Understand the need for group administrators

Whether you’re starting with Workfront or looking to optimize your current setup, group administrators can make a significant difference in managing your users and workflows. Typically, a system administrator is responsible for managing the entire Workfront system and ensuring every department’s needs are met.

However, as the organization expands to include other areas of the business, so do the responsibilities, and it becomes increasingly difficult for a single or even several system admins to handle everything. Many system admins run into issues when trying to either update and maintain or scale a system by themselves. The workload becomes overwhelming, especially if the organization is large. Each department has its own processes, workflows, terminology, teams, and or users that can change often. And with each department, users need specific training and support to address specific department issues and technical questions. Without establishing consistency and best practices from the outset, the system can quickly become disorganized and cluttered with irrelevant data, putting even more pressure on a system admin. This is where group administrators become vital because with group admins in place, system admins can distribute the workload, ensure each department has the support and training it needs, which then leads to more efficient workflows and improved adoption. In addition, by having regular meetings between group admins and system admins, they can share updates, discuss challenges, and collaborate on solutions to foster teamwork, community, maintain consistency, and visibility across the organization. This lets system admins focus on higher level tasks and strategic planning, knowing that each department is well supported.

So, now the question is, how many group admins are needed? Well, that depends on the size of your organization. But, just like system administrators, it may be good to have at least two per group. One is the primary and one is the backup. So, what can a group admin do? First, a user needs to have a standard license in order to be designated as a group admin. Once they have that, they can perform actions such as creating and managing layout templates, creating and editing statuses, logging in as another user, etc. And if needed, the system admin can refine what actions those group admins can perform through an access level. Whatever your needs are, group admins can play a crucial role in distributing workload, empowering team members, driving adoption, and ensuring consistency and scalability, all of which help your organization get the most out of work front.