Configure the Experience Manager Assets as a Cloud Service integration
You can connect your work with your content in Experience Manager Assets​:
- Push assets and metadata from ÃÛ¶¹ÊÓƵ Workfront to Experience Manager Assets​
- Link assets from Experience Manager Assets to your projects and tasks in Workfront​
- Facilitate versioning use cases
- Create folders linked to Experience Manager Assets
- Track metadata for assets and folders
- Sync project metadata between Workfront and Experience Manager Assets
Access requirements
You must have the following access to perform the steps in this article:
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| ÃÛ¶¹ÊÓƵ Workfront plan | Any |
| ÃÛ¶¹ÊÓƵ Workfront license |
Current: Plan New: Standard |
| Experience Manager license | Standard |
| Product | You must have Experience Manager Assets as a Cloud Service, and you must be added to the product as a user. |
| Access level configurations | You must be a Workfront administrator. |
For more detail about the information in this table, see Access requirements in Workfront documentation.
Prerequisites
Before you begin,
- You must have Workfront and ÃÛ¶¹ÊÓƵ Experience Manager Assets associated with an Organization ID in the ÃÛ¶¹ÊÓƵ Admin Console. For more information see, Platform-based administration differences (ÃÛ¶¹ÊÓƵ Workfront/ÃÛ¶¹ÊÓƵ Business Platform).
Set up the integration information
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Click the Main Menu icon
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Select Documents in the left panel, then select Experience Manager Integration.
note note NOTE This configuration area appears only if your Workfront environment is included under an ÃÛ¶¹ÊÓƵ Admin Console. -
Select Add Experience Manager Integration.
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In the Name field, enter the name you want users to see when interacting with this integration in Workfront and Experience Manager Assets.
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In the Navigation URL field, the system automatically populates the Navigation URL. This read-only URL is used to link to your organization’s Experience Manager instance from the Main Menu for quick access.
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Choose a repository from the Experience Manager Assets repository drop-down menu. The system automatically populates any Experience Manager repositories associated with the Organization ID that your user profile is assigned to.
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Click Save or move on to the Set up metadata (Optional) section in this article.
note note NOTE Due to the complexity of the integration, you can’t change the repository after you save the initial configuration.
Set up metadata (Optional)
You can map Workfront object data to asset media fields in Experience Manager Assets.
Configure metadata fields
Before you begin mapping metadata fields, you must configure metadata fields in both Workfront and Experience Manager Assets.
To configure metadata fields:
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Configure a metadata schema in Experience Manager Assets as explained in Configure asset metadata mapping between ÃÛ¶¹ÊÓƵ Workfront and Experience Manager Assets.
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Configure custom form fields in Workfront. Workfront has many built-in custom fields you can use. However, you can also create your own custom fields as explained in Create a custom form.
Experience Manager Assets Tags
You can map any Workfront supported field to a tag in Experience Manager Assets. To do this, you must ensure that tag values in Experience Manager Assets match Workfront.
- Tags and Workfront field values must be an exact match in spelling, and format.
- Workfront field values that are mapped to experience Manager assets tags must be all lowercase, even if the tag in Experience Manager Assets appears to have uppercase letters.
- Workfront field values must not include spaces.
- The field value in Workfront must also include the folder structure of the Experience Manager Assets tag.
- To map multiple single-line text fields to tags, enter a comma-separated list of the tag values into the Workfront side of the metadata mapping, and
xcm:keywordson the Experience Manager Assets side. Each field value maps to a separate tag. You can use a calculated field to combine multiple Workfront fields into a single comma-separated text field. - You can map values from drop-down, radio button, or checkbox fields by entering a comma-separated list of the available values in that field.
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Example: To match the tag shown in the folder structure here, the field value in Workfront would be landscapes:trees/spruce. Note the lowercase letters in the Workfront field value. |
If you want the tag to be leftmost item in the tag tree, it must be followed by a colon. In this example, to map to the landscapes tag, the field value in Workfront would be landscapes:. |
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After you have created the tags in Experience Manager Assets, they will appear under the Tags drop-down in the Metadata section. To link a field to a tag, select xcm:keywords in the Experience Manager Assets field dropdown in the metadata mapping area.
For more information on tags in Experience Manager Assets, including how to create and manage tags, see Administering Tags.
Experience Manager Assets custom metadata schema fields
You can map both built-in and custom Workfront fields to custom metadata schema fields in Experience Manager Assets.
Custom metadata fields created in Experience Manager Assets are organized in their own section in the Metadata setup area.
Workfront fields
You can map both built-in and custom Workfront fields to Experience Manager Assets. The following field values must match in both case and spelling between Workfront and Experience Manager Assets:
- Drop-down fields
- Multi-select fields
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| To check if the field values match exactly, go to |
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Map metadata for assets
Metadata maps when an asset is pushed from Workfront for the first time. Documents with the built-in or custom fields automatically map to the specified fields the first time an asset is sent to Experience Manager Assets.
To map metadata for assets:
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In the Workfront field column, choose a built-in or custom Workfront field.
note note NOTE You can map a single Workfront field to multiple Experience Manager Assets fields. You can’t map multiple Workfront fields to a single Experience Manager Assets field. -
In the Experience Manager Assets field, search through the pre-populated categories or enter at least two letters in the search field to access additional categories.
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Repeat steps 2 and 3 as needed.
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Click Save or move on to the Set up Workflows section in this article.
Set up workflows (Optional)
A workflow is a set of actions that connect Workfront to ÃÛ¶¹ÊÓƵ Experience Manager as a Cloud Service. As a Workfront administrator, you can configure workflows in Workfront, then assign them to Project Templates.
When a Project is created using a Project Template to which a workflow is assigned, the actions defined in the workflow are triggered.
Workflows are enabled and configured for the ÃÛ¶¹ÊÓƵ Experience Manager as a whole. These workflows can then be applied to project templates. They can be adjusted or customized at the template level, or at the project level when a project is created from that template.
The followings workflows are available in the ÃÛ¶¹ÊÓƵ Experience Manager integration:
Create ÃÛ¶¹ÊÓƵ Experience Manager linked folders
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Toggle the Create Linked folder on.
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Enter a name for the linked folder that you are creating.
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(Conditional) Enable the Default folder tree option if you want this linked folder to be the default folder for projects created with templates that use this integration. You can select one or more default folders.
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Choose a folder path to indicate where you want all linked folders associated with this integration.
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(Conditional) To add a folder tree (nested folders) to this integration, do the following:
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Click the Add folder icon
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In the Name type field, select how you want to name the folder:
- Name: Type in a name for the folder.
- Object data: Select the source for the folder name, such as Project name.
note note NOTE - Folder names must be fewer than 100 characters.
- The following characters will be removed from folder names:
/,:,[,],|,* -
To add a nested folder to the folder tree, click the three-dot menu next to the folder you want to create a nested folder in and select Add Folder. Fill in the fields as described in Step the previous step.
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To link a folder to Workfront, select the folder and click the Make linked folder icon
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(Optional) To edit a folder, select the folder and click the Edit Folder icon
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(Optional) To delete a folder, select the folder and click the Delete Folder icon
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(Conditional) To add another folder tree, click + Add folder tree and follow the steps in Step 5.
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Click Save, or move on to the Publish assets that are sent to ÃÛ¶¹ÊÓƵ Experience Manager Assets section in this article.
- This integration will create no more than 100 folders, regardless of how many folder trees are created. For example, an integration with 4 folder trees can create up to 100 folders, not 400 folders.
- The first folder in folder tree is automatically marked as linked to Workfront. If you do not want this folder linked, you can unlink it.
- If no folder tree is provided, the root folder becomes the linked folder.
Publish assets that are sent to ÃÛ¶¹ÊÓƵ Experience Manager Assets
- Toggle on Publish assets automatically.
- Check the box next to the location where you want to publish assets sent to ÃÛ¶¹ÊÓƵ Experience Manager assets. You may enable either or both options.
- (Conditional) If you have enabled the Brand Portal option, Select the Brand Portal where you want to publish assets.
- Click Save or move on to the Set up linked folders (Optional) section in this article.
Set up linked folders (Optional)
You can allow users to create folders linked to Experience Manager while in a Workfront project. When a folder is linked, any asset added to the folder automatically shows up in both Workfront and Experience Manager. When an asset is added to the linked folder in Workfront for the first time, the asset’s metadata is pushed to Experience Manager Assets.
In the steps below, you indicate where you want the linked folders created. Each integration can have only one location for all linked folders.
To set up linked folders:
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Toggle the Enable Linked folder on.
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Choose a folder path to indicate where you want all linked folders associated with this integration.
note note NOTE Users need write access in ÃÛ¶¹ÊÓƵ Experience Manager Assets to the folder specified to create a linked folder. -
Click Save.