Set up and create users

With access levels and organization units set up, you’re almost ready to start setting up users. One final step is creating job roles that are relevant to your organization.

Job roles represent what type of work a user can do and what kind of work they can be assigned. For example, your organization might have the job roles of project manager, customer success manager, and consultant for the professional services department.

Job roles are used various places in Workfront, but one of the most common uses is as a placeholder assignment on a task, when you’re unsure which user or team to assign the work.

Job roles can serve as placeholder assignments for tasks to indicate what type of skill set is needed to complete the work.

Job roles also are a key part of Workfront’s resource management tools, such as the Workload Balancer.

In this video, you will learn:

How job roles are used in Adobe Workfront.
How to create job roles in Workfront.

https://video.tv.adobe.com/v/3472473?learn=on

Do not create job roles that are a one-to-one match with job titles. Job roles represent the skill set a user possesses to complete a task. Job titles don’t always reflect the user's skill set or type of work they do.

fee7e6

primary

--spectrum-gray-700

000000

white

primary

--spectrum-gray-700

000000

white

style

default

Best practices: job roles

Click the > (expand sign) next to each best practice for more detail about these recommendations and why you should consider implementing them with your Adobe Workfront instance.

Use naming conventions for job roles used across the organization.

Job roles are global in Adobe Workfront. If you want to differentiate and manage job roles with the same name across various groups within your organization, naming conventions are the best method. Use a naming convention that suits your needs but remember to keep it simple.

Assign tasks to job roles when creating project templates.

When individual users are assigned tasks in project templates, this can cause resource management issues when a user shifts roles or leaves the organization. This makes maintenance of the template, and project, more time-consuming.

Also, having job roles assigned to tasks helps you forecast your resource needs and assign work using Workfront’s resource management tools.

When creating job roles, be careful not to make them too granular.

You can associate a user with multiple job roles, but you may not need a job role for every skill a user has. Base the job roles on your needs for assigning tasks and the desired level of detail you need in resource management reports.

Only create similar job roles when a clear distinction is needed.

In most cases, there’s no need for multiple job roles to represent the same skill set. However, you will need multiple job roles if:

The billing rate is different. For example, a senior graphic designer may be billed at a different rate than a graphic designer.
Work assignments require a specific type of job role. For example, a task should be done by a project manager but not a coordinator.
You need to manage resources by the job roles. For example, you can have 600 hours of graphic design but only 200 hours of senior art direction.

If you do create similar job roles, use the description field on each to indicate the differences between the roles, when and how they’re used, and so on.

style

default

Now you’re ready to create users! You can create users individually, from scratch, or by copying a similar existing user and modifying the information.

style

bg-dark-gray

center-aligned

true

Adobe Workfront user profiles are most often created by system administrators or group administrators.

You may be wondering why you didn't create the users first. That's because each user needs to be assigned the things you’ve set up during this module: an access level, a company, a group or subgroup, a team, and a job role. This is often easier to do when creating the user.

_{A company, group, team, and job role are assigned to users.}

style

default

Before you begin

Before Karen creates users in Workfront, she gathers the information she needs about each person. Having this information on hand speeds up the process and ensures each user profile is created correctly.

The information needed for each user includes:

Name (first and last)
Email address
A default password
Access level
Primary (and secondary) groups
Primary (and secondary) teams
Primary (and secondary) job roles, plus the percentage of allocation

style

default

Pro tip

Talk with your Adobe Workfront consultant during your implementation process about the best time and method for creating users, based on your organization’s system setups and needs. Workfront offers multiple ways to create users, including the Adobe Admin Console, synchronizing with your organization's network directory service, and creating users manually in Workfront.

FFFFFF

primary

--spectrum-gray-700

000000

white

primary

--spectrum-gray-700

000000

white

style

bg-dark-gray

Create users in adobe admin console

If your organization uses the Adobe Admin Console to manage user entitlements to Adobe products, you can create Workfront users in the Admin Console.

When a user is created in the Admin Console and given the Workfront product entitlement, their user profile is automatically created in Workfront and assigned the default Contributor access level. Workfront system and group administrators can adjust the user’s access level, home group assignment, and other settings through the user profile in Workfront.

^{Adobe Workfront users can be created in the Adobe Admin Console, if your organization is using it to manage user entitlements to Workfront.}

style

default

The Adobe Admin Console has its own set of administrators. As a Workfront system administrator, you may not have access to the Admin Console. If you don't have access, you can work with the Admin Console administrators when creating Workfront users.

fee7e6

primary

--spectrum-gray-700

000000

white

primary

--spectrum-gray-700

000000

white

style

default

Create users in Workfront

If you don't have access to the Adobe Admin Console, system and group administrators can create user profiles directly in Adobe Workfront.

If a group administrator creates a user profile in Workfront, it then must be approved by a Workfront system administrator. This activates the user profile in Workfront and adds it to the Adobe Admin Console.

Depending on your organization's Admin Console setups and use, additional setups may be needed in the Admin Console, such as giving the user access to other Adobe solutions.

style

default

The Workfront system administrator access level can be granted only through the Adobe Admin Console. For more information, see the "Create System Administrators in Workfront with the Adobe Admin Console" section of the "Manage Users in the Adobe Admin Console" article.

fee7e6

primary

--spectrum-gray-700

000000

white

primary

--spectrum-gray-700

000000

white

style

default

Create a single user in Workfront

Select Users from the Main Menu.
Click New User and select New User from the dropdown menu.
Enter the user’s first and last names in the New User window.
Enter the user’s email address. This is their Adobe Workfront login.
Assign the person an access level. This grants their main permissions in Workfront.
Assign the user to a home group to ensure they have access to the right work.
Click Show Advanced Options to complete the user’s profile. If you don’t have all the information now, you can edit the profile later.
Click Add This Person to finish creating the user.

Copy an existing user to Create a New User

Select Users from the Main Menu.
Select the user you want to copy by checking the box next to their name.
Click the Copy icon in the header. This opens the Copy User window.
Fill in the Personal Info section with the new user’s information.
Fields such as Job Info, Time Zone, Access Level, Home Team, Job Role, etc., are copied from the original user. Change the information, as needed.
Click Add This Person.

Approve the user in Workfront

Although both system administrators and group administrators can create user profiles in Adobe Workfront, only a Workfront system administrator can approve and activate the profile.

Select Users from the Workfront Main Menu.
Select the user in the list by checking the box next to their name.
Click the More icon (three dots) at the top of the list. Select Approve, then Submit.
Approved users are automatically added to the Adobe Admin Console.

style

default