Workfront enhanced connector project folders

Transcript

In this video, we will review the features that support project linked folders using the Workfront connector for Adobe Experience Manager. In order to complete the steps in this tutorial, the Workfront connector must be installed and configured in your AEM environment. Please refer to the first video in this series to see how to install the Workfront connector in your AEM environment. First, we’ll review the configuration options available for automatically creating linked AEM folders for a Workfront project. This is an optional configuration that allows you to keep your AEM folders synced with your Workfront projects. Then we’ll map our Workfront project custom form data to our AEM Folder Metadata Schema. This way, all of our Workfront project information can be stored on our AEM folder. And lastly, we’ll create a workflow step in AEM to ensure any asset uploaded into a folder inherits its metadata. Project linked folder configuration option is a great way to have an AEM folder automatically created for each Workfront project based on a transition to a specified project status. So let’s review the steps to configure this feature. To configure the project linked folders, we’re going to come back to our Workfront Tools Configuration.

And prior to configuring the project linked folders, we’ll need to enable our events subscriptions first. The event subscriptions are what AEM will listen for for a change in the project status. So a project moving from planning to current for example. We want to listen for that change on the Workfront project in AEM and then that’s what’s going to notify AEM to create the project linked folders. So to do that, we’ll come to this Workfront Custom Integration, find our Workfront Tools Demo, our configuration that was created in the first video and then Enable Workfront Event Subscriptions, perfect.

With that enabled, now we can jump over to our Project Linked Folders tab and begin configuring our link folders.

The first option you’ll see here is the linked folder parent path. So this is where we specify what folder in AEM we want all of our project linked folders to get created under. So I’ve created this Workfront folder here as an example. It has no folders under it currently, we’ll select that.

And the next option is to determine how you’d like those linked folders to get created and what that structure is like. So one of the common structures is to mimic your Workfront portfolio, program, and project structure so that when a link folder gets created it will get created first with a portfolio folder, then a program folder, and then the project folder in your AEM environment.

So I can do that by selecting Portfolio, comma separated Program and Name, and the name is the name of your Workfront project.

That’s just one option. You could just have all the folders get created as the project name here or maybe just the portfolio and the project name.

You also can create the linked folder structure based on a custom form field. So an example of that would be DE:Requesting Group comma and then the project name.

In this structure, again with the DE:Requesting Group, what it’s going to do is in my project custom form, whatever value is populated in this custom form fields for the requesting group, that will be the title of the first folder in my hierarchy. So if we jump back to that demo project, my requesting group is Executive Team. So when a linked folder gets created for this project we’ll have first the Executive Team as the top level folder, and then nested inside that folder we’ll have the project name. So in this case, it would be Demo Project.

We’ll share additional syntax for what’s required to create different folder structures here, but just know there’s a lot of flexibility with how to create your folders.

The second option down here is for adding subfolders. So these folders are going to get added underneath the last folder in your folder structure. So in this case, the project name with Demo Project. Then there’ll be two subfolders here for Source Files and Final Assets and again, you could add as many folders as you want, additional subfolders underneath that folder. There’s also an option to add a JSON inside these two get really intricate and complicated with your folder structure. We won’t do that in today’s demo, but I’ll share some additional instructions in our user guide on how we can add even further embedded folders using a JSON. For now, we’ll just stick with these two subfolders.

This again is related to the subfolder specifically. So if you only want to create subfolders based on a specific condition, you can add a condition here using again, Workfront custom form fields. So if I had a custom form field that said I want to create a AEM subfolder or whatever custom form field you want to map here, and then you can put the value that satisfies that condition. So it could be a yes. So again, if the project has a custom form field for AEM folder and that field is set to yes, then it will add the subfolders to this project. Otherwise it’ll leave them blank.

We’ll remove that for this demo.

And then jumping back over here, we have our creation conditions. So again, as I mentioned earlier the project status is what will notify AEM to create the link folder. So right now I’ve set this one to Current, but this will pull in any of the out-of-the-box Workfront project statuses or any custom statuses that you’ve created. So you’ll see here I have a couple of custom statuses. We’re going to keep this one just at Current. So again, when a project is moved from Planning to Current, that’s what’s going to create that linked folder in AEM.

And then I have a condition statement here to isolate the creation of these linked folders to a specific portfolio in Workfront.

Or I could leave that blank, it’s not required, but for this demo I have it only creating linked folders in the Workfront tools portfolio.

And then lastly, we have another condition statement for the overall project linked folders. So again, we can point to a specific custom form field and then if it meets that condition, then it will create the linked folder. We’ll keep that one blank for now.

So with all of this configured and again, with ensuring that our events subscription was configured, we can come down here and enable the automatic creation of linked folders.

You also have the option to update that configuration if you wanted to change this configuration at a later date.

And then just to ensure that we had this configuration saved, we can jump back to the events subscriptions and you’ll see now we have a New Create Events Subscription.

So after this event subscription or after the project linked folders are created, then anytime a new project in Workfront gets created we’ll see a new events subscription here for that project. So let’s go ahead and do that now and make sure that we see an update event subscription. So I’m going to take this Demo Project and just make a copy of it.

Let’s change the name to Demo Project Two. Then we’re going to leave the status in planning. We’ll clear any documents in progress.

All right, now let’s jump back to the Workfront environment and see if we refresh the screen, I’m expecting to see an update event subscription for that project.

Perfect, so an update and delete event subscription. So we know that AEM is now listening for those project events.

So here is our events subscription that listens for an update at the project level and that’s what’s going to allow us to create those linked folders.

So it looks like everything’s configured. Final step here is just to test that the project linked folder gets created based on these configuration settings. So let’s go to that Demo Project Two that we just copied.

And again, you’ll see I have the status set to planning. As of right now, there are no document folders here.

If we change the status to Current based on what we set in our Project linked Folder Configuration and give it a minute and then we’ll refresh.

There we are, so now we have this Demo Project Two. This was the last folder in our folder hierarchy based on the configuration and it’s now sent back to our project. We see the subfolders, source file, and final assets. Let’s go verify that that’s all in AEM as well. So let’s jump back to the AEM environment.

Go to assets.

Workfront, again, here we have Executive Team.

We have the Demo Project Two and then our subfolders.

Now that we’ve got our project linked folders successfully creating, the next step here is going to be to map our project custom form fields from our Workfront project to our Folder Metadata Schemas in AEM.

Let’s jump back to AEM. We’re going to go to Tools, Assets again, and then we have Folder Metadata Schemas. So this exercise is going to be similar to the exercise performed in the second video in this series where we mapped our metadata schema for the assets. This is going to be specific to Folder Metadata Schemas in AME. So we want to take the project custom form information and map it to our Folder Metadata Schema. So I’ve gone ahead and already created one folder metadata schema in AEM that we’ll edit and add a new field to. So again, it’s going to look similar to what we did in video two where I have my project name, all these custom form fields that were down here in our Demo Project Two. So we have Initiative, Requesting Group, Delivery Date.

And I’ve gone ahead and already mapped a few of these fields.

So you’ll see here again, project initiative, we have the custom form filled, and then let’s go ahead and add one other field. So we’ll come in here. We’re going to add a multi-value text field for the Asset Type.

Again, we’ll call this Asset type, and then we need to give it a unique name and then we’ll save this configuration.

And then just like we did with the metadata schemas in the previous video, we’ll come in here and apply it to our Workfront folder. So we’re going to come down here and apply.

So now any of the subfolders that get created in that Workfront parent folder will have this Folder Metadata Schema applied to them.

All right, let’s do another test here. So we’ll come back to our Workfront project. We’re going to copy this project.

We’ll call it Project Three.

Going to change the status back to Planning.

There aren’t any documents, silence progress.

So again, looking at the Documents tab, we don’t have any linked folders currently for this project.

We’ll come to the status, change this to Current, and then give it a refresh.

We have Demo Project Three. And then again, we’re just going to ensure that these custom form fields here, as well as a few of the out-of-the-box fields are mapped to our Folder Metadata Schema for the folder that got created in AEM.

Let’s jump back to AEM.

Again, going to Assets.

Workfront, and there, here is our second project under the Executive Team folder.

Let’s select this and view the properties of this folder.

All right, and then come to the Folder Metadata tab and there we are. We have all the fields populated from our custom form here.

The last thing we’ll walk through in today’s video is Folder Metadata Inheritance in AEM. So this feature was developed for users that may be uploading assets into a project linked folder like created in the previous step directly into AEM as opposed to sending that asset from a Workfront project to the linked folder. So we know that many creatives may be utilizing tools like Adobe Asset Link or they may be interacting with AEM directly and not necessarily going through the Workfront project to upload their assets. So we’ve developed a workflow step that based on that folder metadata that we mapped when the project linked folder was created, we can ensure that all of the assets uploaded into that folder that were uploaded directly into AEM, not through Workfront, will inherit the folder metadata and have all that project custom form information with them. So let’s go ahead and configure that now.

To configure the Folder Metadata Inheritance, we’ll need to go to Tools.

In order to configure it- In order to config- In order to configure this step, we’ll need to create a workflow model. From here, we can go to Tools, Workflows, and Models.

And then up in the right corner, I’m going to create a new model. We’ll call this model Folder Metadata Sync.

And then I can select this model and edit.

Dy default, you’ll see a step one. This won’t be required for our model, so we can come in and remove step one.

And then over on the left, we’re going to search for Workfront and this shows us a list of all the Workfront steps that will be included when the Workfront connector is installed in your AEM environment. For now, we’re going to just focus on this Copy Folder Metadata to Asset step. We’re going to drag it into our model.

Select that step and the wrench icon to edit.

And then you’ll see here description that this workflow step copies the Workfront project metadata saved on a parent folder to the assets uploaded in that folder. So we can come over to the arguments and our first value here is going to be the key property value. So this is the value in AEM that it’s looking for in order to run this workflow.

So we’ll come here and we’re going to look at our Folder Metadata Schema again that we created in the previous step. Let’s use this Project Reference Number.

So we’re going to grab that project, the map property value of the Project Reference Number.

And we’ll paste that here.

And then the next two fields, by default it’s going to look for the Folder Metadata path under jcrcontents/metadata. So we don’t need to modify this. But if your metadata is living in a different path, you could add an optional metadata path as well. For this demo, we can leave both of these blank.

All right, and that’s it.

The next step is going to be to create a workflow launcher, so we’ll come back to our workflow menu and over here to Launchers.

This will create a workflow launcher with a specific condition.

So when that condition is met, it will run that Folder Metadata Sync workflow when an asset’s uploaded to that folder so the asset inherits all of the folder metadata. So we’re going to come in here and we’ll create a new launcher.

We’re going to have a launcher with a note modified event and then we’re going to search for a dam_Asset node type.

And then here we’re going to select our path of where this launcher runs on. So again, we’re going to come into Assets and select our Workfront folder. And then to ensure that we get all of the folders underneath this path, we’re going to put this specific rejects in here.

I only want this to run on my author and then here’s why I add the condition. So for this specific workflow, we’re going to want to have it set or have the workflow run whenever the jcrcontent/dam-Asset equals processed.

So whenever an asset has finished processing in that specific folder, we’ll want this workflow to kick off. So we can come down here and we’re going to select our workflow model that we just created. Again, that is the Folder Metadata Sync and activate that workflow, and then we can create it.

All right, let’s test that this workflow launcher works now.

So I’m going to come back to Assets and find my Workfront folder. Let’s come down here to this demo project. Again, just to verify, we’ll look at the properties.

So this is the asset or this is the Folder Metadata Schema from the previous step.

And now if I were to upload an asset directly into my AEM environment into this folder, we’re going to expect that that launcher kicks off and pulls the metadata down into the assets in this folder.

So we’ll come here and drag an asset.

All right, now let’s check the properties.

There we go, so our Workfront Project Reference Number, the project name, all of that metadata from our folder was synced down to the asset level.

And that’s it for today’s video. If you have any questions, please drop us a note. -