Submit an Adaptive Form to Adobe Workfront Fusion

Last update: 2024-02-19
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The feature is available under early adopter program. You can write to aem-forms-early-adopter-program@adobe.com from your official email id to join the early adopter program and request access to the capability.

Adobe Workfront Fusion automates the process of repeating the same tasks, like document approval workflows, email filtering and sorting, allowing you to focus on new tasks instead of recurring ones. Adobe Workfront Fusion includes multiple scenarios. A scenario consists of series of modules which executes data transfer between applications and web services. In a scenario, you add various steps (modules) to automate a task.

For example, using Workfront Fusion, you can create a scenario to gather data with Adaptive Form, process the data, and send the data to a data store for archival. Once a scenario is set up, Workfront Fusion automatically executes the tasks whenever a user fills out a form, updating the data store seamlessly.

AEM Forms as a Cloud Service provides an OOTB connector to connect and submit an Adaptive Form to Adobe Workfront Fusion. Submitting a form to Adobe Workfront Fusion can offer several advantages:

  • It enabled seamless transfer of form submissions data to Workfront Fusion workflows.
  • It helps automate various tasks triggered by form submissions. This can include initiating projects, assigning tasks to specific team members, sending notifications, and updating project statuses—all without manual intervention.
  • All form submissions captured within Workfront Fusion, provide a single source of truth for project-related information

Prerequisites to integrate AEM Forms with Adobe Workfront Fusion

To establish a connection between Workfront Fusion and AEM Forms, the following are necessary:

Integrate AEM Forms with Adobe Workfront Fusion

1. Create a Workfront Scenario

To create a Workfront scenario, perform the following steps:

  1. Create a scenario
  2. Add a web hook to a scenario
  3. Add a connection to a web hook

Create a scenario

To create a scenario:

  1. Sign into your Workfront Fusion account.

  2. Click Scenarios Share icon in the left panel.

  3. Click Create a new scenario in the upper-right corner of the page. A page to create new scenario appears on-screen.

  4. Select New scenario in the upper-left corner on the page and type a proper name for the scenario.

  5. Click the question mark and make sure you add first module as AEM Forms.

    Add a AEM Forms module

    The Watch for Form Events dialog box appears.

    NOTE

    It is mandatory to add first module as AEM Forms.

  6. Select the Watch for Form Events dialog box and a window to add a webhook appears.

Add a webhook

Add a webhook

To add a webhook:

  1. Click Add and a Add a webhook dialog box appears.

  2. Specify a webhook name.

    NOTE

    It is recommended to choose your webhook name carefully, as the specified webhook name appears in the AEM instance.

  3. Click Add to add new connection. The Create a Connection dialog box appears.

Add a connection to a webhook

Add a connection

To add a connection:

  1. Specify a Connection Name in the Create a Connection dialog box.

  2. Select Environment and Type from the drop-down list.

  3. Enter the Instance URL.

    NOTE

    Instance URL is the unique web address which points to a specific AEM Forms instance.

    You can retrieve the service credentials from the Developer console required to create a connection.

  4. Replace ims-na1.adobelogin.com in the IMS endpoint with the value of imsEndpoint from the service credentials in the Developer console.

    NOTE

    Retain the https:// in the IMS endpoint textbox while adding the imsEndpoint URL.

  5. Specify the following values in the Create a Connection dialog box:

    • Specify Client ID with value of clientId from the service credentials in the Developer console.
    • Specify Client Secret with value of clientSecret from the service credentials in the Developer console.
    • Specify Technical Account ID with value of id from the service credentials in the Developer console.
    • Specify Org ID with value of org from the service credentials in the Developer console.
    • Meta Scopes with value of metascopes from the service credentials in the Developer console.
    • Private Keys with value of privateKey from the service credentials in the Developer console.
    NOTE
    • For Private Key, remove \r\n from its value.
      For example, if the private key value is:
      \r\nIJAVO8GDYAOZ9jMA0GCSqGSIb3DQEBCwUAMDAxL\r\nMy1lMTUxODMxLWNtc3RnLWludGVncmF0aW9uLTAw, then after removing the \r\n from the private key, the key would look like the following, with both the values appearing in a separate line:

    IJAVO8GDYAOZ9jMA0GCSqGSIb3DQEBCwUAMDAxL

    My1lMTUxODMxLWNtc3RnLWludGVncmF0aW9uLTAw

    • You also have the option to retrieve a private key or certificate from the file by selecting the Extract button.
  6. Click Continue.

    The created connection starts appearing in the drop-down list of the Connection in the Add a webhook dialog box.

  7. Select the created connection Connection from the drop-down list.

  8. Click Save.

  9. Click OK and save the changes for the scenario.

  10. To activate the scenario, click the ON/OFF toggle button in the scenario editor.

NOTE

In case you do not activate the Workfront scenario, it does not detect the form submission, and setting the submit action to Workfront results in a failed submission.

2. Configure submit action of an Adaptive Form for Workfront Fusion

You can configure the submit action for Workfront Fusion for:

Configure submit action of new Adaptive Form for Workfront Fusion

To configure submit action of new Adaptive Form for Workfront Fusion:

  1. Log in to your AEM instance.

  2. Go to Forms > Forms and Documents > Create > Adaptive Form. The Create Form wizard appears.

  3. Select an Adaptive Form template from the Source tab.

  4. Select a theme from the Style tab.

    Submit action for Workfront Fusion

  5. Select the Invoke a WorkFront Fusion Scenario from the Submission tab.

  6. Select the created webhook from the Options tab in the Properties window.

    NOTE

    The webhook name of the WorkFront scenario appears in the Options drop-down list.

  7. Click Create.

  8. Specify the name for your new Adaptive Form and click Create.

Configure submit action of existing Adaptive Form for Workfront Fusion

To configure submit action of existing Adaptive Form for Workfront Fusion:

  1. Log in to your AEM instance.

  2. Go to Forms > Forms and Documents.

  3. Select an Adaptive Form and open the form in an edit mode.

  4. Open the Content browser, and select the Guide Container component of your Adaptive Form.

  5. Click the Guide Container properties Guide properties icon. The Adaptive Form Container dialog box opens.

    Submit action for Workfront Fusion

  6. Open the Submission tab.

  7. Select the Submit action as Invoke a WorkFront Fusion Scenario

  8. Select Workfront Fusion scenario from the drop-down list.

  9. Click Done.

Best Practices

  • It is recommended to choose your webhook name carefully, as there is no way to get the scenario name at the AEM instance. In case, you change the webhook name in future it is not reflected at the AEM Forms submit action drop-down list.
  • A scenario can have multiple webhook links but at a time only one webhook link is active. It is recommended to delete the unlinked webhook, so that it does not appear in AEM Forms submit action drop-down list.

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