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Managing Work in the Workfront Mobile App

Managing Your Work

You can view and update all tasks and issues that you are currently working on (items in your Working On tab in the Workfront web application). You can also work on or reassign work requests.

Viewing and Modifying Work Items

You can view tasks and issues that you are working on. 

NOTE If your system administrator has modified the names of the objects in Workfront as part of your layout template, the names of the objects are also modified in the mobile app. Our documentation always refers to the default object names. For more information about customizing object names in Workfront, see the "Customizing Object Names" section in "Understanding Objects."

  1. Navigate to the Workfront home page.
  2. Tap Work.
    You can view the following types of work:
    • Working On: By default, all tasks and issues that you are currently working on are displayed.
    • Work Requests: To view work requests, tap the Working On drop-down list, then tap either of the following options:
      • Ready to Start: Shows only tasks and issues that meet all of the criteria described in "Understanding Request List Filters" in "Work and Team Requests."
      • Not Ready to Start: Shows only tasks and issues that are not currently ready to start.
    • Team Requests: To view team requests, tap the Working On drop-down list, then tap any team that you are a member of that has requests associated with it.
  3. (Optional) To more easily locate a work item, you can either sort or filter the My Work list:
    • Tap the Sort icon, then select whether you want to sort by Commit Date, My Priority, Planned Completion, Project, or Name.

      For more information about these sorting options, see "Sorting Items That You Are Working On" in "Organizing Work on the My Work Page."
    • Tap the Search icon, then begin typing the name of the work item that you want to locate. The My Work list is sorted as you type.
  4. Tap a work item to view details about the work item.
    The following details about the work item are displayed:
    • Task or Issue Name
    • Project Name
    • Tap this Name to navigate to the project.
    • Description
    • Assigned to Name
      To modify the assignee, tap Assigned to, make any assignment changes, then tap Done.
    • Primary Contact (Issues only)
    • Submitted on date
    • This will be done by date
      To change this date, tap This will be done by, choose a new date, then tap Done.
      This is the Commit Date of the item.
      For more information about the Commit Date, see "Understanding Commit Dates."
    • Status
      To change the status, tap Status, then choose a new status.
      For more information about project status, see "Understanding Task Statuses" and "Understanding Issue Statuses."
    • Priority
      To change the priority, tap Priority, then select a new priority.
    • Percent Complete (Tasks only)
      To change the percent complete, tap Percent Complete, use the slider to adjust the percentage, then tap Done.
      For more information about Percent Complete, see "Understanding Percent Complete for Projects."
    • Reference Number
      For more information about object reference numbers, see "Using the Reference Number of Objects."
  5. (Conditional) To view any custom forms that are attached to the work item that you have access to view, tap the More tab, then expand the custom form that you want to view.
    You can view custom forms that are already attached to projects, tasks, issues, or documents.
    You cannot add a new custom form to any object using the mobile app. 


Creating Tasks

You can create tasks and assign them to yourself, to another user, or to a team. You can create a single task, or you can create multiple tasks prior to saving.

  1. Navigate to the Workfront home page.
  2. Tap Work.
  3. Tap the Plus icon in the upper-right corner of the screen.


  4. Specify a name for the task.
  5. Tap the Date icon to choose a due date for the task.
    If you do not select a due date, the task is created without one.
  6. To assign the task to yourself, do not make any assignment selections. Tasks are assigned to you by default, and appear in your Working On area.
    Or
    To assign the task to another user or group, tap the Assign icon, tap any users or teams who you want to assign the task to, then tap Done.
  7. (Optional) To create another task, tap Next, then repeat Step 4 through Step 6.
    Repeat this step to create multiple tasks.
  8. Tap Save.
    A notification is displayed, indicating that the task has been created.

Marking A Task Or Issue As Done 

You can mark any task or issue that you are currently working on as Done.

  1. Navigate to the Workfront home page.
  2. Tap Work.
  3. In the drop-down, select Working On.
  4. Do either of the following:
    • To quickly mark the work item as Done, tap and hold the item, then slide to the Done icon.
      If the work item is an issue, the issue is removed from your My Work list.
    • To view details about the work item before marking it Done, tap the work item, then tap I'm Done.
  5. (Conditional) If the work item is a task, select Done with my part or Complete, depending on the status of the task.
    The button changes briefly to I'm Not Done. Tap I'm Not Done if you are not done with the work item.
    If you navigate away from the work item, the item is removed from your Working On list. 

Providing a New Update or Commenting on an Existing Update for a Work Item

You can provide an update for items that you are currently working on:

  1. Navigate to the Workfront home page.
  2. Tap Work.
    You can view the following types of work:
    • Working On: By default, all tasks and issues that you are currently working on are displayed.
    • Work Requests: To view work requests, tap the Working On drop-down list, then tap either of the following options:
      • Ready to Start: Shows only tasks and issues that meet all of the criteria described in "Understanding Request List Filters" in "Work and Team Requests."
      • Not Ready to Start: Shows only tasks and issues that are not currently ready to start.
    • ​​Team Requests: To view team requests, tap the Working On drop-down list, then tap any team that you are a member of that has requests associated with it.
  3. (Conditional) To quickly provide an update for a work item, tap and hold the item, then slide to the Update icon. Skip to Step 7.
  4. Tap the work item for which you want to either provide an update or comment on an update.
  5. Tap Updates to view status updates associated with the work item.
  6. (Conditional) To comment on an existing update:
    1. Tap Add Comment below the update that you want to comment on.
    2. (Optional) To notify others about the update, tap Include others, select the users, groups, or teams that you want to include in the update, then tap the Send icon.
  7. (Conditional) To create a new update: 
    1. Tap the Share an update field, then specify your update.
    2. (Optional) To notify others about the update, tap Include others, select the users, groups, or teams that you want to include in the update, then tap Done.
    3. (Optional) To make the update public or private, tap the Lock icon.
       
    4. (Optional) To change the Commit Date of a task, tap the Options icon, tap Commit Date, then select a new Commit Date.
      For more information about the Commit Date, see "Commit Dates."
    5. (Optional) To change the Condition of a task, tap the Options icon, tap Condition, then select a new condition.
      For more information about Condition for tasks, see "Setting Condition."
    6. (Optional) To change the Status of a task, tap the Options icon, tap Status, then select a new status.
      For more information about issue statuses, see "Default Issue Statuses."
    7. (Optional) To change the percent complete of a task, slide the percent complete bar to the appropriate number.
      task_change_percent_complete.PNG
    8. Tap Save.
    9. Tap Send.

Deleting a Comment from a Work Item

If in your access level your system administrator allows you to delete comments you make, you can delete a comment on a work item in the mobile app. 

To delete a comment in the mobile app:

  1. Navigate to the work item on which you want to delete a comment you made.
  2. Tap the Updates tab, to find the comment.
  3. Long-press the comment you want to delete.
    delete_comment_in_work_updates_tab_with_delete_orange_highlight.PNG
    Several options are displayed.
  4. Tap the Delete option to delete the comment.

Working On A Request

  1. Navigate to the Workfront home page.
  2. Tap Work.
  3. In the drop-down menu, select any of the following options:
    • Work Requests: To view work requests, tap the Working On drop-down list, then tap either of the following options:
      • Ready to Start: Shows only tasks and issues that meet all of the criteria described in "Understanding Request List Filters" in "Work and Team Requests." 
      • Not Ready to Start: Shows only tasks and issues that are not currently ready to start.
    • Team Requests: To view team requests, tap the Working On drop-down list, then tap any team that you are a member of that has requests associated with it.
  4. Do either of the following:
    • Tap and hold the item that you want to volunteer to work on, then slide to the Work On It icon.
    • Tap the item that you want to volunteer to work on, then tap Work On It.

Reassigning A Request

  1. Navigate to the Workfront home page.
  2. Tap Work.
  3. In the drop-down list, select any of the following options:
    • Work Requests: To view work requests, tap the Working On drop-down list, then tap either of the following options:
      • Ready to Start: Shows only tasks and issues that meet all of the criteria described in "Understanding Request List Filters" in "Work and Team Requests."  
      • Not Ready to Start: Shows only tasks and issues that are not currently ready to start.
    • Team Requests: To view team requests, tap the Working On drop-down list, then tap any team that you are a member of that has requests associated with it.
  4. Do either of the following:
    • Tap and hold the item that you want to reassign to another user, then slide to the Reassign icon.
    • Tap the item that you want to reassign to another user, then tap Assigned to.
  5. (Conditional) De-select any users who are currently assigned to the request who should no longer be assigned.
  6. Select any users who you want to assign the request to, then tap Done.

Managing Tasks

You can manage information about tasks in the mobile app, after you have accessed the task. 

Accessing Tasks in the Mobile App

In addition to accessing tasks from the Work area of the mobile app, you can also access them from a project. 

To access tasks in the mobile app: 

  1. Navigate to the Workfront home page, then tap Work.
    Or
  2. Tap Projects, then the name of a project, then tap the Tasks tab. 
    NOTE If your system administrator customized the names of the objects in your instance, the Projects area or Tasks tab might be under different names. For more information about customizing object names in Workfront, see the "Customizing Object Names" section in "Understanding Objects."
    The list of tasks on the project displays. Parent tasks are displayed in bold. 
    mobile_task_list_on_a_project.png
    The following information about each task displays in the list:
    • Task Name
    • Percent Complete bar
    • Status
    • Description
    • Planned Completion Date
    • Assignees avatars
    • Document icon (when a document is assigned to a task)
  3. Tap the name of a task to open it.

Managing Task Information

  1. Navigate to a task in the Workfront mobile app. 
    For more information about accessing tasks in the mobile app, see "Accessing Tasks in the Mobile App."
    mobile_task_tab.png
  2. In the Task tab, tap any field followed by an arrow to edit it. 
    The following task fields are displayed:
  3. (Optional) Tap Log Time to add time to the task.
    For more information about logging time in the Workfront mobile app, see "Logging Time in the Workfront Mobile App."
  4. (Optional) If the task is assigned to your or your team, tap Work On It if you want to start working on the task.
    Or
  5. (Optional) If you are currently working on the task, tap I'm Done to complete the task. 
    For more information about completing work in the mobile app, see "Marking a Task or Issue as Done."
  6. (Optional) Tap the More icon in the upper-right corner, then Share, to copy a link to the task to another application or to the clipboard. 

Logging an Update for a Task

  1. Navigate to a task in the Workfront mobile app. 
    For more information about accessing tasks in the mobile app, see "Accessing Tasks in the Mobile App."
  2. Tap the Updates tab.
    All updates that have been previously entered on the task or issues logged for the task display in the Updates tab. 
  3. Scroll through the list to find a specific one.
    Or
  4. Tap Share an Update to create a new update.
    For more information about logging updates for tasks, see "
    Providing a New Update or Commenting on an Existing Update for a Work Item."
    (Optional) For more information about deleting an update, see "Deleting a Comment from a Work Item."

Managing the Subtasks List

  1. Navigate to a task in the Workfront mobile app. 
    For more information about accessing tasks in the mobile app, see "Accessing Tasks in the Mobile App."
  2. Tap the Subtasks tab.
    NOTE If your system administrator customized the names of the objects in your instance, the Subtasks tab might be under a different name. For more information about customizing object names in Workfront, see the "Customizing Object Names" section in "Understanding Objects."
    All children tasks for the task are displayed.
    mobile_subtasks_list.png
  3. Tap the name of a subtask to access it and edit information on it.
    For more information about managing task details, see "Managing Task Information."

Managing the Issues List

  1. Navigate to a task in the Workfront mobile app. 
    For more information about accessing tasks in the mobile app, see "Accessing Tasks in the Mobile App."
  2. Tap the Issues tab.
    All issues logged on the task are displayed.
    mobile_issue_list_on_task.png
  3. Tap the name of an issue to display information about the issue.
    For more information about managing issue information, see "Managing Issue Information."
  4. Select any of the following tabs to edit or add more information to the issue:
    • Issue
    • Updates
    • Docs
    • (Optional) More
      The More tab displays only when a custom form is attached to the issue.
      For more information about managing issues and their details in the mobile app, see "Managing Issues."
  5. (Optional) Tap New Issue to add issues to the task. 
    For more information about adding issues to a task, see "Creating Issues."

Viewing Task Documents

  1. Navigate to a task in the Workfront mobile app. 
    For more information about accessing tasks in the mobile app, see "Accessing Tasks in the Mobile App."
  2. Tap the Docs tab.
    All documents uploaded on the task or the issues logged on the tasks are displayed.
    mobile_documents_on_the_task.png
  3. Tap the name of the document that you want to view.
    By default, the Document tab displays.
    For more information about viewing and opening documents, see "Working with Documents in the Workfront Mobile App."

Editing a Task Custom Form

You can edit a custom form attached to a task in the Workfront mobile app if the custom form is already attached to the task. You cannot associate a new form with a task in the mobile app. 

To edit a custom form on a task using the mobile app:

  1. Navigate to a task in the Workfront mobile app.
    For more information about accessing a task in the mobile app, see "Accessing Tasks in the Mobile App."
  2. Tap the More tab. You might need to scroll from right to left to see the More tab.
    A task with no custom form attached does not display a More tab.
    For more information about editing a custom form in the Workfront mobile app, see the "Editing Custom Forms" section in "Managing Work in the Workfront Mobile App."

Managing Issues
You can manage information about issues in the mobile app, after you have accessed the issue. 

Creating Issues

You can create issues in the mobile app on an existing project, or a task.

Updating information on a newly created issues is similar to updating the information on a newly submitted  request in the mobile app. 

To create an issue using the mobile app:

  1. Navigate to a project or a task in the Workfront mobile app. 
    For more information about accessing a project in the mobile app, see the "Accessing Projects in the Mobile App" section in "Working with Projects in the Workfront Mobile App."
    For more information about accessing a task in the mobile app, see "Accessing Tasks in the Mobile App."
  2. Tap the Issues tab.
    mobile_issue_tab_on_project.png
  3. Tap New Issue.
    The New Issue form displays. 
    For more information about submitting requests in the mobile app, see "Submitting Requests in the Workfront Mobile App."

Accessing Issues in the Mobile App

In addition to accessing issues from the Work area of the mobile app, you can also access them from a project. 

To access issues in the mobile app: 

  1. Navigate to the Workfront home page, then tap Work.
    Or
  2. Tap Projects, then the name of a project, then tap the Issues tab. 
    Or
  3. Select the Tasks tab from a project, tap the name of a task, then tap the Issues tab. 
    NOTE If your system administrator customized the names of the objects in your instance, the Projects area, and Tasks and Issues tabs might be under different names. For more information about customizing object names in Workfront, see the "Customizing Object Names" section in "Understanding Objects."
    The list of issues on the project or task displays.
    By default, the issues on the Open Issue list are displayed. 
    mobile_issue_list_on__a_project.png
    The following information about each issue displays in the list:
    • Issue Name
    • Status
    • Description
    • Priority
    • Entered Date
    • Assignees avatars
    • Document icon (when a document is assigned to an issue)
  4. (Optional) Tap Open Issues and select to display either the Closed Issues or All Issues lists. 
  5. (Optional) Tap the magnifying glass and start typing a keyword to search for an issue. 
  6. Tap the name of a issue to open it.

Managing Issue Information

  1. Navigate to an issue in the Workfront mobile app.
    For more information about accessing an issue in the mobile app, see "Accessing Issues in the Mobile App."
  2. In the Issue tab, tap any field followed by an arrow to edit it.
    The following issue fields are displayed:
  3. (Optional) Tap Log Time to add time to the issue.
    For more information about logging time in the Workfront mobile app, see "Logging Time in the Workfront Mobile App."
  4. (Optional) If the issue is assigned to your or your team, tap Work On It if you want to start working on the issue.
    Or
  5. (Optional) If you are currently working on the issue, tap I'm Done to complete the issue. 
    For more information about completing work in the mobile app, see "Marking a Task or Issue as Done."
  6. (Optional) Tap the More icon in the upper-right corner, then Share, to copy a link to the issue to another application or to the clipboard. 

Logging an Update for an Issue

  1. Navigate to an issue in the Workfront mobile app.
    For more information about accessing an issue in the mobile app, see "Accessing Issues in the Mobile App."
  2. Tap the Updates tab.
    All updates that have been previously entered on the issue display in the Updates tab. 
  3. Scroll through the list to find a specific one.
    Or
  4. Tap Share an Update to create a new update.
    For more information about logging updates for issue, see "
    Providing a New Update or Commenting on an Existing Update for a Work Item."
    (Optional) For more information about deleting an update, see "Deleting a Comment from a Work Item."

Viewing Issue Documents

  1. Navigate to an issue in the Workfront mobile app. 
    For more information about accessing issue in the mobile app, see "Accessing Issues in the Mobile App."
  2. Tap the Docs tab.
    All documents uploaded on the issue are displayed.
  3. Tap the name of the document that you want to view.
    By default, the Document tab displays.
    For more information about viewing and opening documents, see "Working with Documents in the Workfront Mobile App."

Editing an Issue Custom Form

You can edit a custom form attached to an issue in the Workfront mobile app if the custom form is already attached to the issue. You cannot associate a new form with an issue in the mobile app. 

To edit a custom form on an issue using the mobile app:

  1. Navigate to an issue in the Workfront mobile app.
    For more information about accessing a task in the mobile app, see "Accessing Issues in the Mobile App."
  2. Tap the More tab. You might need to scroll from right to left to see the More tab.
    An issue with no custom form attached does not display a More tab.
    For more information about editing a custom form in the Workfront mobile app, see the "Editing Custom Forms" section in "Managing Work in the Workfront Mobile App."

Managing Approvals

  1. Navigate to the Workfront home page.
  2. Tap Approvals.
  3. Tap the drop-down list to select the type of approval that you want to approve.
    You can choose from Work, Document, Timesheet, or Access Request approvals.

    The following information is displayed in the list of approvals:
    Object name
    Project
    User who requested the approval
    Date when the approval was requested.

  4. Do one of the following to approve or reject the approval:​
    • To quickly approve an item from the Approvals page, tap and hold the item that you want to approve, then slide to the Approve icon.
    • On the Approvals page, tap the approval that you want to manage, then tap either RejectApprove, or Needs Changes (in the case of document approvals.)
      To add a comment, tap in the Add Comment (optional) field, specify your comment, then tap Send.
    • To approve the proof of a document, tap the document proof approval, then tap Go to Proof. This will open the Workfront Proof mobile viewer. At the top of the viewer, tap the Review button and tap Approved, Approved with Changes, or Rejected to make your decision.
      Screen_Shot_2017-07-24_at_11.31.16_AM.png
      Select the Send me an email confirmation of my decision field if needed, then tap Save

Editing Custom Forms

You can edit a custom form in the Workfront mobile app if the custom form is already attached to a project, issue, task, or document. You cannot associate a new form with an object using the mobile app. 

To edit a custom form on a project, issue, task, or document in the Workfront mobile app:

  1. Tap the name of the object you want to edit when using the mobile app when you find it in a list. 
  2. Tap the More tab.
    If an object does not have a custom form attached to it, the More does not display.
  3. Tap the name of the form to open it.
    August9_edit_custom_form_on_task.PNG
  4. Tap the pencil icon for any field that displays it, to edit the field.
  5. Depending on what type of field you are editing, tap Save or Done when you finish editing a field. 
    If the custom field is a list of options, the selection you make is saved automatically. 
  6. Tap the back arrow on the custom form to return to the list of objects.

Viewing and Contacting Users

Viewing Users, Groups, And Team In The Workfront System

You can view all users, groups, and teams in the Workfront system that you have access to. 

  1. Navigate to the Workfront home page.
  2. Tap Contacts.
    Users, groups, and teams that you have access to in the Workfront system are displayed.
  3. (Optional) Tap a user to view the user's profile information.
    You can tap the user's email address to send them an email, or tap the user's phone number to call or text them.

Calling, Texting, Or Emailing Workfront Users From The App

You can call, text, or email users directly from the Workfront mobile app.

  1. Navigate to the Workfront home page.
  2. Tap Contacts.
    Users, groups, and teams are displayed
  3. (Conditional) To view members in a group or team, tap the group or team name.
  4. Tap the user who you want to call, text, or email, then tap the linked phone number or email address.
    Or
    Tap and hold the user who you want to call, text or email, then slide to the appropriate icon in order to complete the action.