Configure Workfront with Adobe Experience Manager legacy connector

As an Adobe Workfront administrator, you can integrate Workfront with Adobe Experience Manager (AEM) Assets and provide your organization with a comprehensive content management solution for the creation, sharing, and maintenance of assets within your workflow.

Access requirements

You must have the following access to perform the steps in this article:

Adobe Workfront plan*
Any
Adobe Workfront license*
Plan
Access level configurations*
You must be a Workfront administrator. For information on Workfront administrators, see Grant a user full administrative access.

*To find out what plan, license type, or access you have, contact your Workfront administrator.

Workfront for AEM Assets

The Workfront for AEM Assets connector allows your organization to do the following:

  • Collaborate and manage creative content by linking AEM assets and folders to projects, tasks, issues, and requests in Workfront.

    For more information about configuring documentation integrations with third-party applications, see Configure document integrations.

  • Integrate with the AEM Digital Asset Management (DAM) repository, allowing you to use Workfront to manage and share digital assets stored in the DAM.

    For more information about linking documents and asset folders, see Link documents from external applications.

  • Combine and apply metadata from both applications to an asset.

  • View an all-inclusive communication stream for an asset. Updates and comments made to an asset either in Workfront or AEM Assets are synchronized to the other application, establishing a comprehensive history of communications made to the asset.

    For more information about making comments in Workfront, see Add an update to a document.

Prerequisites for installing the AEM Assets connector

Before you can install the Workfront connector for AEM Assets, ensure that the following prerequisites are met:

Install the Workfront for AEM Assets connector package install-the-workfront-for-aem-assets-connector-package

IMPORTANT
The following instructions are for a Workfront with AEM Assets legacy connector which has been replaced by the Workfront for Experience Manager enhanced connector. Please contact your Account Rep for more information.

To install the Workfront for AEM Assets connector, you must import the connector into AEM as a package using the CRX Package Manager.

  1. On a workstation where you have already installed AEM, download the Workfront for AEM Assets Connector installation file.

    You can get the Workfront for AEM Assets connector from your Workfront representative.

  2. Log in to AEM using an administrator account.

  3. Click Tools > Deployment > Packages.

    The CRX Package Manager opens.

  4. Click Upload Package.

  5. In the Upload Package dialog box, browse for and select the Workfront Connector package, then click OK.
    The package displays in the CRX Package Manager.

  6. Click Install.

  7. On the Package dialog box, ignore the advanced settings and click Install.

  8. (Optional) To confirm the connector successfully installed, ensure the following statement displays in the Activity Log:

    code language-none
    Package installed in <time>
    
  9. Close the CRX Package Manager.

    The connector is installed and you can now configure AEM Assets to integrate with Workfront.

  10. Continue with Configure AEM Assets to integrate with Workfront.

Configure AEM Assets to integrate with Workfront configure-aem-assets-to-integrate-with-workfront

After you install the connector, import the connector package to AEM and configure AEM to link with documents in Workfront.

For information on installing the connector, see Install the Workfront for AEM Assets connector package.

Prerequisites prerequisites

Before you begin, you must enable permissions for workfront-service:

  1. In AEM, go to Tools> Security> Permissions.
  2. In the top-left corner, choose Users ​in the drop-down menu and enter workfront-service in the Search ​field. Select the workfront-service user.
  3. On the right side of the screen, select Add ACE to create new entries.
  4. In the​ Add New Entry ​window, select checkbox icon in the Path ​field and choose the folder: /conf
  5. In the Privileges field enter: jcr:read
  6. Select Add ​in the top-right corner
  7. (Optional) Repeat the steps to create more entries.

Integrate AEM with Workfront integrate-aem-with-workfront

  1. Log in to AEM Assets as an Administrator.

  2. Click Tools >Cloud Services>Workfront Integration Configuration >Global-Workfront.

  3. (Conditional) If you have not yet done so, create a Workfront cloud configuration file.

    1. Click Create in the upper-right corner of the Global-Workfront page.

    2. In the Workfront URL box, specify the URL for your Workfront instance.

      For example, https://<account>.my.workfront.com, where <account> is the account you use for integrations with AEM.

    3. In the​ Base Folder field, select the checkbox icon, then in the drop-down menu select the path where documents that are linked to Workfront objects are stored.

    4. In the AEM modal that appears, follow the path to the folder with the documents that are connected to Workfront objects. Choose the folder and press Select ​in the top-right corner.

      You can link to any folder beneath the root /content/dam/.

    5. In the Workfront API Key box, specify your Workfront API Key.

      To retrieve your Workfront API key:

      1. Open a browser tab, and log into your Workfront account as a Workfront administrator.

      2. Click the Main Menu icon in the upper-right corner of Adobe Workfront, then click Setup .

      3. Click System >Customer Info.

        If you have already generated an API key, your Workfront API Key displays under the Your User’s API Key label.

      4. (Conditional) If you have not yet generated an API key, you need to generate one:

        1. In the API Key Settings section, ensure that the After Creation, API keys expire in option is set to None.

          If you select an expiration period, the connector will stop working after the API Key expires. You will then to need to re-generate an API Key and update your Workfront configuration.

        2. Under the Your User’s API Key label, click Generate API Key.

          An API Key for Workfront generates and displays.

      5. Copy the API Key to your clipboard.

      6. Open the browser tab for AEM Connector and in the Workfront API Key box, paste the API Key you copied.

    6. (Conditional) Click the Advanced tab in the upper-left corner of the Workfront Integration Configuration page, and select the following options if applicable:

      Allow Collection Browsing: ​Select this option if your organization allows Workfront users to link AEM Assets collections to Workfront objects.

      User Federated ID: Select this option if your organization is using Federated IDs or Single Sign-On (SSO) when logging into Workfront.

      Ignore Email Domain: Select this option if your AEM users do not use the domain name in their user ID.

      Restrict Access: Select this option to specify the appropriate Workfront IP addresses that need to be added to the allowlist. For more information about the allowlist, see Configure your firewall’s allowlist.

    7. Click the Basic tab in the upper-left corner of the Workfront Integration Configuration page, and then click Connect.

      note note
      NOTE
      Changes may take some time to apply. Restarting the bundle may speed up the process.
  4. (Conditional) If you already created a Workfront cloud configuration file, select Global-Workfront, and then in the upper-left corner, click Properties.

  5. Generate the AEM API Key by clicking Generate Key, then copy the AEM API key to your clipboard.

    You will need the AEM API Key later when you configure Workfront to integrate with AEM Assets. For more information, see Configure Workfront to integrate with AEM assets.

  6. In the upper-right corner, click Save.

    The Global-Workfront window displays.

    Properties.png

  7. (Optional) Synchronize bi-directional communication between AEM and Workfront.

    1. Click Global-Workfront.

    2. In the upper-left corner of the window, click Properties.

      The Workfront Integration Configuration page displays.

      Properties2.png

    3. (Optional) To enable the synchronization of comments between AEM Assets and Workfront, click Enable Comment Sync.

      note important
      IMPORTANT
      You must enable Document Sync to synchronize the assets.
    4. (Optional) To turn off comment synchronization, click Disable Comment Sync.

      Or

      Delete the NOTE CREATE event subscription registered to your AEM instance.

      For information on event subscriptions, see Event Subscription API.

  8. Continue with Configure the AEM Externalizer.

Configure the AEM Externalizer configure-the-aem-externalizer

The AEM Externalizer allows AEM to pass URLs in a format that can be used in Workfront. If not properly configured, Workfront cannot make calls to the AEM API, and the URLs linking AEM documents in Workfront will not work.

  1. In AEM, click Tools > Operations >Web Console.

  2. Click OSGI, then click Configuration in the drop-down menu.

  3. In the configuration list, select​ Day CQ Link Externalizer.

    The Externalizer page displays.

  4. In the Domains section, ensure the domain listed in the Author field is the domain name externally accessible to AEM users.

    The domain name in the author field should match the domain listed in the URL line of your AEM instance.

    Extenalizer.png

  5. (Conditional) If necessary, update the domain in the Author field.

  6. Click Save.

    AEM Assets is now configured to link documents with Workfront

  7. Continue with Configure Workfront to integrate with AEM assets.

Configure Workfront to integrate with AEM assets configure-workfront-to-integrate-with-aem-assets

After you install the Workfront for AEM Assets Connector (as described in Install the Workfront for AEM Assets connector package) and configure AEM Assets (as described in Configure AEM Assets to integrate with Workfront), you need to configure Workfront to link documents between Workfront and AEM Assets.

  1. Log in to Workfront as a Workfront administrator.

    note tip
    TIP
    Workfront recommends creating a Workfront administrator dedicated solely to your AEM integration. For more information about assigning the Workfront administrator access level to a user, see Grant users administrative access to certain areas.
  2. Click the Main Menu icon in the upper-right corner of Adobe Workfront, then click Setup .

  3. Click Documents> Custom Integration.

  4. Click Add Custom Integration.

  5. In the Name box, specify the name of the custom integration.

    This is the name users see when using the integration within Workfront; for example, you could enter “AEM Assets” for the name.

  6. In the Base API URL box, specify the URL for your AEM instance.

    The base API URL consists of the URL for your AEM instance followed by the path: /bin/webhooks/api/

    mceclip3.png

  7. In the Authentication Type drop-down menu, select ApiKey.

  8. In the​ API Key box, paste the AEM API Key you copied when you configured AEM Assets.

  9. Click Save.

  10. (Optional) Ensure the integration is marked Active.
    aem_custom_integration_active.png

    Workfront is now configured to work with AEM Assets.

    In order to access assets in AEM, each Workfront user who needs to use the connector must be set up as a user in AEM. For information on creating users, see Set up users to use the connector.

Set up users to use the connector set-up-users-to-use-the-connector

In order for users to access the connector, they must have a user profile in AEM and belong to a Workfront group that has Access levels that include the Create and Delete permissions.

For more information about Workfront permissions, see Create or modify custom access levels.

Set up users in AEM assets set-up-users-in-aem-assets

  1. Log in to AEM Assets as a Workfront administrator.

  2. Click Tools >Security >Users.

  3. (Conditional) If the user does not have a user profile in AEM, create an AEM user profile.

    1. Click Create User.

    2. Enter the user’s personal information.

      64NewUser.png

      The only required field is the ID field. The user’s AEM ID must match their Workfront ID, which is the user’s Workfront email address.

      If you selected the Ignore Email Domain option when you configured AEM to integrate with Workfront, then the AEM ID will not match the Workfront email address.

  4. (Conditional) If the user has an AEM profile, open the user’s AEM profile.

    1. Click​ User.

      The User Management page displays.

    2. Click the user you want to add, then click Properties.

      The user’s settings page displays.

  5. Click the Groups tab.

  6. Ensure the user belongs to at least one Workfront group that has Access levels that include the Create and Delete permissions.

    1. To add the user to an existing group, begin typing the group name in the Type Group Name box, then select the group when it appears in the drop-down menu.

      Or

      To select a group to which the user is a member, select a group in the Groups that this user is a member of section.

  7. Click Save.

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