Workfront Integration

  • Updated

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 and map metaproperties from your Workfront documents into your Bynder Asset Bank via a Workfront status update. This enables teams to work more efficiently without having to work in two separate systems and ensures content is always current.

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.

Who can set up this integration?

Once enabled, users with the following permission can enable and configure this 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 metaproperites you would like to set up beforehand, you can always start setting up the integration and go back to set up the metaproperty mapping. The setup will save regardless of if you’ve set up metaproperty mapping. Learn more about metaproperties here.

  • 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 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.

How to Set up Workfront 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 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.), please click here to 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 if you want to automatically mark all Workfront assets as public. 
    • 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 you would like to act as a trigger to send documents into your Bynder Portal. For example, if you previously created a Workfront Task Status called “Ready for Bynder,” select that status in the dropdown.

      workfront_add_new_status_kb_article.png
      workfront_task_status_kb.png
  10. (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, DOCUMENTS only). screenshot_2024-04-15_at_10.21.45.png
  11. Click Next.

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

    Note

    Establish the metaproperties in your Bynder DAM before setting up this integration. If you need to go back to add metaproperties in your DAM, you can X out of this integration setup, and your information will be saved.

  15. Click Next >Finish.

Metaproperty Mapping with Custom Form Fields

If Custom Form Fields is enabled, you can follow these steps to map metaproperties.

  1. A dropdown for selecting custom form fields will appear
  2. Select the enabled Custom Form field from the dropdown menu.
  3. Once selected, you can configure custom fields from Bynder Metaproperties with values written from Workfront Metadata.
  4. Select Add to Configuration in the Workfront Metadata column and choose a Bynder Metaproperty.
  5. Click Next.
  6. 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 create a new one.
      • WORKFRONT Document ID

      • WORKFRONT Version ID

      • WORKFRONT Document URL

      • WORKFRONT Task URL

  7. 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 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.

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 your Bynder Asset Bank. If you delete an asset in Bynder, 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 Bynder and 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 don't need to change the status in Workfront if you upload a new version. You will see the previous versions in the Versions Tab. Learn more about versions in Bynder here

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 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 metaproperty mapping. Learn more about Custom Form Fields here

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