It’s everyone’s favorite occurrence: the mysteriously deleted, yet incredibly important, task. Suppose you’re the head of a Project Management Office (PMO) and responsible for ensuring that project managers follow the correct process for planning and executing projects. Suddenly, deleted tasks become more than a simple annoyance.

Key tasks are sometimes deleted by mistake or because the project manager did not understand their importance. So, how do you address this issue and prevent it from happening again (and again)? You could throw together some training sessions for project managers, but wouldn’t it be better to get a notification if a task is deleted?

Create a Scenario in Fusion to Watch for Deleted Tasks

Let’s say the deleted task matches the name of a task in the template. All you have to do is create an issue and assign it to yourself or another responsible party. Doing so allows you to investigate the matter and have a virtual paper trail each time a task is removed. The Workfront Fusion scenario will enter a comment on the issue, tag you, and notify you–even if the project is not in an active status.

How to Create a Deleted Task Scenario in Fusion:

Before you begin, grab your Workfront User ID (i.e., GUID) in Workfront. If you navigate to your user profile in Workfront your ID will be displayed in your browser’s address bar. (Hint: it’s a unique 32-character string of lowercase numbers and letters.)

Then, create a new scenario and add the following:

Quick Trick for Fusion: Deleted Tasks Notifications

1. Trigger Module: Watch Events (Tasks)

  • Add a new webhook called Deleted Tasks
  • Set record Type to “Tasks”
  • Set the filter to “Deleted Record Only”
Fusion Deleted Tasks Notifications - Deleted Record Only

2. Module: Read Record

  1. Set the Record Type to “Project”
  2. Set Input to “ProjectID” from trigger Module (i.e., Oldstate:projectID)
  3. Set Output to “templateID”
  4. Rename module to “Read Project”

3. Module: Search (Template Tasks)

  1. Set Record Type to “Template Task”
  2. Set Result Set to “All Matching Records”
  3. Set Maximal to “200”
  4. Set Search Criteria to [Template ID = templateID from Read Project Record module] AND [template task name = name of deleted task in the trigger module]
  5. Set Outputs to “Name”
  6. Rename Module to “Search Template Tasks”
Rename Module to “Search Template Tasks”

4. Module: Create Record (Issue)

  1. Set Record Type to “Issue”
  2. Set Name to “Critical Task Deleted [then add the name of the deleted task from trigger module]
  3. Set Owner ID = {{user ID for assigned user}} manual value
  4. Set Description. For example, “A critical task called {{task name from Search Template Tasks Module}} was deleted from project named {{project name from Read Project module}}. Please investigate cause.”
  5. task: {{task name}}
  6. project: {{ project name}}
  7. deleted: {{formatDate(1.oldState.lastUpdateDate; “MM/DD/YYYY hh:mm A”)}}
  8. Rename module to “Create Issue”
Rename module to Create Issue

5. Filter: Insert Before Create Issue Module

  1. Label = Search Result > 0
  2. {{total Number of Bundles}} > 0
Workfront Fusion tricks - Rego Consulting

6. Module: Create Record (Note)

  1. Set Record Type to “Note”
  2. Set Note ObjCode to “OPTASK”
  3. Sample Note Text = A key task was deleted called {{task name}} was deleted. Please restore the task from the Recycle Bin as soon as possible.
  4. ObjID = {{ID from newly created issue}}
  5. Notify = ID: manually entered user ID of user
  6. User or Team = User
  7. Rename Module to Enter update

7. Module: Create Record (Assignment)

  1. Set Record Type to “Assignment”
  2. Assigned to ID = Workfront guide for user.
  3. Issue ID = {{ID from newly created issue}}
  4. Rename module to “Make Assignments”

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