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Transcript

Hello everybody, it’s Cynthia Boone, your on-demand Workfront CSM and I’m back with a new series. What is that series? It’s Versus! What does that even mean? Well, customers, y’all are the ones that inspire us for our events and for these videos. And so we get a lot of questions in terms of what is the difference between these things? What is the better way to do something? So I thought it would be fun, we’ll do Versus. And so let’s just go with one that we get all the time. What is the difference between groups and teams? So let’s get into it. Alright, before I get into Workfront, I want you to visualize a beautiful, magical, shiny office building with multiple floors and multiple doors to get into. So think about how do you get into that building? Well, you need a badge, right? You gotta have that badge. But does that badge get you past the front door? Can you get into a server room? Can you get to every floor of that building? Can you get into IT or HR? Well, that’s what we’re talking about when we’re talking about groups. We’re talking about permissions. We’re talking about access. How do you get access to the parts of work that you need to get your work done? And so what I have here on the screen is just an example. Here’s a brand new blank portfolio, right? I have a choice now. I can make this portfolio available to everyone in the system, or I can share. Obviously, I can share by teams, roles, groups. But when we’re thinking about groups, I want to think about a larger scale object level in terms of permissions and access. So I’m going to decide right here, am I going to share this with a couple of groups, maybe one group? Or should this be restricted to a small group with just a handful of people so that when I’m cascading permissions down from that portfolio, anything that’s in there could be accessed by the folks in that group. So that’s just one example, right? Okay, another example in terms of either allowing or restricting. A lot of folks don’t look at this, but this is the access level as part of setup, right? So you’ve got to scroll down and see additional restrictions. And here’s one, few only companies and groups that they belong to. So this is a really great way to say, I’m going to let certain folks have access, but I’m going to restrict access over here, because maybe we’ve got some sensitive projects that not everyone needs to see. So this is another example of how groups can sort of set the foundation for your users and what they can have access to. Another one, I just told custom forms, but you can think about all the different objects that you can share. Again, I can share these custom forms across the organization system-wide, but maybe the way I’m building out my environment, I want HR to use these custom forms and I need IT to use these custom forms and I can make those choices at the object level. The great thing about groups, if you lean into group functionality, then you can start really thinking about your group administration and how you can have a group administrator do all this function for what are the preferences for this group. And I’m going to sort of target layout templates down here. That’s a really good one of like, how does this group, what are their naming conventions, how do they work together, what do they need to see, and having a group admin manage that again, so you’re being super organized by permissions, access, and group administration. Okay, what about teams? Okay, before I get into work front, again, I want you to think about now that I’m in the building, how do I like see my work, how do I interact with my work, how do I interact with the people that I work with on a regular basis? That’s what I want you to think about when you think about teams. It’s about communication and about teamwork, right? So the first thing, okay, I’m on a project, I’m on assignments, you can’t assign work to a group, right? So again, that has that special sort of functionality. Teams, however, I can assign work to users, teams, and job roles. So again, when you’re thinking about teams, thinking about, oh, these people should be working together, they should all see this work in order to get this project completed, right? Okay. Another thing to think about is I was a project manager that had at many times 50 active projects at once. I didn’t have time to try to type people’s names in and figure all that out. I just wanted to send an update to whatever the team that was relevant, and I could have all different sizes of teams. Maybe this is just the copywriter team, or maybe this is just the graphic designer team. I can have a bunch of different teams, and if you give your project managers that access, here I’ve got it here at the access level, where at teams, I can create a team, I can delete a team, maybe you don’t want to have people delete teams, but they can edit the teams that they’re on, and they can actually create multiple teams. It might get messy, but you’re giving people the power and the authority to, hey, I need this to create it to make my life easier as a project manager, okay? When they do that, so I’ve got a ton of teams here, I can click here to create a new team, and I can just trade out users depending on the project. It’s really super helpful in terms of communicating quickly with the teams that are working on the same stuff all the time. All right, so that’s my take on Versus. I hope you liked it. Let me know how I can do some more, you know, what’s the difference between these or which one is better. All right, we’ll see you next time on Versus.