The what
Workfront is a project management tool that provides a single location for all project communications and assets.
The why
As a tool, Workfront will help you achieve your goals by facilitating organized, structured and strategic results for our constituents through a partnership with Advancement Marketing and Communications.
The how
To get started, submit a request here: https://universityofcolorado.my.workfront.com/requests
Communications Request - New initiatives, marketing or communication requests
Operations Request - Transactional requests — for example, website updates, collateral reprints, eComm support or photography coverage
How to log in
All CU Boulder Advancement team members have been added into the system. You will use your IdentiKey to access Workfront. Email Advancement Marketing and Communications at advmarcomm@colorado.edu if you have an issue with your log in. Please include “Workfront help” in your subject line.
How to submit a request
Submitting a request through Workfront is meant to be intuitive, routine and process-based. Expect the questions to guide you through the process of submitting a request.
Pro tip: Err on the side of too much detail — it’s always better to provide more information than Advancement Marketing and Communications will need to fulfill your request than to be too vague.
To submit a new request: https://universityofcolorado.my.workfront.com/requests
- Select a Request Type
Since Workfront is used by other teams at CU, the first step is selecting the correct office to handle your request: Select a Request Type > Boulder Advancement Marketing and Communications
2. Is your request a Communications or Operational project request?
Communications Project Request: New initiatives, projects or marketing requests
- Concept Strategy
- Event Marketing
- Philanthropy Strategy
- Programmatic Marketing
- Other
Operational Project Request: Transactional requests
- Photo or Video Coverage
- CRM Support (Salesforce, Cvent, Marketing Cloud)
- Existing (Logo, Collateral, Webpage)
- Review (Brand compliance or content)
- Submissions (Executive/external communications, Humanitas, new chapters or clubs, social media)
3. Subject
Create a descriptive title for your request.
Good title: “Photo coverage for parent event 5/11/2020”
Not great: “Photo coverage request”
4. Documents
Here, you’ll upload any documents related to your request — this could be photos, PDFs or documents with information you’d like included, reference docs, existing assets and more.
5. General form
Communications Project Request General form: The following questions are standard on any Communications Project Request.
- Select your school or unit
- Has unit leadership approved your request?
Operational Project Request General form: The following two questions are standard on any Operational Project Request.
- Select your school or unit
- Identify your requested due date
6. Request-specific form
Find detailed instructions on how to submit each type of request in section II.
When an item is in bold text — that means it is required. You must fill it out.
If you hover over the question mark icons, helpful text pops up!
Remember — upload relevant documents at the top of the request page!
How do you know if you’re ready to submit a request?
- Conduct internal meetings within your team, as necessary, to finalize your goals and strategy.
- Gather all project information needed to submit your request.
- All bold fields of the request form must be completed in order to submit your request.
All Communications Project Requests
1. Project owner
This should be one main point of contact for your request. This person will also be the final approver of your project. This could be you or a colleague.
2. Primary objective
What is the main goal of this request — in one sentence, what are you trying to accomplish?
Ex. The primary goal of this project is to drive alumni letter submissions to new students.
3. Strategic imperatives
Which campus initiative(s) does your request fit into?
- Lead: Shape tomorrow’s leaders
- Innovate: Be the top university for innovation
- Impact: Positively impact humanity
4. Unique opportunities
What makes this opportunity unique to CU Boulder?
Ex. This is a unique opportunity because CU Boulder has world-class faculty in Aerospace, which we can highlight in the proposal.
5. Target audience(s)
Be as specific as possible.
Ex. “alumni in Boulder and Denver metro areas,” “internal advancement colleagues,” “one donor – Donor name”
6. Audience insights
Include any information you know about the audience.
Ex: The donor really values hearing from students who have been impacted by their donations. They are married to another alum and both of their children have attended CU. They love the Flatirons.
7. THINK
What do you want the audience to think? Remember, this is a high-level question and not specific to one communication tactic. Avoid general descriptions and instead focus on how an individual might think according to their hopes, desires, fears, lifestyle, etc. in relation to CU Boulder.
Good example: I want the audience to think that CU is a trusted resource for information on this topic.
Not a great example: I want the audience to think this invitation is cool.
8. FEEL
What do you want the audience to feel? Again, avoid general descriptions here. Try to focus on how an individual would feel within the context of their hopes, desires, fear, lifestyle.
Ex. I want the audience to feel nostalgic about their time at CU.
9. DO
What do you want your audience to do? What is the call to action?
Ex. I want the audience to re-engage with the university by sending us a handwritten story about their favorite CU memory.
10. If this project fits into a larger campaign or builds upon previous efforts, please include a summary and/or link.
Ex. This is a new opportunity to have a matching gift as part of the overarching PLS fundraising initiative (LINK)
11. Existing assets
Upload any existing assets using the documents section (at the top of the form) and add descriptions in this text field.
12. Success metrics
How will this project be evaluated — be specific. Think about the overall goal of your project, not just the marketing. What would a successful project look like?
13. Submit request
Communications: Event Marketing
1. Event overview
This should be a short but descriptive summary of the event — What is the purpose of the event? Whatis the history of the event? Who will be invited? Where will the event be held?
Ex. This is the Alumni Association’s annual Nearly Naked Mile, a philanthropic run held at Koenig and around campus in partnership with the Herd that drives clothes donations to local charities.
2. Event start date and time
3. Event end date and time
4. Cost to attend
5. Is your event in-person or virtual?
- If you select in-person, you will be required to add venue location information.
- If you select virtual, you will be required to add hosting platform information.
6. Attendance goal
7. Maximum attendance
8. Do you need a cVent registration page created?
- If yes, you will be required to answer Cvent-specific questions
9. Please provide one sentence to get through all the clutter and summarize this event.
Ex. Partake in a CU tradition while giving back to those in need
10. Existing assets
Upload any existing assets using the Documents box (at the top of the form) and add descriptions in this text field.
11. Are there any requirements for including sponsor logos in marketing materials?
- If yes, please indicate sponsor requirements below and upload sponsor logo using the Documents box above.
Ex. Yes, we will need to include logos for The Sink and Insomnia Cookies.
Communications: Philanthropy Strategy
1. Philanthropy strategy type
- Case for support
- Media (gift announcement, press release, etc.)
- Proposal
- Stewardship
2. Printing/creative assets budget
3. Speedtype
4. Is approval needed for the final version of this project from campus or division leadership?
- If yes, enter the name and email address of the approver
Case for support
1. In one sentence, summarize the impact this project will have.
Ex. If our funding goal is reached, this initiative will expand the scholarship program to 75% more students, allowing greater access to study abroad programs.
2. Fundraising goal
Media
1. Target media outlets
2. What is the news?
3. When should the information be released?
4. What is the impact this news/project will have?
5. Who can reporters contact for more information and how?
Proposal
1. What type of impact does this donor desire and why?
2. Proposal ask amount in dollars
3. In one sentence, summarize the impact this proposal, if funded, will have.
4. Have you completed a Prospect Strategy Summary?
- If yes, upload PSS (use the Documents box at the top of the form)
- If no, please provide a brief overview of the prospect strategy.
Stewardship
1. What is the impact being celebrated?
Ex. Celebrating the endowment of two new scholarships for students studying a foreign language and geography.
Communications: Programmatic Marketing
1. Program name
2. Are there any requirements for including sponsor logos in marketing materials?
- If yes, please indicate sponsor requirements below and upload sponsor logo using the Documents box above.
Ex. Yes, we will need to have The Sink’s logo included.
Operational: Coverage
Photo
1. Project overview
Ex. Photoshoot of students using the new wellness institute for web and print content introducing the new facility to donors. Hopefully this will be the start of our visual asset library for the facility
2. Primary objective
Ex. To show donors the impact of their gift
3. Unique opportunities
Ex. Photoshoot inside the new wellness institute for the first time
4. Key deliverables
Ex. Photos of students using the facility, photos of the facility without any people, external photo of the facility
5. Distribution approach
Ex. These will be included in web and print
6. If this project fits into a larger campaign or builds upon previous efforts, please include a summary and/or link.
7. Success metrics
Video
1. Project overview
Ex. Video coverage of a roundtable discussion with CU’s Nobel Laureates
2. Primary objective
Ex. To document a historic meeting and conversation
3. Target audience and insights
Ex. This will be shared broadly with CU’s community of lifelong learners: students, faculty & staff, alumni, friends of the university and donors
4. Unique opportunities
Ex. Filming an exclusive roundtable with all 5 CU Nobel Laureates
5. Key deliverables
Ex. Video — just footage of the actual roundtable — edited and uploaded to YouTube
6. Distribution approach
Ex. This video will be posted on the web, shared on social and linked to in a series of emails
7. Existing assets
8. Printing/creative asset budget
9. Speedtype
10. If this project fits into a larger campaign or builds upon previous efforts, please include a summary and/or link.
11. Success metrics
Photo and Video Coverage requests are Operational requests, but they require leadership approval.
Add or remove eComm user license (Salesforce, Marketing Cloud, Cvent)
1. User’s name
2. User’s email address
3. Do you want to add or remove this user’s license?
- If add
- For which platforms do you need a license?
- Has the user completed the required Skillsoft training within the past three years?
Audience build (Report/Campaign or Data Extension)
1. For your audience request, do you have a list of IDs to provide for the segment?
- If yes:
- Please provide a brief description of your request.
- Keywords — these should be descriptive and something you’ll remember. Think of it as naming a file on your computer — you want it to be memorable, logical and searchable.
Good keywords: DC Parents, Annual Donors, Parent Event Attendees
Not great keywords: Morgan, Parents, Alumni, CU
- Please provide the email preference opt-in category for this audience.
Ex. CU Boulder Alumni Events, Chancellor’s e-news
- If no:
- Please provide a detailed description of the audience segment you would like built.
- Keywords — these should be descriptive and something you’ll remember. Think of it as naming a file on your computer — you want it to be memorable, logical and searchable.
Good keywords: DC Parents, Annual Donors, Parent Event Attendees
Not great keywords: Morgan, Parents, Alumni, CU
- Please provide the email preference opt-in category for this audience.
Ex. CU Boulder Alumni Events, Chancellor’s e-news
Cvent assistance or approval
1. Event approval or General assistance?
Event approval
- What is the name of your Cvent event?
General assistance
- What is the name of your Cvent event?
- Please describe in detail the assistance requested.
Data/reporting request
1. Please provide a detailed description of your data/reporting request.
eComm general assistance
1. Please provide a detailed description of your request.
Marketing Cloud email support
1. What is your Marketing Cloud business unit?
2. What do you need assistance with?
3. Please describe in detail the assistance you need.
Brand asset
1. Type of asset
- Logo
- Photo
- Description of asset
- Video
- Description of asset
2. How will the asset be used?
Collateral update
1. Upload the existing version of the collateral and/or any new photos by using the Documents box at the top of the form. Please note that photos may be unusable if they do not meet the resolution and quality requirements.
2. Please provide a description of the specific updates.
Describe all text revisions and/or photo updates. Include a description of the location of the edits.
Ex. In the first paragraph change “2019” to “2020,” update the photo on the cover to the photo of Norlin uploaded here
3. Does the updated collateral need to be printed?
- If yes:
- Quantity
- Speedtype
- Delivery Location
Reprint collateral (no edits)
1. Quantity
2. Speedtype
3. Delivery location
Webpage update
1. URL
Submit one update request for each URL that needs updating.
2. Description of edits
Be specific. If you want a photo updated, upload the photo in the Documents section at the top of the form. If you need text updated, include the location of the update and suggested copy to update it to.
Ex. Paragraph 1: Change from “CU Boulder is in Colorado” to “CU Boulder is located in Boulder, Colorado.”
3. Event date, if applicable
4. Call to action link
Brand compliance/swag
1. How will this piece be used/distributed?
Ex. This will be handed out at Homecoming
2. Target audience
Ex. Alumni attending Homecoming
3. Please provide any specific questions or concerns regarding the branding.
Content
1. Are you requesting proofreading ONLY or editorial review?
Tip: Proofreading ONLY involves reading strictly for spelling and grammar errors. Editorial review is more extensive, addressing issues of structure and tone as well as spelling/grammar.
Executive/external communications
1. General information and purpose
Ex. To check in with major donors at the beginning of the school year.
2. Who will the communication be coming from?
Ex. Deb Coffin
3. Please enter the name and email address of the sole approver for this content.
4. Form of communication
Ex. Email
5. Audience
Ex. Donors who’ve given over $1,000 within the last year
6. Do you have a draft of the communication?
- Yes — upload to Documents section (at the top of the form)
- No — Description of communication
Internal communications
1. Audience to reach
Ex. All advancement staff
2. Details to be shared
3. Is there a webpage with more details?
- If yes – please provide the URL
4. Is approval needed for the final version of this project from campus or division leadership?
- If yes, enter the name and email address of the approver
5. Is there someone to contact if people want to learn more?
- If yes, enter contact details
Photos for external audiences
1. Please provide a brief description of your submission.
Are these photos from an event or are you submitting photos for social media?
2. Please provide the URL where your photos are stored.
Social media idea
1. Please provide a brief description of your request.
2. Please explain why you think this should be shared on social media.
3. Please explain the relevance of this post to the entire Forever Buffs audience.
Volunteer email
1. Email request options
- General email request
- Request add to email calendar
- Request email in Marketing Cloud
2. General email request
- Select chapter or club
- Suggested email subject line
- Suggested email preheader
- Suggested email copy
- Call to action link
- Event start date and time
- Deadline to register
3. Request add to email calendar
- Please provide reviewed copy
- Call to action link
- Event start date and time
4. Request email in Marketing Cloud
- Please provide the name of the Salesforce send email.
- Has this been reviewed by chapter/club if needed and the Advancement Marketing and Communications team?
After You Submit A Request
After you submit a request through Workfront it will start its journey through Advancement Marketing and Communications’ approval, delegation and, if applicable, proofing processes. Advancement Marketing and Communications will keep you in the loop along the way, but for a look into the inner workings of the processes, read on.
Tracking
To track your submitted requests:
- https://universityofcolorado.my.workfront.com/requests
- Click “Requests I’ve Submitted”
Request Processing
A request is not a commitment. Your project might not be accepted. Some reasons a project might not be accepted are: incomplete information, your request is not in Advancement Marketing and Communications’ body of work, your request may have been submitted incorrectly (e.g. wrong drop-down selected) and others
For Communications project requests
1. After you submit a Communications Project Request, the Senior Assistant receives a notification.
2. The Senior Assistant will review the request for relevance and completeness.
- If the request is relevant to Advancement Marketing and Communications and complete, the Senior Assistant will pass the request to the Executive Director for approval as a project.
- If your request is not complete, the Senior Assistant will reach out to you to request more information.
3. Once the Executive Director has approved the project, the Senior Assistant will notify the Strategy & Alignment Team Lead and Director and they will begin the process of converting your request into a project.
4. If necessary, a kickoff meeting will be held between Advancement Marketing and Communications and your team.
5. Advancement Marketing and Communications team leads will meet to create a timeline and assign the executable tactics and tasks of the project.
6. Individual team members execute tactics and tasks.
7. Once a project is complete, everyone involved in the project must review and submit any project data, files, etc. as part of the Project Close Out task.
For Operational project requests
1. After you submit an Operational Project Request, the team related to the task is notified.
2. That team’s team lead will decide whether the request should be a project or can be executed as a single task.
- If it can be executed as a single task, the individual team member executes the task.
- If the request must be converted to a project, team members are assigned tasks and deadlines.
Proofing
Use the proofing tool to digitally review and comment.
Note: More than one person can review a proof at the same time.
Yellow box: Change the view of the proof and how it’s viewed
Red box: Zoom and rotate the proof if necessary
Blue box: Comment and make decision tools for feedback
Navigating the proofing tool
Using the bottom controls, choose to click-to-zoom or click-to-move, zoom in and out, rotate, fit to width, fit to page or zoom to 100%:
Using the top controls, open the side menu, change the view orientation, switch pages, measure an area, search in the document, compare proofs and view versions:
Commenting on a proof
Add comments to a proof: Click “Add comment” at top, select the area you want to comment on and then write a comment and click post. Comments stack in the order they are made. To notify another reviewer that you are making a comment add “@theirname” to tag them. You can also add files (e.g. logos or photos) to comments by clicking the paperclip in the comment. Click the “Add comment” button to comment on pieces of the proof:
Proof approval
Roles that can approve: approvers, reviewers and approvers, authors and moderators. Advancement Marketing and Communications will assign the approver role based on information submitted in the request form. Decision options are approved, approved with changes (no additional proof needed), changes required and not relevant(you don’t think a decision is necessary now). You can change your decision after you make it as long as the proof is active and isn’t locked or archived. Click “Make a Decision” to approve the proof:
Proofing symbol key
FAQ
Do I have to complete the entire request form?
In short, no. You are only required to fill out the bold fields. But it’s always better to give more information if you can. If necessary, someone from Advancement Marketing and Communications may reach out to you for more information before we begin your project.
Can I begin a request and then come back to it later?
Workfront does not allow you to save a partial request.
Can I change my request after I submit it?
If you need to make changes to your request after you submit it, please post changes as an update to the project. Do not change the original request.
How do I know if I have successfully submitted a request?
You will receive a confirmation email when you complete your request. However, please note that a successfully submitted project does not automatically mean your project will be worked on. Additionally, someone from Advancement Marketing and Communications may reach out to you, if necessary, for more information before your project is deemed successfully submitted and ready to be moved forward into the work queue.
How do I know what type of request I need?
The two high-level categories for requests are Communications Project Requests and Operational Project Requests. Communications Project Requests are for new initiatives, projects or integrated marketing requests while Operational Project Requests are for transactional requests (ex. website updates, collateral reprints, eComm support or photography). If you’re not sure which to choose, select one and continue to the next step, where you will narrow your request down. You can return to this step if you need to switch this category.
Where do I find my submitted requests?
https://universityofcolorado.my.workfront.com/requests
Click “Requests I’ve Submitted”
What is the proofing process?
Learn all about the proofing process in the proofing section of this guidebook. An asset will be uploaded to the proofing tool for review. You can resize, comment and make a decision on the asset right from this tool.
What does “THINK” mean (think, feel, do)
What do you want the audience to think? Remember, this is a high-level question and not specific to one communication tactic. Avoid general descriptions and instead focus on how an individual might think according to their hopes, desires, fears, lifestyle, etc. in relation to CU Boulder.
Good example: I want the audience to think that CU is a trusted resource for information on this topic.
Not a great example: I want the audience to think this invitation is cool.
What does “FEEL” mean (think, feel, do)
What do you want the audience to feel? Again, avoid general descriptions here. Try to focus on how an individual would feel within the context of their hopes, desires, fear, lifestyle.
Ex. I want the audience to feel nostalgic about their time at CU.
What does “DO” mean (think, feel, do)
What do you want your audience to do? What is the call to action?
Ex. I want the audience to re-engage with the university by sending us a handwritten story about their favorite CU memory.
When should I submit my request?
You should submit your request when you have finalized your intent and overall purpose and any related details but before you start to dive into any specific tactics. Before you submit a request:
- Conduct internal meetings within your team, as necessary, to finalize your “why,” goals and strategy
- Gather all project information needed to submit your request. (All bold fields of the request form must be completed)
How do I know if I should submit my request to Boulder Advancement Marketing and Communications or System Advancement Marketing?
Advancement Marketing and Communications partners with CU Boulder Office of Advancement staff to work on projects that:
If your project fits the prerequisites above, you may use Workfront to submit a request to initiate a conversation about collaboration.