introduce myself. My name is Alana Cohen, and I’m the senior digital events manager for our Customer Success Strategy team here at ÃÛ¶¹ÊÓƵ. I’ve been with ÃÛ¶¹ÊÓƵ now for almost six years. I realize I need to update that slide. For almost six years and spent about the last four years of those organizing and hosting these events for our customers. And then prior to my time on this team, I worked with ÃÛ¶¹ÊÓƵ’s Advertising Cloud customers. Before coming to ÃÛ¶¹ÊÓƵ, I spent many years with different advertising and media agencies around New York. But I’m excited to be here now. Hosting these events for all of you guys are customers. So if you have any questions or comments or anything about, our customer exclusive event for ÃÛ¶¹ÊÓƵ Connect, please reach out to me. And with that, I would like to hand it over to our presenters to introduce themselves. So, Samantha, would you like to introduce yourself? Yeah. Thanks a million it and think of thank you everyone for joining us today. I’m going to go ahead and apologize in advance. I have a really terrible sinus infection. So I apologize that I sound a little, stuffy. We’re going to power through and, hopefully get you a lot of value in this webinar, though. Like I said, my name is Samantha miller, and I’m a business advisor here at ÃÛ¶¹ÊÓƵ. And my journey to ÃÛ¶¹ÊÓƵ started out as a customer, where I implemented work for a consortium of nonprofits in DC. And then, after that, I transitioned to Accenture, where I sat on the consulting side of the business and I led global work front implementation there. And then, joined the ÃÛ¶¹ÊÓƵ team. It will actually be a year next month. So very excited to be here and excited to be presenting with Marianne, who I will hand it over to Arthur. Thanks so much. And with us. Yeah, I’m Marianne Erickson. I’ve been with ÃÛ¶¹ÊÓƵ since, early 2019. Part of work front and then the transition to ÃÛ¶¹ÊÓƵ. Similar. Same situation. I was a customer, turned work front employee turned ÃÛ¶¹ÊÓƵ work from partner. And now as back as a business advisor. So super excited. Love to share these content tips and tricks with you guys because we, we really love and value our customers.

I know we’re not gonna spend a lot of time on introductions, but Erin is one of our technical advisors, so you’re in really great hands. For for Q&A today, but we’re going to jump into it so we don’t spend more time here, and we get to the meat of, what we want to showcase with you. Yeah. Thank you everybody. All right. We are going to go jump into the presentation.

All right. So we have our agenda for today, which as we already went through our housekeeping and introductions, we’re going to kick off with the benefits of maintaining your ÃÛ¶¹ÊÓƵ work front instance. And then the next three sections I’m not going to go through and read this slide, but there will be demos following each, of those different agenda items. So it’s going to be really engaging. We encourage everyone to try and stay throughout the entire presentation.

And we look forward to, getting to it. So before we kick it off, I’m going to actually ask a poll question of everyone. So the first question, we’d love to know how long has been since you last audited and updated your instance of work front? Is it, 0 to 6 months, 6 to 12 months, 12 to 18 months, 18 to 24, more than 24 months? Or maybe you’re just not even sure. What is an instant audit? All right, we’ve got a mixed bag. But honestly, most, people here 0 to 6 months or you’re not even sure what an instant audit is, in which case, we are very happy that you are here today. A lot of what this tells me is that they have probably met with a business advisor or have worked with someone recently and have gotten them started on some of the tips and tricks we’re going to share today. And for those that don’t know what that is, you will know by the time you leave the session so you’ll be able to flip into that next, top level model here very soon. Awesome. All right. Thank you, everyone. Let’s get back to the presentation and I’m going to hand it to you Marianne okay.

Perfect. So if you’ve ever attended webinars with our team before, you know that we always start with the power. Why? Understanding the why provides clarity and purpose to your end users. And when they understand why, how they’re contributing the impact that they make, they can and often will align their efforts more accordingly. The Y becomes your motivating factor. Encouraging consistent engagement with not just the platform, but with the overall process and change management across your organization. So why audit manager maintain work front okay, we want to help you to ensure smooth operations, informed decision making and effective communication across your organization.

So let’s talk about why are we here today. All right. We’re here to eliminate the crucial role of system usage and clean up. Most of us tend to work in the mode of what I like to refer to as GSD, getting stuff done. Depending on the day, the ask may change, and most of the time this works for us, at least in the short term. But when we attempt to collect metrics and align data points to our work management ecosystem, the shortfalls of GSD begin to shine through. So let’s start by delving into three pivotal benefits that a streamlined ÃÛ¶¹ÊÓƵ work one environment brings to you and your organization. The first one is true operational efficiency. Regular audits and maintenance ensures that the system operates much more smoothly and efficiently. This is going to help you in identifying and resolving any issues that can hinder productivity, ensuring that users are utilizing work front effectively for their ongoing work management. You want to keep the environment really simple. Limit visibility to only what is necessary to the user. Trim views and list of information and only what is relevant in the moment, and create custom layout templates. To align to these parameters, we’re going to discuss, more of how to do this, let you see it live as we move throughout the presentation.

The second is data integrity, speed, and accuracy. Managing this work, for instance, helps to maintain the accuracy of your data. This is crucial for reliable reporting and decision making from set reporting. It ensures that your reports reflect consistent and comparable data, making work front a trustworthy system of record. It’s a real bummer when you’re pulling information out of your system of record, and the information is either outdated or incorrect. Streamlining this visibility also speeds up application loading time and reduces overall navigation time with a reduction of clicks by your end user okay, which makes for a happier experience. Typically, you want to ensure that your users are consistently aware of their impact on the relevancy and accuracy of the data. Simple efforts like timely updates each day, consistent feedback all of these things are significant. Improvers of your overall experience. And finally, scalability and growth. Maintaining the system support scalability. This is a hot topic in all industries today, as the organization grows and more teams adopt work front, a well-maintained system makes it easier to onboard new departments and integrate their workflows into the existing setup. As others learn of your success and work management, they’re often going to wish to join in and do something similar. Having a solid foundation allows them to onboard and get productive that much quicker.

I know it feels like we’re harp and strong, but the villages and maintain and maintenance of your system is not just a series of tasks or to do’s, but it’s the real backbone of operational excellence for your work management journey. It’s going to ensure adaptability and showcases the strategic utilization of work front through things like insightful dashboards, reporting consistency, all of these things are going to help you commit to the cleanliness and maintenance that’s going to guarantee your information. Your data is going to be mirrors of truth reflecting the data back to you in its purest form. All right, Alana, I know we have one more slide. One more poll that we want to assess with our users for getting started. Can you pull that up? Sure thing. All right. So what challenges do you currently control using your ÃÛ¶¹ÊÓƵ work front. And what, is it. Now? This is multi-select as well. Navigating the application, understanding features and functions, implementing strategies and workflows, sustaining efficiencies and engagement. Maybe it’s something else.

Or nothing really. And you feel good about your setup for us now, like I said, it’s multi-select. So if there’s more than one thing you should be able to get off of you.

All right. It seems like implementing strategies and workflows and sustaining efficiencies and engagement are the heavy hitters here. Awesome. Well, that seems like a good fit for today. And, we want to shift more of you down into nothing, really. We feel good with our setup, so that’s going to be our overall goal. So let’s move on to our next slide. So as we talk about our experience as a working with our people, first and foremost, I want you to understand this is your house. This is your work management home, okay? And we all know that your home requires regular cleanup and maintenance to keep it up and running optimally. Like your home, there’s going to be daily, weekly, monthly, quarterly, annual needs, but simply manage and maintain the house. And then every so often, there may need to be a full overhaul or you’re going to add on a new addition or something more. I don’t know about you, but in my house I am constantly decluttering and creating more functional spaces. I shift into guest mode far too often and then end up with a garage full of things. I simply don’t want in the house. That becomes a major cleanup effort, and I tend to shut the door and ignore it. Okay, your work. One instance is going to function in much the same way. This is not a one and done set up and configuration environment.

You’re not going to be able to expect it to perform optimally without regular cleanup and maintenance. There’s also no one size fits all a lot of times folks will ask us for best practices, and while there are some, that are pretty native to the tool, a lot of it is going to be you stepping back from the application and really reviewing your processes, reviewing the information that you want to pull from the system, knowing the data that you wish to receive, and then building out appropriately to be able to execute upon that.

One of the ways to get started with doing that is to decide who is going to facilitate and monitor the maintenance of your home. Creating a system admin request queue if you don’t have one, I would really consider making this a priority. Within your instance, it’s going to allow you to receive and manage requests from your end users, but it’s also going to allow you to highlight and showcase the work management efforts that you and your administration team are doing so that you can show your leadership, the amount of work and the amount of effort that’s going into this. Maintaining your house. It does. It requires effort. It requires time, and we want to make sure those efforts are recognized and celebrated for you, as well as your end users within the tool.

Another great way to help in the facilitation is to create consistency across your user base. Okay, identifying and creating personas essentially kind of bucket sizing your people. It’s going to help you accomplish this. Keeping visibility and day to day work functions similar across your roles are going to ensure quicker adoption and more peer to peer training. Layout templates allow you to create a model of visibility for a particular persona or role type within your organization, department, or team. As an ÃÛ¶¹ÊÓƵ Work one administrator or a group level administrator, you can create and modify layout templates. And you can customize things like the main menu, the left navigation panel, filters, views and groupings. Really, it’s going to allow you to trim the noise and the filling of overwhelm. Of all this that is possible within the work on environment, you’re going to be able to identify and document what a project manager type, job role or persona would be versus a creative team member versus a requester versus an executive. And it just makes things more consistent for like folks to be seeing like, information. And then finally, we’re going to talk about, some dashboards that you can create for monitor and maintenance. So during our demo we’re going to be showing examples of the cleanup and utilization assessment dashboards. ÃÛ¶¹ÊÓƵ work front teams have already built out some models to help you get started. These are called blueprints. If you’re not familiar. Blueprints are sets of work front objects that address common use cases. In work front, you can download and install and then configure these objects for your specific use case. So once it’s installed in your system, you can customize it and make it your own.

We’re going to be discussing more of these throughout the presentation system administrators can browse the blueprints catalog and install ready to use project templates, dashboards, or even organizational structures. There’s some pretty large ones that are out there, too, and then others can browse the catalog and request installation, maybe through the system admin request queue. But the really important thing to note is that it’s a great starter when you don’t know where to get started, or you want some ideas about how to put things together, and then you can reconfigure them to make them your own. So excuse me. We’re going to move now into the demo because I know you want to stop hearing me talk. And, Samantha, you want to show us how we can start to implement some of these things, live in our environments? Yeah, that sounds great. Thanks, Marion. Let me go ahead and share my screen here. Yeah. Bear with us for a second.

One moment to loading.

All right. We see your update. Perfect. That’s exactly what you want. We want you as so. Yeah. Marion, thank you so much for that. Initial introduction into some strategies to help maintain your work front end. So as we start this demo, we want to really challenge you to think about two things in particular. The first is how are you going to moderate access and provide intuitive direction for how your users operate within work front. And the second is who’s going to be responsible and what is the appropriate timeline for monitoring and managing them and managing your instance and cleaning it up. So, the first tool that Marion walked through was the system admin request view. And so we’ve actually built out an example of what that might look like here. So I’m going to go ahead and go to my main menu and then go to request. And most common in your request.

And you can see here we’ve got some examples of the types of questions that you might get as a system or group admin. We’ve got asking a general question. We’ve got creating a new user. Maybe you’ve got somebody that you’re onboarding, modifying an existing account. Maybe you need to deactivate somebody. Maybe you’ve got a system access issue or even down here you can see we’ve got request coaching or training. So there are lots of different ways that you can, use this request you to your advantage, not only to maintain your instance and keep it in order, but like Maryanne said, it also helps you to qualify the work that goes into actually maintaining that instance. So I’m going to go ahead and just fill out this as an example here. We’ll go ahead and submit.

And then the next thing that we mentioned was having a system administrator dashboard that helps you really manage all of the work that’s coming in through this request. You this is just an example of what that type of dashboard dashboard might look like. We have a new system requests, dashboard report here for requests that are assigned. We have one here for requests that are assigned but not necessarily yet converted. We have active system admin requests by type. So you can understand where most of your users have these types of questions or need this additional support. We have it broken out by requester here. So you can see who is who are your frequent fliers, who’s spending most, who you’re spending most of your time helping? And then we also have here system administration, task and flight. This is just an example of a type of dashboard that might be useful for, this type of work. This is certainly not prescriptive. You can add any additional types of reports that might be helpful. But again the goal here is to give you a one stop shop to understand how much lift is going into maintaining that instance, and also keep you organized where and anything you want to add here. Now, I think he did a great job. The other thing to note is that if you wanted to break these out into two dashboards, have one. Be an active workspace and have one be a reporting space. Then items like the second two boxes that are there could be moved to sort of a reporting dashboard. But again, it’s like Samantha was saying it’s not prescriptive. We definitely want you to delve in and make it your own. Awesome. Thank you. So the next item we wanted to demo for you was setting up layout templates by Persona. And again, the goal here is to really customize what your user see based off of the work that they do, or the level of access that they’re going to need. So the way that you create a layout template is again, you go to your nifty, main menu here.

Click on set up and then we’ll scroll down over here to interface and select Layout Templates. And I actually created a demo in here just for today. So this is where you can really customize who sees what based off of either their job role, the team that they belong to, the level of access that they have. This is one of the most helpful tools to help you customize work front so that it doesn’t feel so overwhelming. A lot of times it’s the feedback that we get from our customers is work front feels like you’re drinking from our hose. You can’t necessarily find the things that you’re most interested in easily. Having these custom layout templates is not only going to create consistency, but it’s also going to make work front feel more approachable. So the first thing I want to call out is, this top navigation area. So you can customize what landing page your users have. So maybe you are creating a layout template for somebody on the design team, and all they need to see is the tasks that are assigned to them. You could come in here and customize those based off of those specific requirements. If you’ve created dashboards or reports, maybe the, the use case here is you’re trying to create a layout template for your team leads, and you’ve created dashboards and reports for them to help manage their day to day with their direct reports. You can pin those dashboards for them so every time they log in, the dashboards will show up. You can see this is what it would look like up here. I’ve stuck with pin by pinning these at the layout template level, you don’t limit the user from adding their own pins, but it does add the pins for them that you want as either a group admin or a system admin.

You can customize what users see on the different object level type. I’m going to keep that here on project just for the sake of brevity, but you can see there’s a whole bunch of different places you can customize how the work front looks. Like Maryann mentioned, you can customize what people see in the left hand panel. One of the things we, frequently here is we don’t use work front for our financials. And so, it’s not uncommon for people to turn off any of these billing rates and records and expenses. Maybe your team doesn’t even like time. You could turn that off. So there’s a lot of customization that you can do here. Again, only displaying the information that your teams need. Same here with the overview. Turn off anything that doesn’t make sense. You can, turn off all of the finance items again. If your team doesn’t use work front for any of that type of information. And you can also reorder these to maybe you do use the finance items and you want that before your custom forms. You can do that. Or you can drag your custom forms. All the way to the top, if that’s what you want your users to see first when they’re looking at projects. So, again, lots of really unique ways that you can make sure that your teams are able to use work right in the way that matters to them. And then you can also customize what they see on the header fields here. So I’m going to go ahead and remove this condition field just to show you what it looks like. And you can drop in any of these other items here that are relevant to your users. So again, this is entirely up to you guys and what makes the most sense for your teams. And your business. But it’s definitely a, really powerful tool within work to help work front drive that consistency that you’re looking for for your users and also simplify all the things and kind of reduce that drinking from a fire hose experience. Megan, anything else to add now? I think you covered it. Awesome. And last but not least, those blueprints that Mary and I talked about. So if you have not, downloaded any blueprints, definitely want to make sure that you are looking into those downloading any of the blueprints that make sense for you and your organization. The way to do that is per the usual, go to your main menu. Here you can see for me in the demo environment, blueprints is the bottom middle icon. If you don’t have blueprints turned on, you can certainly do that via the layout template that we just like that, to make sure that you have access to it. But once you click on it, you’ll see all the different blueprints that are available to you. You can filter it by type here. I’ve already got this filter to dashboard. So then turn that off so you can see all the different blueprints that are available. These are listed in alphabetical order. So that should hopefully help you kind of navigate this a little bit more simply. So as I mentioned, you can filter it by type. You can filter it by whether or not you’ve installed it yet can filter it by maturity level. And then we also have different use cases. So if you are, you know, professionals services, filter it down and it will give you blueprints that are kind of tailored to that specific use case. So the two blueprints that we want to make sure we talk about for this section of the presentation are the System Administrator maintenance dashboard, which is, really designed to help in managing and optimizing the system to ensure that operating efficiently. And then the other one is going to be this worker usage dashboard, which, provides insights into user activity, report usage, and overall just system engagement. So I’ve actually already downloaded each of these. But I’ll give you just a quick view here of what it looks like. If you wanted to dig in a little deeper to understand what the blueprint actually contains, you can see over here all of the different items that we’ll get downloaded into your instance, and then you can also even see a preview. It’s going to look overwhelming at first, but once you zoom in, it helps you get a better view of the reports that are going to be downloaded into your instance.

So let me go ahead and go into the system maintenance dashboard.

So again, just to quickly remind you so blueprints they you just download them into your instance. They don’t change anything that currently exists in your instance. So if there are certain fields that exist on a blueprint that don’t exist in your instance, you can always tweak them after it’s been downloaded. But it’s definitely a great starting off point that you’re not having to build these things from scratch. So I’m going to go ahead and flip this over to the chart view. So you can see here we have projects and portfolios by status. Here we have projects in programs by status. We have a project audit with different prompts that you can use. Can see here projects that are not 100% complete but are incomplete status. These are really helpful reports to really make sure that your instance is functioning the way you need it to be functioning, and also help you to identify outliers. So I think this example here is a good one. So this is number of projects by template. You can see there’s a lot of activity happening in this instance. But a lot of them a lot of our projects don’t have templates assigned to that. Right. So that would be a red flag for me of okay, do I need to talk to my team about using templates? Do we not have the right template? Is there a training need. Right. So these are really helpful reports as you are maintaining your instance and then quickly switching over to our work usage dashboard again here. This is about overall system engagement and user activity. So you can see your log in can see the demand type. Are we getting more requests. Are we getting more issues. You can see projects that have been entered over the last 12 months, tasks completed in the last 12 months. So and this is just really focusing on, understanding how work is being used across the overall instance. Marianne, anything else you want to add here? Only one, plug about blueprints is, when you are installing the, project templates or you’re installing the dashboards, it’s pretty safe to put those into production, because they don’t make much, change in the way that you’re working within your production environment. However, some of the organization, organizational structure blueprints that are out there will add things like job roles and different things to your system to accommodate the structure that is recommended. So I would say put those into your sandbox and test those out first. Make sure that it is aligned to the information the way that you want to see it. So that you’re not possibly creating things in production that cause disruption or make things confused for anyone. Put it into sandbox, play with it, get it to exactly where you want it to be. And then, populated in production.

Great call up. Wonderful. Well, I think that’s all we have for the first round of demos, so I will go ahead and quit sharing my screen. Thank you all. Yep. Before we get back into the chat, we’ve got a quick poll question that we want to ask. So how often do you implement continuous improvement practices in your ÃÛ¶¹ÊÓƵ work, for instance? Consistently, often, sometimes. Rarely. Never. Or we haven’t yet, but we would like to start.

This looks like a real mixed bag as well. I’m sorry. Mostly people are responding first rate consistently, often and sometimes. But the biggest, chunk of answers are haven’t yet. But we’d like to start. Absolutely. It looks like we need to connect our customers so that we can have those that are working consistently. Coach, encourage those that haven’t started yet. So reaching out to community, we’re going to talk about that at the end of our presentation. Can be super helpful. There.

All right. So as we move into the next segment, excuse me, wonderful thing about work front is that it’s so customizable. Most challenging thing about work Front is that it’s so customizable. So if you’re a new system or group administrator and taking over and taking over an existing work, for instance, it can be really overwhelming to figure out how it was originally configured and set up.

However, through this additional blueprint, called the Inherited Instance Checklist, you can learn everything you need to know about your instance. You know, we used to strongly recommend this for someone that was coming in and taking over, but I say it’s actually a really good guide for those of you that just want to get started with making assessments. It makes the recommendation to utilize the blueprints that we showed you, the system admin, maintenance and the work front usage, and also makes recommendations of how to, review groups to set up, gives you hyperlinks and shortcuts to the experience league to understand looking at things like custom form usage, all of that kind of stuff. So, you’ll receive a comprehensive list of questions, resources, links, and get you a much better understanding of how your instance is configured.

Maybe an understanding of why it was configured the way there was, but also sort of a guideline for helping you get it to the place where you want it to be. Today. The checklist, is going to come as part of the white paper download that you have, and it can be created both as a work front blueprint in your instance. And there’s also a downloadable Excel spreadsheet that gives you even more details. We do recommend that you put the blueprint into right into work front, right into your work, for instance. And utilize it so that you can put accountability, you can assign people and a timeline, it makes sense for you and your organization. Okay. Don’t overwhelm and make it so difficult that it feels like you can’t do it. You’re walking out to the garage, and it’s it’s just feeling like, nope. Not today. No, we’re going back in the house. Create segments that are digestible. Go through. When you download this as a template, pull out the things that are important to you, or get rid of the things that aren’t even relevant and then shift it into a project. And maybe it’s going to happen over a course of months. Maybe it’s going to happen over a course of years. Whatever is going to work best for you and your organization.

Excuse me, but your future admins will thank you, for putting this together for them. The second thing that we want to talk about is really understanding the hierarchy and interdependency of your objects, okay? Understanding how objects and are defined and aligned within your work, for instance, is so important so that you can ensure that you’re using the correct objects to organize the appropriate needs within your organization, a portfolio which is typically the highest level. We talk about this, excuse me during our advisory engagements. It’s understanding the work front objects as a file cabinet, your portfolio being the file cabinet, the programs which you’re gonna talk about in a moment, being the drawers within that file cabinet, your projects being the file folders, and then your task and issues being the documents within that. A little bit more of a breakdown in the slide that you’ll have, because you’ll get a copy of the deck after the fact for those details. But a portfolio is typically a collection of projects that compete for the same resources budget, schedule and priority. Okay, you’re going to want to create these in such a way that you can easily report on the type of information I just listed. Specifically, cross project or Cross Initiative. Issues and request can be used interchangeably. In work front, you can record issues on both projects and tasks to indicate overseen work that needs to be addressed. But you can also submit issues as request, which are then converted into a project. And can be, utilized as part of a request queue. So you have work that comes as an intake and it comes in as an issue or comes in as a request can then be converted into a task or project.

So for example, when you plan a large amount of work, you’re going to typically use the project object to define that work. Then to divide this work into smaller planned increments, you’re going to use the task object for small amount of work that is not planned or can occur unexpectedly. You’re using the issue object, and then if you want to track the progress, and adherence to the budget and timeline of your group and projects, you can organize them into portfolios and programs, respectively. Okay. We’re going to highlight ways to help you successfully facilitate this in our demo.

The next thing that you’re going to want to be aware of are bone up on. If you’re not super familiar, is understanding access and sharing permissions and why they’re so important within your instance. Note that you do not have to be a system administrator to share permissions on objects to, to which you have access, but permissions on objects work within the access levels that are set by the system administrator. So in simpler terms, you have the ability to share or remove permissions to an object that you created or an object that was shared with you by another user. Okay. Access levels define what your end users can see and do with the object types and areas within the system, but permissions may be granted to allow for functionality within the objects. So the chart to the right is showing you the permissions that you may allow. So when sometimes when you’re converting from a request to a project, do you want to give the requester view access to the project, contribute access to the project, etc… And so you’re going to also be establishing permissions over top of the access that they have been granted as part of their profile.

And then finally we’re going to talk about the new home experience. So last but not least for the segment the new Home Experience in ÃÛ¶¹ÊÓƵ Work Grant aims to improve the current home experience or the legacy home experience while providing a more flexible way for you to focus on the right work. The new home is a powerful new feature for managing your work, and you can customize this flexible space to highlight what’s most important to you to streamline your task, issue requests and approval management. So, Samantha, are you ready to show the team how to use these? Yeah, let’s do it. All right. Today, switching back over to the demo.

The one moment.

All right. We see your inherited instance basics. Wonderful. So, like Marian mentioned, this is another blueprint that’s readily available. And you can see I’ve downloaded it. It comes in as a project template. And, really just wanted to call this out as a really helpful way for you as a new or current customer group administrator, to gain a better understanding of how your instance is configured, what adjustments or enhancements need to be made, or even solidify the documentation to help you optimize your work for, your organization to work for an experience. So I’ve got a couple of the sort of parent tasks, collapse here just for the sake of brevity. But you can see here there’s a project set up so kind of instructions around how to use this, this template, how to get started within your instance, different ÃÛ¶¹ÊÓƵ teams and resources, contracts and subscriptions, instance information, helpful tips around experience league and how to find additional resources. And then the next section here is understanding the instance configuration. So they’re going to be steps around understanding your global setup understanding your object hierarchy. Understanding any integrations you’ve got turned on user management right. So there’s a lot of really helpful things here. And I think Marian, really hit the nail on the head earlier where she said, yes, the intent is the initial intent for this, blueprint is for somebody taking over an instance. But even if you’re not taking over an instance that maybe you’ve been involved with work from, from day one, this is a really good starting point to kind of kick off that system maintenance journey if you haven’t already done so. So definitely recommend that you download this into your instance. Give it give it a glance. And if you find some helpful nuggets in here, it’s always helpful. And just as a reminder, just like the last two blueprints, come up here to the main menu like blueprint, and you can either search for it or, like I said, they’re in alphabetical order, so you can find it that way as well. Marian, anything you want to, make sure we chat through on this.

Just converting it from a template to a project. So if you don’t have a work for an administration portfolio, one good thing could be to create a work for an administration portfolio and then all of your type of projects, and we’ll show you some other things, later on in the presentation. But this would be a great example of converting this template into a project. So then you really do make it your own, and you start to make assignments and timelines and start to track it that way. And then it can also show up on your like my work and your, my task dashboards, so that you can see this as work items to be performed.

Right. So the next item was to think through your objects hierarchy and how your instance is organized. So we’ve got this portfolio here that I feel is a really helpful example. So again, if you, recall Marian’s analogy earlier of the filing cabinet, your portfolios are filing cabinet, your programs are drawers within the filing cabinet, and your project are files within the drawers within the filing cabinet. So you can kind of see that here. So here’s our filing cabinet which is transformed the customer experience. Here are my different drawers that are represented by programs. And within our drawers we have our individual projects. So we often see in our engagements with customers that programs tend to get overlooked. People either one don’t know that they’re an option or two don’t know the best way to use them. But it’s something we really want to encourage you to consider because it adds an extra layer of organization into your instance that helps you report on the things that are going to matter to your to your department. Another thing that I’m going to point out here is this Gantt chart view, which I think is also really helpful. So you get you start on the Gantt chart. And this gives you visibility into how these projects are performing the schedule against, that they’re performing against. You can also customize this. You can switch to projected dates. You can edit what’s being pulled in here. If you are advanced and you’re using cross project predecessors, you would see those show up here. So let’s say this develop an interactive experience. We wanted that to be dependent on the open forum portal. You could have a cross project predecessor and this view would show you that critical path. So this is again, just a really helpful view to understand what’s happening at your portfolio level. And the really nice thing about this is this doesn’t require you to create any reports. This is one button. You just turn on that Gantt chart view. And as long as your instance is organized in an effective way, you’re going to be able to get these insights very quickly, very easily, very good. Anything else you want me to touch on for object hierarchy? Now that would have been my point here. You’ve got, out of the box reporting that you didn’t have to create a custom report to get a lot of visibility.

And then last but not least, we wanted to talk through the new home experience. So I’m going to actually go back to that same layout template that we were working on earlier and talk through that a little bit. So what I’m going to do here is update the landing page from my update to home, which is right here. And then in order to customize what my users see, I’m going to select the home item down here. So home workspace. And this is where I, as a system administrator or group administrator, can customize how the new home is going to look for my users based off of who’s, assigned to this specific layout template. So you can see I’ve already added several widgets and maybe I want to, reorganize them. I’m going to, let me remove this one, and then maybe I want to drag this one to make it wider. And then I want to add in the my request down at the bottom, I would add in this widget here. And you can see it’s very simple to do. I’m just dragging and dropping and I’m basically designing the layout as I go. So once I’ve got this in a place where I’m happy with it, I’m going to go ahead and save my layout template, and then I’m going to assign it.

I’ve already assigned it to my user here. So now when I or whoever is assigned to this layout template and I might have to refresh this for, Let’s try one more time. There we go. So now, because I have I’ve created this new home experience from the layout template and I just find that layout template to this user every time they log in and hit that, orange lion, this is what they’re going to see. They also have the option to customize it themselves if they want to add things. But this is a really great way for you to gather feedback from your users and understand what it is that they value, and use this new home experience to provide them with the widget that make the most sense for them. So, a lot of the initial feedback when this was first rolled out was, we don’t like this, this isn’t showing me what I want. And our product team has been really intentional about taking that feedback seriously. One of the biggest items we first heard was, I can’t use my boards here. So, that’s been added in and they’re adding new widgets all the time. So if you opted out of the new home experience when it was first rolled out, definitely recommend that you revisit it just to see if maybe some of the enhancements know how this fit your needs. And, again, it’s a really great way to make work front feel palatable and manageable to your users who don’t need to see how the sausage is made behind the scenes.

And so with that, I will, go ahead and kick it back to alert. I think we have one more poll. We do think Samantha. All right, so how confident are you in implementing and sustaining efficiency gains in your work? Frankenstein? Very confident, somewhat confident. Neutral, maybe. Or somewhat unconfident or very unconfident or confident. Try. Completely overwhelmed.

All right. Well, this is looking good. Yeah. Somewhat confident. Ready to delve in I like it, I’m feeling it. Me too. It’s a majority of people are saying they are somewhat confident which is good news. Absolutely. All right I’m going to kick it back to the presentation. And you can see you know for.

All right. So now we’re going to move into execution. Some further recommendations for enhanced efficiency. I’m going to go through these slides really quick in the interest of time, because we want to be able to demo and we want to leave some time for questions. But one of the things that is available within your system, it’s going to be under your setup, system, options are work from system audit logs. ÃÛ¶¹ÊÓƵ work on administrators can use system audit logs to track user changes to the system over the past 90 days. You can check date and time when actions occurred, various log types, usernames to perform an action. So if you’re going to do things like your cleanup, and you have you find that custom forms aren’t being utilized anymore, you can actually run an audit and look for who was the last person to actually use that, so that you know who to talk with or communicate with before you start deactivating things. So it’s not only going to allow you the opportunity to audit the information that’s within your system and be able to keep track of the changes that are occurring. But it’s also going to allow you, sort of, data markers or points to be able to communicate, back with that information. You can also export this information out of the audit logs into a CSV type file. It’s important to note that the export is limited to 50,000 rows at a time. Sounds like a lot, but you would be amazed how quickly that adds up. You can use filters and narrow down the list if the total exceeds $50,000. So we will be showing you this a little bit more in the demo.

The second thing that we want you to think about is let’s actively dig in. Okay. So we talked about create network front administration portfolio. Well now start to create or think about creating an annual monitor and maintenance project to put together the tasks that you’re going to do. Weekly, monthly, quarterly, bi annually, annually, again assigning roles and accountability and timelines to these activities so that you are notified, alerted, and tracking this kind of information will show you a little bit more about how that’s done within the tool. Here are some examples that are in the slides of potential things that you could be doing within this. But please know these are just some kind of best practice recommendations or feedback we’ve received from other customers. We really want you to delve in and make this your own.

And then finally getting comfortable with experience League. I know experience can feel super, super overwhelming, but it is. You’re indeed your one stop shop for learning updates. Community. There are free, many free, tutorials that are out there. Really good hands on learning, documentation that is kind of technical, but there are spaces that you can go to within community, which is not going to only allow you to connect with your peers across like industries, across like roles, but there’s also blogs and different things that are out there that sort of take that technical documentation and shift it into a use case kind of mindset in the delivery. The other thing that you’re going to get are product announcements, system updates. And for folks that want to get familiar with beta programs, that’s going to be the information located, where you’ll need to go to get involved with those kinds of things. You’ll be able to see maintenance windows, all of that. I know, Samantha, you’re going to show some of that to us. So I’ll let us flip in to actively, seeing it in person. Sure thing. You should be able to pick it up now, Samantha. Great. Thanks.

You guys state your home page here we are. Awesome. So. Yeah. So the first thing that Marion just talked there was the audit log to find those audit logs. You’re going to go ahead and go down here to set up, and then you’re going to scroll to system. And at the very bottom you’ll see audit logs. So this is what that audit log looks like. And regularly checking your system audit logs is an essential practice for maintaining security operational efficiency compliance accountability. Like Marianne mentioned and enables that risk management and aids troubleshooting. It ensures data integrity and it provides transparency and accountability within your organization. So, like Marianne mentioned, you can filter this and a whole bunch of different ways. There are lots of different log types that you can look into. You can I’m going to for example, you’re looking at customer forums rather, and I’m interested in just custom forms that my user has updated. And I’m going to go ahead and look at every single one of the actions taken here. And I’m going to go ahead and apply this. So this is going to I think a good example here is maybe, we see that there has been a custom form no longer looks the way that it used to look. Right. And so I think it’s really helpful to, or to look at the audit log here and understand the specific change that was made, who made it when it happened. It even gives you the IP address if you want to get into that level of detail. But again, making sure that you are aware that this level of data exists in the system is really helpful. And, wanted to really just call it out for your guys’s awareness because, this is a piece of the system that oftentimes gets overlooked. Marianne, anything else you want to mention here? No, I think we’re good. Thank you. Great. So the next thing I want to really dive into is understanding and showcasing the importance of taking the time to invest in the setup and the configuration of your instance. So using things like naming conventions, having consistency in the way that you’re setting up user profiles, having consistency in the way that you’re setting up templates. Again, we don’t want your work front and center to become this unruly Wild West experience. So, one of the reports that I wanted to make sure we walked through here is active user audit report. And this is actually a report that exists on the work front usage blueprint that we talked about earlier. I’m going to go ahead and just, look at one specific group here real quick.

So by running this report, it gives you a very quick view of all of the users that belong to this specific group. And you can see that there’s automatic, conditional formatting applied here. So we can see here this does not have a layout template assigned to her, which if you’ve just gone through all the time and I’ve heard of creating this wonderful layout, tell them that we just discussed, we want to make sure that they’re actually applied to the right people. And so, in this scenario, B is not getting all of the value of that custom experience that you as an administrator, have gone through to help, make her experience and work for an easier. You can also see, their home group, you can see if they belong to a specific company. You can see they’ve got their manager set up. Right. All of these are preliminary things that help. Like if you’re working on instances set up properly from the beginning, it’s going to help you top in to more of the advanced features of the system. You can see we’ve got job roles assigned. We’ve got resource pools. Right. So if maybe resource management is something that you really want to take advantage of, but you don’t have any resource pools of assign that’s going to make using the resource planner really difficult because resource pools are required for that. Right. So this is a really helpful way for you to make sure that you’re doing that preliminary work so that you can tap into more of the advanced features of work, right? Where at anything else you want to add here? No, I think you’ve covered it for sure. But yeah, highlighting again the things that are going to be very important home teams, home groups, making sure all of those things are assigned is going to assist with your reporting and pulling data. And, and when you just want to continuously, review and update as job roles change, as team changes, as people move. Wonderful. And then, the next thing we wanted to talk through was a monitor and maintenance project. I mean, I’m actually going to let you speak to this one. Yeah, absolutely. So I put this together, just as an example of if you want it to create tasks and assign roles and timelines to weekly maintenance, monthly maintenance, if it gets to be, overwhelming, we can just trim up the weekly and open up the monthly and the quarterly. But again, begin to assign, review and assess what needs to be done, what information you want to consistently review, what information that you find, is often out of date or, have a hard time getting folks to adopt, regular update kind of principles, all of those things, as well as checking things like custom forms, report usage, all of that, so that you’re cleaning up all the clutter and getting that out of the way. But by putting this into a project, you’re able to assign who is going to be responsible for getting that done and then ensuring that you’re getting it done in a timely manner. And then you start to do this year over year, it becomes simpler. You’ll find that your instance is much cleaner. Everyone is experiencing a more similar relevant data experience. And if it’s too overwhelming to look at it in this format, then I also created a calendar so that you can flip the project timeline into a calendar view and then be able to access your tasks in that way. So what we’re showing here is that work front allows you so many different opportunities in being able to align how you’re going to visually, utilize your tasks, be able to access the information, doing inline edits. And you can also flip this into a board. So there’s a number of ways to be able to manage this type of work. But the thing that we really want to hone in on is this is your house. And and we want to encourage you to monitor and maintain it. And we want to be here to assist you, definitely in getting that done. Wonderful. Thanks, Marion. And then, another item we wanted to call out was understanding where to find the specifics around your system and the maintenance schedule that you are on. So the best way to do that is to, again, come down here, you’re going to come to system and you’re going to go to customer info. And, you’ll see here this is your basic customer info and the most important one we want to call it here is your cluster. Set up the demo environment. So I don’t have one assigned to me here. But you’re should have a number. And the plus here that you belong to actually determines when certain features are pushed into your instance. So, definitely strongly encourage you to check this. Make sure you know what cluster you belong to, because that will help you to understand when you can expect those things to be pushed to your instance. And then last but not least, we wanted to hit on Experience League. And I will do this very quickly because I want to make sure we leave time for questions. And so to access Experience League, if you don’t already have that bookmark saved, you can actually come here to the home menu and hit help. And it will open up Experience League for you. There are lots of helpful features, shared experience league in particular these different guides. There are free tutorials like Maryann mentioned. You can also, come in here and look at release information. So if you’re interested in product announcement, if you’re interested in release note this is where you’re going to be able to find all of those things, including those beta programs that Marian talked about. If you’re interested in the specific releases, and what was released in your cluster on what type, on what date, this is where you’re going to find all that information as well. So, again, for the sake of brevity, I’m going to go ahead and kick it back to pull on it so we can jump into some Q&A while we still have a few minutes.

We got a couple more slides to go and then we’ll jump into Q&A. We do. And, and I want to just quote Samantha as being very kind. If you’re interested in product releases, even if you’re not interested in product releases, someone needs to be reviewing them.

And it’s been a good call out. So we want to make sure that we’re doing that. But we also want to share is now that you have heard all of this and it feels probably a little bit overwhelming, and we’ve given you a lot of information in the last hour. Know that ÃÛ¶¹ÊÓƵ is always here to help you. And so we do have additional opportunities for, you to get assistance. And that’s going to be through our professional services offerings. You can purchase remote consulting hours, reporting hours, all of those kinds of things to, assist you in defining what it is that you want to implement for monitor and maintenance. But also to help you with execution. And then if you find that you are overwhelmed with system administration, we offer also offer work grant system administrator services, such that you can have one of our professional, work grant system administrators function on behalf of you, and they will come in with all of the reporting abilities, all of the clean up knowledge, all of the things, and put those things into your system and then function as your system admin of record within your own environment. So there are opportunities for you to get assistance to start to put these things into play. You don’t have to feel like it all falls on you.

We’re going to have some resources, again, hyperlinks to all the shortcuts of the things that we talked about downloaded in the white paper. And I know we’re only got three minutes left, Eleanor, but we’ll.

Oh. All good. All right, let’s pop our video back on. We do only have a have time for a couple of questions, but I’m going to just jump right into, So first question, I’m curious about how and when workspaces can get overly cluttered. And the best way to either avoid that or clean it up without. Impacting. The reporting functionality.

I kind of say I need more clarity on what that means. I mean, the I, I’m not sure what they mean by how it happens. The biggest thing is to really be consistently checking in with your, with your end users. So I recommend, you know, quarterly, bi annually, you know, maybe doing a survey on, how things are going, if there are changes they would be making, if folks are not liking their dashboards or their reports, maybe they’re sending that information in through the request queue. But you’re communicating to making sure that they’re getting the information that they need to see in the way that they need to see it. And that it’s not overly cluttered with things that they’re not using. So I would say check in with your end users and, and make sure that you’re applying those layout templates so that things are, configured in a way that is optimal, for your end user base. Yeah. And, and I think that work front usage dashboard that we downloaded via the blueprint would be really valuable for that as well to, have sort of data driven conversations around what’s being used and what sort.

Great. Thank you. All right. I’m going to get to the next one. We’re going to try and hit as many as we can. Is there a shelf life for how long? Projects are saved in work current as an example. Well projects I create today still be accessible and work from five years from now. Or is there something that I should be doing to archive files? So yes, they will be available.

And typically what I see customers doing from that perspective is if they do want to archive something or label it as having been archived, my recommendation there would be to create a custom status for your project and shift it from complete to archived or something along those lines. So that way there’s a really clear line of, delineation between what are complete and what are considered archived. As well as maybe moving them into an archive portfolio. So they’re not populating within the same reporting parameters as your current work. Okay. Great. Thank you. I think we’ve got time for one more. We’ll squeeze in here. Any tips for cleaning up old projects like years work where there may be random approvals on tasks that were never completed? Yeah, definitely getting started with that system admin, maintenance, dashboard and looking for all of the things that are considered open. And so anything that is, your task or 100% of your projects not complete anything that proves you’re outstanding in any of those things. And then, doing your best to clean up all of that information. But again, sometimes you also have to warrant, as Samantha like to say, is the juice worth the squeeze? So is, is the effort worth the impact that you’re going to receive? Sometimes it may just be that you are archiving certain things. If it has been too long and you move things into a space that’s separate from your current work.

Yeah. The only other thing that I’ll call out there is if you have fusion, fusion is a really good way to do some of that more, tedious manual archival work. So, if you’ve identified consistent and repeatable things that need to be archived, you could always write a fusion scenario saying if this. So I think the example on the question was like, I’ve got projects that are technically complete, but they still have approvals attached to them that are not resolved. You could always write a fusion scenario. It’s like if those parameters have been met and the project has been complete for more than six months, close everything out. And that, is an opportunity where you, again, use fusion to do it without automation. So you don’t have to manually do that type of work yourself.

Awesome. Thank you. Thank you everyone. All right, I’m going to go ahead and wrap us up. We ran out of time today. So on. This screen. We have a few resources for you in the web link section, you’ll see a link to our past recordings and upcoming events, as well as a link to on demand events and Experience League that Samantha so kindly showed us how to navigate to. You’ll have another. Opportunity to let us know if you’d like more information on, payment services to help with everything that you learned about. Today. And you will also see the white paper. So please don’t forget to download that with all of those resources that we shared. And a couple of survey questions below, if you don’t mind, fill in those out before you head out. So if you have a, question specific to your account and we weren’t able to get to it today, please do reach out to your account manager or to myself, and I can put you in touch with the correct person. So as a final reminder, you will receive a recording of today’s event and an email from us in 24 hours. And that’s all for us. So thank you again to Mary and Samantha and Aaron for answering questions. Thank you everyone for attending. We hope you all have a great day and look forward to seeing you at one of our next events. Thanks everyone much. Thanks everyone.