Workfront Integration

Adobe Workfront is a work management platform for enterprises looking to strategically prioritize, assign, and complete projects quickly at any scale. With its central dashboard, you can quickly launch projects by seeing available resources and assigning tasks using templates and automation.

The Workfront integration allows you to sync new assets, add new asset versions, and map new metaproperties using Workfront Metadata from your Workfront documents into your Webdam via a Workfront status update. The integration will check for new assets every five minutes.

This enables teams to work more efficiently without having to use two separate systems and ensures that content is always current.

This integration is part of the Integrations Hub

How to enable this connector/ integration in your portal?

Contact your Customer Success Manager to learn more about enabling this integration and any associated costs.

Before Setting up the Integration

Please ensure the following is enabled in both your Workfront and Bynder accounts.

  • Set up Bynder metaproperties you would like to map to the Workfront metadata.

    Note

    Note: If you do not know the fields you would like to set up beforehand, you can always start setting up the integration and then go back to setting up the field mapping. The setup will save regardless of whether you’ve set up fields mapping. 

  • Add the Task Status in your Workfront account that you would like to use as the trigger for this integration.

    • You must set up the status in Task, not Project.

    • You can add multiple statuses to trigger the Workfront/Bynder workflow.

    • If you delete the connected task status, the integration will be disconnected.

    • Click here to learn more about how to add task statuses in Workfront.

  • The Workfront Task documents are the assets synced into Webdam, NOT the Project documents. To ensure successful integration, please let your teams know to upload the assets you want in Webdam into the Workfront Task document section.

  • The integration will sync all documents that appear in your Workfront task folder.

How to Set up Workfront Integration

Admins will be able to set up and configure the integration.

  1. Navigate to brand_guidelines_image_settings.png Settings > Advanced settings > Portal settings.

  2. Click the Premium tab, where you will see Workfront.

    workfront_screenshot_setp_1.png
  3. Click Configure.

    Note

    You can only configure one Workfront Account.

  4. Enter a Name for this configuration, then click Save.

    workfront_name.png
  5. Select your Webdam authentication method. Add your Webdam credentials (portal domain, Webdam login information). Learn how to create your Client ID and Client Secret.8386b18b-0c27-4480-b1a9-a955477c4116.png
  6. Select your Workfront Authentication method and add the following information.

    1. Authentication name

    2. Workfront Username

    3. Workfront Password

    4. Workfront Subdomain

  7. Click Next.

  8. Configure the setting under Weddam settings. Select the Webdam Folder you want to sync assets to.a8d1f641-fd86-46ca-b974-d11df4e38a76.png

  9. Configure Workfront Settings 

    • Workfront Task Status: Assign the Workfront status you previously created that you would like to act as a trigger to send documents into your Webdam Portal. For example, if you previously created a Workfront Task Status called “Ready for Webdam,” select that status in the dropdown.workfront task status.png

      workfront_add_new_status_kb_article.png
      workfront_task_status_kb.png

     

  10. (Optional) Select Use Custom Form Fields for Metadata.
    • Selecting this option will show all the fields in the fields Mapping on the selected custom form. (Supported Custom Forms are TASK and DOCUMENTS only.) 
  11. Click Next.

  12. Field Mapping: In the table, select which fields from Webdam fields should have values written from Workfront Metadata.field mapping.webp
    • If Custom Form Fields is enabled, click here to learn how to map your metadata. 
    • If Custom Form Fields is not enabled, most available fields listed are system fields for tasks and documents. Follow the steps below.field mapping.webp
  13. To create a custom value, select Add to Configuration and select Set.custom field 1.png
  14. Click Next.

    Note

    Establish the fields in your Webdam before setting up this integration. If you need to add fields to your Webdam account, you can X out of this integration setup, and your information will be saved.

  15. Click Next >Finish.finsih.webp

Field Mapping with Custom Form Fields

  1. A dropdown for selecting custom form fields will appear
  2. If you select “ONLY STANDARD FIELDS” it will only show the standard field in the mapping.
  3. If you select a Custom Form, it will have the fields available in the fields mapping.
  4. Once selected, you can configure custom fields or system fields from Webdam fields with values written from Workfront Metadata.
  5. Select Add to Configuration in the Workfront Metadata column and choose Webdam fields.
  6. Click Finish.

How to Use the Integration

After configuration, you can update your Workfront task status to start syncing the related task documents into your Webdam. Moving forward, any time your task status changes to the selected Workfront synced status or a new document is uploaded into a previously synced task; it will appear in your Webdam after roughly 5 minutes.

Edit the Integration

You can edit the configuration to disable the integration or update your settings and workflows.

  1. Navigate to brand_guidelines_image_settings.png Settings > Advanced settings > Portal settings.

  2. Click Active Integrations in the left sidebar

  3. Click Edit in the connection section you would like to update.

  4. Make your changes, then click Save.

Delete or Disable Integration.

If you want to disable or delete the integration, follow the above steps: click on three_dots.png and disable or delete.

RENAME_DISABLE.png

Setting up a Custom OAuth App

  1. Navigate to oAuth apps
  2. From the profile flyout, select Setup.
  3. Under the system, you will find OAuth2 Applications.
  4. Click Create app integration.
  5. In the popup modal, select Web Application and name the app.
  6. A Client ID will be automatically generated.
  7. Copy that value into a secure location.
  8. Under redirect URI, enter the following exact URL: https://auth.tray.io/oauth2/token
  9. Under Client Secret, select Add Client Secret.
  10. Copy the value generated in this pop-up window.
    • Once closed, a client secret cannot be retrieved. If lost, the only option is to create a new client secret.
  11. Under the Refresh token setting
    • Do not opt to Rotate refresh token everytime it is used. The integration does not currently support this.
    • Under Absolute expiration, we recommend the longest possible lifespan your organization will allow. Workfront’s maximum lifetime is two years. This option sets the maximum lifetime a login is valid for. So, if you select two years, you will not need to re-authenticate in the hub for two years. Shorter lifetimes will mean that a user will need to re-authenticate the hub more often.
    • To Re-authentication, you must edit the integration and update the authentication.
  12. Set the Inactivity expiration to any reasonable amount of time. This shouldn’t be an issue, as the Workfront API runs at a 5-minute interval. Anything longer than that should be sufficient.
  13. Click Save.
  14. Input the Subdomain, Client ID, and Client Secret.

FAQs

What types of files are supported?

All file types are supported.

What happens if I delete the asset from Workfront (or vice versa)?

If you delete an asset in Workfront, it will remain in Webdam. If you delete an asset in Webdam, it will remain in Workfront. 

What if I use a SAML login for my company's Workfront Account?

See here for steps to create a custom OAuth to integrate Webdam and Workfront.

What happens if you upload a new version of the file in Workfront?

Adding a new version to the existing Webdam file will only work if you enable the Version uploaded assets with same name setting. Otherwise, the file will be uploaded separately with the same name and version number.

What will happen if I delete the synced task status in Workfront?

Deleting the synced task status in Workfront will disconnect the integration. To fix this, you must re-add the task status in Workfront and edit the integration in Webdam to select that new status.

How long will it take for assets to appear in my Asset bank?

Your asset will sync after approximately 5 minutes.

What Custom Forms are supported for mapping?

Currently, TASKS and DOCUMENTS are the only Custom Forms supported for field mapping. Learn more about Custom Form Fields here

 

 

 

 

 

 

 

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