A shared definition of done
Keep deliverables and review requirements in task details and custom fields.
AMS · Connected business workflows
Deliver the work. Keep sight of the scope.
Bring the agreed brief, owners, deadlines and recorded effort into one working context.
Deliver the work. Keep sight of the scope.
For agencies and studios managing client projects, the handoff is only half the story. You also need to know what was agreed, who owns it and how much effort it is taking.
“Can we add one more thing?”
A small client change can become a new piece of work. When the original brief, review conversation and time records live apart, it is hard to make the decision with confidence.
Keep the agreement and the effort close to the work.
Forma Studio is preparing an autumn launch: one creative direction and 12 social assets. Nour is creating the work; Layla is responsible for review.
Fictional people, records and figures. This example does not change a live workspace.
- The work
- Autumn launch: one creative direction and 12 social assets.
- The people
- Nour prepares the creative work. Layla reviews it. Your team decides how a change affects scope.
- Where to start
- Start with a project, a task owner, a due date and the deliverables you agreed.
- Client and brand context
- Working for a client? Keep the client and brand context with the work where it applies. An internal project can start with its team and brief.
Follow the work, step by step
Agree the work
A clearer scope. A better starting point.
- What you do
- Give the launch a brief, an owner and the details that define the work. Custom fields make the important information easy to find.
- What changes
- The task has Nour as its owner. The agreed deliverables sit beside it: Autumn collection, 12 launch assets and a required review.
- Why it helps
- A new request can be compared with an explicit agreement instead of someone’s recollection.
Look for the task owner and the Agreed deliverables fields.
See the effort
See what the work is taking.
- What you do
- Open the task’s time entries to see who worked on it, for how long, and what they did. Keep the effort close to the deliverable.
- What changes
- The view brings forward two time entries: 2 hours for creative direction and 1½ hours for review and refinement.
- Why it helps
- The team can explain the effort already spent before accepting more work.
The two entries total 3h 30m on this task.
Discuss the next step
Discuss changes with the facts in front of you.
- What you do
- Review the agreed deliverables alongside the time recorded. Prepare the quotation or invoice separately when you are ready.
- What changes
- The task is shown In review with Layla. The agreed 12 assets and recorded 3h 30m remain the reference for the conversation.
- Why it helps
- Decide whether to absorb the change, adjust the brief or prepare a separate quotation. The numbers do not make that decision for you.
The owner changes for review; the scope and effort stay visible.
What your team gains
A visible cost in effort
Record time against the task, with a description of the work performed.
A better scope conversation
Use the brief and time record when deciding whether extra work needs a new quotation.
Prepare your workflow
- Create the client project and add the people responsible for delivery and review.
- Record the scope, due date and owner. Add the custom fields that matter to this project.
- Agree how the team records time and how a scope change is reviewed before preparing a quotation.
Time records inform the conversation. They do not automatically turn into billable line items in this example.
Understand each tool without leaving this page
Projects & tasks — its role in this workflow
- What it does
- The project gives the work a place, a team and a set of tasks. Each task can carry its owner, date and working context.
- In this example
- Keep the Autumn launch creative brief as a task, with Nour responsible for preparation and Layla involved in review.
- What to prepare
- Choose the project team and review process. Moving a task into review does not itself configure an assignment automation.
Time tracking — its role in this workflow
- What it does
- Time entries describe effort against a task: who worked, for how long and what they did.
- In this example
- The two example entries record creative direction and review, totaling 3h 30m.
- What to prepare
- Agree how your team records effort. Prepare commercial documents separately; this tour does not turn tracked hours into invoice lines.
Custom fields — its role in this workflow
- What it does
- Custom fields make project-specific details explicit using an appropriate field type.
- In this example
- Collection is text, Launch assets is a number and Review required is a checkbox.
- What to prepare
- Choose the fields that help your team make a decision. A custom value does not enforce a process unless a supported workflow is configured.
Finance — its role in this workflow
- What it does
- Quotations and invoices capture the commercial agreement separately from the task and its time entries.
- In this example
- After discussing a request beyond the 12 agreed assets, prepare a quotation with the scope and amounts you decide.
- What to prepare
- Review the customer, line items, currency and applicable commercial details. Recorded effort is context, not an automatically calculated price.
Clients & brands — its role in this workflow
- What it does
- The client relationship and the brand help explain whose business and activity the team is handling.
- In this example
- Use the relevant relationship when preparing work for Forma Studio. For marketing, select the brand behind the connected accounts.
- What to prepare
- Use the context relevant to the work. A client record is not a prerequisite for explaining an internal task handoff.