Use workflows in the Experience Manager Assets integration
A workflow is a set of actions that connect Workfront to ÃÛ¶¹ÊÓƵ Experience Manager as a Cloud Service. A Workfront administrator 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.
Access requirements
You must have the following:
| table 0-row-2 1-row-2 2-row-2 3-row-2 4-row-2 html-authored no-header | |
|---|---|
| ÃÛ¶¹ÊÓƵ Workfront plan* | Any |
| ÃÛ¶¹ÊÓƵ Workfront licenses* | Request or higher |
| Product |
You must have Experience Manager Assets as a Cloud Service or Assets Essentials, and you must be added to the product as a user in the Admin Console. You must have write access to the repository in ÃÛ¶¹ÊÓƵ Experience Manager. |
| Access level configurations* |
Edit access to Documents Note: If you still don't have access, ask your Workfront administrator if they set additional restrictions in your access level. For information on how a Workfront administrator can modify your access level, see Create or modify custom access levels. |
| Object permissions |
Manage access or higher on the project For information on requesting additional access, see Request access to objects . |
Prerequisites
Before you begin,
- Your Workfront administrator must configure workflows in an ÃÛ¶¹ÊÓƵ Experience Manager integration. For more information, see Configure the Experience Manager Assets as a Cloud Service integration.
Add a workflow to a template
You can add a workflow to a project template. The workflow will be applied to any projects created from the template.
-
Open a template by clicking Templates in the Main Menu, then selecting the template from the list.
-
Click Experience Manager Assets in the left navigation panel.
note note NOTE If the Experience Manager Assets section is not visible in the left navigation, your Workfront administrator has not enabled workflows for your organization. -
In the Select an integration for automated workflows field, select the integration with the workflows you want to use for projects created from this template.
-
(Optional) Edit any workflow values that you want to apply to projects created from this template.
For instructions on specific workflows, see Edit workflow values in a project in this article.
Only workflows that have been activated in the Experience Manager area of Setup are available in templates or projects.
-
Your changes save automatically.
Add a workflow to a project
You can add a workflow when creating a project, or add a workflow to an existing project. In both cases, you will use a project template to add the workflow.
Add a workflow when creating a project
-
Begin creating a project.
For instructions, see Create a project using a template.
-
When selecting a template for the project, select the template that contains the workflows you want to use for this project.
-
(Optional) Edit any workflow values for the project, as described in Edit workflow values in a project.
Only workflows that have been activated in the Experience Manager area of Setup are available in templates or projects.
Add a workflow to an existing project
-
Begin adding a template to the project.
For instructions, see Attach a template to a project.
-
When selecting a template for the project, select the template that contains the workflows you want to use for this project.
-
(Optional) Edit any workflow values for the project, as described in Edit workflow values in a project.
Only workflows that have been activated in the Experience Manager area of Setup are available in templates or projects.
Edit workflow values in a project
You can edit workflow values on the project level. Project-level workflow values override values set on the project template, which override the default values set in the ÃÛ¶¹ÊÓƵ Experience Manager Assets integration.
All workflow values can be found in:
-
The Workflows or Linked folders section of the Create project or Edit project window.
-
The ÃÛ¶¹ÊÓƵ Experience Manager section of the left navigation.
note note NOTE If these areas are not visible, your Workfront administrator has not enabled Workflows for your organization.
Linked folders
To edit the workflow for linked folders:
-
Toggle the Create Linked folder on or off as desired. If you toggle it on, you can then edit the linked folder configuration.
For details on the linked folder configuration, see Create ÃÛ¶¹ÊÓƵ Experience Manager linked folders in the article Configure the Experience Manager Assets as a Cloud Service integration.
-
(Optional) If you want the folder tree to be built only if certain values are present on a custom form attached to the project, click the Apply filter for that folder tree, then select the custom form that contains the field, the field, and the field value. If the field on the custom form attached to the new project contains the chosen value, the folder tree will be created.
-
(Optional) When configuring folder names, you can select from the following options:
-
Name: Type in a name for the folder.
-
Object data: Select the source for the folder name, such as Project name.
-
Custom form data: Select the custom form data to use as the folder name.
Using custom form data for folder names is available only at the template level, and cannot be configured at the integration level.
If a folder name is set to custom data that does not exist on the custom for attached to the project, a random ID will be assigned as the folder name.
-
-
To view the folder tree, click the Preview
-
Click Save.
Publishing assets
To edit the workflow for publishing assets:
- Toggle Publish assets automatically on or off as desired.
- (Conditional) If you are enabling publishing, select whether you want to publish to the publish service, the brand portal, or both.
- Click Save.