Manage available licenses in your system

Last update: February 7, 2025

CREATED FOR:

  • Admin

As an Adobe Workfront administrator, you can access information about your Workfront account, including the number of licenses purchased for your organization, as well as the number of those licenses currently in use.

Access requirements

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

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

Adobe Workfront planAny
Adobe Workfront license

New: Standard

or

Current: Plan

Access level configurationsYou must be a system administrator or a group administrator. The group administrator has a limited view of license information.

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

NOTE
The following statements apply to the new plans only.
For the Select plan:
  1. System administrators cannot set limits for Home Groups.
  2. System administrators can see only the total number of licenses used across all Home Groups.
  3. Group administrators cannot access the Licenses page at all.
For the Prime and Ultimate plans:
  1. System administrators can add Home Groups to the Licenses page to view the utilization of licenses in those groups, and they can also set license limits.
  2. Group administrators can access the Licenses page and view the utilization of licenses in the groups they manage that have been added to the Licenses page by system administrators.
  3. Group administrators cannot view information for other Home Groups or add maximums.

View your organization’s licenses

The number of licenses in use updates automatically as you assign access levels to users you add to Workfront. For more information, see Add users.

To view license information in your system:

  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. At the bottom of the left panel, click System > Licenses.

    For more information about the licenses listed on this page, see Licenses overview.

    NOTE
    Proof licenses are available only to customers who have purchased the paid Workfront Proof add-on in addition to their Workfront license. For information about this add-on, see Workfront Proof: article index.

  3. (Conditional) If you see the message To set a maximum, you must add a Home Group, add a Home Group in your system as explained in the section Add or remove a Home Group to the Licenses page in this article.

    NOTE
    For the new plans, the Select plan does not allow administrators to view licenses by Home Group. You can only see the overall number of used licenses. The Prime and Ultimate plans provide the ability to set the maximum count of licenses per Home Group.

View information about licenses for Workfront add-ons

If your organization has the paid Workfront Proof add-on, the number of used licenses and the number of available licenses are displayed. For example, 5 of 10 Proof licenses indicates that the organization is currently using 5 of the 10 Workfront Proof licenses they purchased.

License for Workfront add-ons

If your organization has purchased Workfront Goals, the license information for this product also displays here. In this case, you can view the following information:

  • The total number of Workfront Goals licenses that your company has purchased
  • The number of Workfront Goals licenses associated with users. This is the number of users to whom to have granted at least View access to Goals in their access level.

For information about Workfront Goals, see Adobe Workfront Goals overview. For information about access to Workfront Goals, see Grant access to Adobe Workfront Goals.

NOTE
Workfront allows you to assign more Workfront Goals licenses that you have purchased. However, when you assign more licenses than what your Workfront Goals contract allows, a Workfront account manager will contact you to let you know that you have exceeded your contractual number.
TIP
Users without administrative access can use a Group report to view license count. In the Report tab, create a new group report and add the following columns:
  • License Type Limit: Worker Limit
  • License Type Limit: Planner Limit
To learn more about creating a report, see Create a custom report.

View information about monthly proof and document decision allotments

IMPORTANT
Proof and document decision limits apply only to users on the new licenses. For more information, see New licenses overview.

Proof and document decisions are limited for all non-paid Workfront licenses. Limits reset on a per-user basis each month.

The decision limits for each license differ depending on the plan you’re on. You can view your monthly allotment in Setup > Licenses.

For more information about proof and document decision limits, see Limited document and proof decision for non-paid users overview.

Monthly decision allotment

Add or remove a Home Group to the Licenses page

Each user can be assigned to only one Home Group. Workfront provides a group-oriented license count by calculating how many licenses are allocated and currently used in each Home Group.

If you see the message To set a maximum, you must add a Home Group on the Licenses page, you need to add at least one Home Group to the Licenses page.

IMPORTANT
  • To effectively manage licenses with home groups, we recommend setting up specific Home Groups for business units before updating the max license count. For more information, see Home Groups overview.
  • You can add only top-level groups as Home Groups, not subgroups. If a user has a subgroup assigned as their Home Group, their license is added to the license count for the top-level group above that subgroup.

To add or remove a Home Group to the Licenses page:

  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. At the bottom of the left panel, click System > Licenses.

  3. Click Manage Group List.

  4. Start typing the top-level group’s name in the Home Groups box.

  5. To add the group, click its name when it appears.

    Or

    To remove the group, click the X icon to the right of its name.

  6. Click Save.

As a Workfront administrator, you can set maximum license counts for the Home Groups to prevent a business unit from using Workfront licenses purchased for other business units. For instructions, see Set the maximum license count for a Home Group in this article.

Set the maximum license count for a Home Group

As a Workfront administrator, you can set maximum license counts for the top-level Home Groups in your system. This allows you to prevent a business unit from using Workfront licenses purchased for other business units within your organization.

By default, the max license count is set to N/A, which means there is no limit.

Group administrators can view the number of licenses allocated and used in a Home Group they manage. For more information, see View the number of licenses allocated and used in a group.

To set the maximum license count for a Home Group:

  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. At the bottom of the left panel, click System > Licenses.

  3. Locate the Home Group in the list.

  4. In the Max column of the group, click the value that you want to set a maximum for.

  5. Type the maximum number, then press Enter.

    Maximum licenses for group

    NOTE
    To set a group’s maximum license value back to the default, do not type 0. Instead, delete the number in the box. Setting the maximum license value to 0 indicates that there are no licenses allocated to that group.

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