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Configure document integrations

Last update: Wed Oct 16 2024 00:00:00 GMT+0000 (Coordinated Universal Time)

CREATED FOR:

  • Admin

As an Adobe Workfront administrator, you can configure document integrations to manage documents in Workfront. You can also configure Workfront so that documents are stored only in document services applications and not in Workfront itself. For more information, see Update and link a document from Workfront to an external cloud provider in Link documents from external applications.

NOTE
To allow open communication between Workfront Proof and the Workfront servers, you might need to add certain IP addresses to your allowlist. For more information, see Configure your firewall’s allowlist.

Access requirements

Expand to view access requirements for the functionality in this article.

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

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Adobe Workfront plan Any
Adobe Workfront license

New: Standard

or

Current: Plan
Access level configurations You must be a Workfront administrator.

For more detail about the information in this table, see Access requirements in Workfront documentation.

Supported integrations

You can configure the following integrations for managing documents:

  • Workfront DAM

  • Workfront Proof

    Linking proofs from Workfront Proof allows you to make proofs that were originally created within Workfront Proof available within Workfront. For the current plans, a Pro Workfront Plan or higher is required to use this feature. For the new plans, this feature is available with all plans. For more information about the various plans available, see Workfront Plans.

  • Microsoft SharePoint

    For information about integrating with SharePoint, see Configure the SharePoint integration.

  • Third party cloud document providers:

    • Box

    • Dropbox

    • Dropbox Business

    • WebDAM

    • Microsoft OneDrive

    • Microsoft SharePoint

    • Google Drive

    note tip
    TIP
    You can proof and approve documents linked from an external cloud provider the same way you proof and approve documents uploaded directly to Workfront.

  • Other document providers (through custom document integrations).

    For the current plans, a Pro Workfront Plan or higher is required to use this feature. For the new plans, this feature is available with all plans. For more information about the various plans available, see Workfront Plans.

In addition, you can enhance your Workfront document experience with a third-party DAM integrations. Administrators must enable these features in order for users to link the service to their Workfront account.

Configure integrations to manage documents

  1. Click the Main Menu icon Main Menu in the upper-right corner of Adobe Workfront, or (if available), click the Main Menu icon Main Menu in the upper-left corner, then click Setup Setup icon .

  2. In the left panel, click Documents > Cloud Providers.

  3. (Optional) To stored documents in a document services application and not in Workfront, select Prevent Users From Storing Documents in Workfront.

  4. Select the integrations you want enabled.

  5. Click Save.

If you are setting up integrations with Workfront DAM, you can enable Workfront to include metadata with documents. For information about mapping metadata, see Set up metadata mapping.

Configure custom document integrations

A custom document integration allows Workfront users to link files into Workfront from practically any system, provided that the system is made to work with Workfront.

To make the custom integration available to users, you first need to build the integration. For information about how to build integrations to be used with Workfront, see Document Webhooks API.

After the custom document integration is built, you can make it available to users on your site.

  1. Click the Main Menu icon Main Menu in the upper-right corner of Adobe Workfront, or (if available), click the Main Menu icon Main Menu in the upper-left corner, then click Setup Setup icon .

  2. In the left panel, click Documents > Custom Integration.

  3. Click Add Custom integration.

  4. Enter the following information to configure the integration:

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    Name The name of the custom integration. This is the name users see when using the integration within Workfront.
    Base API URL The base HTTP or secure HTTP URL for API calls. For example, https://<documentprovider>.com/api/v2
    Authentication Type

    The authentication method to use when making authorized API calls to the custom integration.

    • If you choose OAuth, continue with Step 5.
    • If you choose ApiKey, continue with Step 6.

  5. (Conditional) If you selected OAuth authentication for the Authentication Type, enter the following information:

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    Authentication URL The full URL used for user authentication. Workfront navigates users to this address as part of the OAuth provisioning process.
    Token Endpoint URL The full API URL used to retrieve OAuth tokens.
    Client ID The OAut Client ID for this integration.
    Client Secret The OAut Client Secret for this integration.
    Request Parameters

    Enter optional values to be appended to the query string of every API call. For example, access_type=offline.

    To add multiple request parameters, click +Add Request Parameter.
    note tip
    TIP
    The Workfront Redirect URI that displays at the bottom of the Custom Integration page lists the URI used to register this integration with the external document provider.

  6. (Conditional) If you selected ApiKey authentication for the Authentication Type, enter the API key that was issued by the custom document provider.

    Workfront uses this API key to make authorized API calls to the document provider.

  7. Click Save to create the integration.

Use document integrations

For information about how users can use proofing, see Create proofs.

For information about how users can use third-party document integrations after you have configured them, see Link documents from external applications.

Configure Workfront to send metadata to Workfront DAM configure-workfront-to-send-metadata-to-workfront-dam

When sending a document from Workfront to Workfront DAM, you can also send information associated with that document. Information about the document is mapped to Workfront DAM as metadata.

Information is mapped one-way only, from Workfront to Workfront DAM and it is transferred only when the document is uploaded to Workfront DAM. Any future changes in the Workfront fields will not update metadata fields in Workfront DAM after the document has already been uploaded.
You can map the same Workfront field to various Workfront DAM fields, but you cannot use the same Workfront DAM field for multiple Workfront fields.

If you must configure multiple Workfront fields to export to one Workfront DAM field, first create a calculated custom field in Workfront to display all the individual custom fields of an object. Then, map the calculated Workfront field to one Workfront DAM field.
For more information about calculated custom fields, see Add calculated fields to a form.

The mapping affects all the documents uploaded by any user from Workfront to Workfront DAM.

As a Workfront administrator, you must enable Workfront DAM in Workfront before you can map the fields for the metadata mapping process.

To configure Workfront to send metadata to Workfront DAM:

  1. Click the Main Menu icon Main Menu in the upper-right corner of Adobe Workfront, or (if available), click the Main Menu icon Main Menu in the upper-left corner, then click Setup Setup icon .

  2. Click Documents > Metadata Mapping.

  3. In the Select Source Field for Mapping field, begin typing the name of the Workfront field you want to map to Workfront DAM, then select it when you see it in the list.

  4. In the Select Target Field for Mapping, select the Workfront DAM field you want to populate with the information in the selected Workfront field.

    note note
    NOTE
    All documents sent to Workfront DAM by users who have the rights to do so have their metadata updated with the Workfront fields mapped here, when they upload to Workfront DAM.

  5. Click Add Mapping.

  6. Continue adding more Workfront fields and corresponding Workfront DAM fields.

Delete mapped fields

  1. Click the Main Menu icon Main Menu in the upper-right corner of Adobe Workfront, or (if available), click the Main Menu icon Main Menu in the upper-left corner, then click Setup Setup icon .

  2. Expand Documents, then click Metadata Mapping.

  3. In the list of fields, select any of the fields you want to remove from metadata mapping.

  4. Click Delete.

    The fields are removed from metadata mapping and the information contained in them is not transferred to Workfront DAM with the uploaded documents.

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