How To Enable And Use The Adobe Workfront Integration

Summary

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.

Who?

This feature/solution requires your Customer Success Contact to enable, but then individual permissions can be done by the Bynder Admin.

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Once this integration is enabled users with the Portal Settings permission can manage this integration. For more details on configuration, please refer to Integrations Configuration: Recommended Permissions and Best Practices.

Why?

The Workfront integration allows you to sync and map metaproperties from your Workfront documents into your Bynder Asset Bank via a Workfront status update. This enables teams more efficiency without having to work in two separate systems and ensures content is always current. After configuration, you can update your Workfront task status to start syncing the related task documents into your Bynder DAM. 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 Bynder DAM after roughly 5 minutes.

 

How?

Configuring The Adobe Workfront 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.
    • If you do not know the metaproperites you would like to set up beforehand, you can always start setting up the integration and go back to configure the metaproperty mapping. 

  • Add the Task Status to 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 x Bynder workflow.
    • If you delete the connected task status, the integration will be disconnected.
  • The Workfront Task documents are the assets synced into Bynder, not the Project documents. To ensure successful integration, please let your teams know to upload the assets you want in Bynder into the Workfront Task document section. The integration will sync all documents that appear in your Workfront task folder. 
  1. Navigate to Settings > Advanced settings > Portal settings.

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

    workfront_screenshot_setp_1.png
  3. Click Configure. You can only configure one Workfront Account.

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

    workfront_name.png
  5. Select your Bynder authentication method. Add your Bynder credentials (portal domain, Bynder login information).
    • If your Workfront Account is behind a SAML login (Azure, AD, Okta, etc.), create a Custom OAuth app to authenticate this integration.

  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. Select Mark as Public to mark all Workfront assets as public automatically. 
    • If you previously set up this integration and would like to configure this setting, you will need to edit the integration. Previously synced assets will not be retroactively marked as public. Screenshot 2024-02-27 at 3.57.01 PM.png

  9. Configure the setting under Workfront settings.

    • Workfront Task Status: Assign the Workfront status you previously created that will act as a trigger to send documents into your Bynder Portal.

      workfront_add_new_status_kb_article.png
      workfront_task_status_kb.png
    • (Optional) Select Use Custom Form Fields for Metaproperties.
      • Selecting this option will show all the fields in the Metaproperty Mapping on the selected custom form. (Supported Custom Forms are TASK and DOCUMENTS only.) screenshot_2024-04-15_at_10.21.45.png
  10. Click Next.
  11. Metaproperty Mapping: In the table, select which fields from Bynder metaproperties should have values written from Workfront Metadata.
    • If Custom Form Fields is enabled, map your metaproperties. 
    • If Custom Form Fields is not enabled, most available fields listed are default fields for tasks and documents. 
  12. To create a custom value, select Add to Configuration and select Set.
  13. Click Next.
    • Establish the metaproperties in your Bynder DAM before setting up this integration. If you need to add metaproperties in your DAM again, you can exit out of the integration setup, and your information will be saved.
  14. Click Next >Finish.

Metaproperty Mapping Custom Form Fields

  1. A dropdown for selecting custom form fields will appear.Select the enabled Custom Form field from the dropdown menu.
  2. Once selected, configure custom fields from Bynder Metaproperties with values written from Workfront Metadata.
  3. Select Add to Configuration in the Workfront Metadata column and choose a Bynder Metaproperty.
  4. Click Next.
  5. Select the Checkbox to agree on the consent.Screenshot 2024-04-17 at 2.19.01 PM.png 
    • This allows the integration to create four new metaproperties in your Bynder portal. If the metaproperty already exists, the system will not overwrite them.
      • WORKFRONT Document ID
      • WORKFRONT Version ID
      • WORKFRONT Document URL
      • WORKFRONT Task URL
  6. Click Finish.

Editing The Workfront Integration

  1. Navigate to Settings > Advanced settings > Portal settings.
  2. Click Active Integrations in the lefthand sidebar.
  3. Click Edit in the connection section needing an update.
  4. Make the changes, then click Save.
 

Deleting Or Disabling The Workfront Integration

If you want to disable or delete the integration, follow the editing steps, then click the three_dots.png button and select disable or delete.

RENAME_DISABLE.png

Configuring 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 the Web Application button, and name the app. A Client ID will be automatically generated.
  6. Copy the value into a secure location.
  7. Under redirect URI, enter the following exact URL: https://auth.tray.io/oauth2/token
  8. Under Client Secret, select Add Client Secret.
  9. Copy the value generated in this pop-up window, once the pop-up is closed the client secret cannot be retrieved.
  10. Under Refresh token setting:
    • Do not opt to Rotate the refresh token every time 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 for which a login is valid. 
    • To Re-authenticate, you must edit the integration and update the authentication.
  11. Set the Inactivity expiration to any reasonable amount of time, the Workfront API runs at a 5-minute interval. Anything longer than 5 minutes should be sufficient.
  12. Click Save.
  13. Input the Subdomain, Client ID, and Client Secret.
 

FAQs

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

If you delete an asset in Workfront, it will remain in your Bynder Asset Bank. If you delete an asset in Bynder, it will remain in Workfront. 

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

If you upload a new version in your task documents in Workfront, it will automatically update as a new version in your Bynder DAM. You will see the previous versions in the Versions tab.

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 Bynder to select the 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 metaproperty mapping. 

Related Articles

Adobe Workfront Website

How To Create And Manage OAuth2 Apps

Integrations Configuration: Recommended Permissions and Best Practices

Level: Proficient

Proficient-level articles are for users who have some prior Bynder knowledge. These articles require you to know the basics and may also require higher-level portal rights to accomplish the task outlined within the article. 

 

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