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Create a practice automation scenario in Adobe Workfront Fusion

Last update: Tue Jul 16 2024 00:00:00 GMT+0000 (Coordinated Universal Time)

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Automation scenarios automate Workfront processes, including data manipulation and transformation. This article takes you through the process of creating a scenario that searches for a project and then returns all of the tasks associated with that project.

Access requirements

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

You must have the following access to use the functionality in this article:

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Adobe Workfront plan Any
Adobe Workfront license New: Standard
Or
Current: Work or higher
Adobe Workfront Fusion license Current: No Workfront Fusion license requirement.
Or
Legacy: Any
Product New: Select or Prime Workfront Plan: Your organization must purchase Adobe Workfront Fusion.
Ultimate Workfront Plan: Workfront Fusion is included.
Or
Current: Your organization must purchase Adobe Workfront Fusion.

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

For information on Adobe Workfront Fusion licenses, see Adobe Workfront Fusion licenses.

Create a automation practice scenario

Adobe Workfront Fusion helps you focus on important tasks by automating repetitive ones. It creates scenarios that automatically manage your data across various apps and services.

Each scenario consists of modules, which guide how data is processed within an app or transferred between different apps and services. For instance, you can create a scenario in Fusion to automatically find a Workfront project and list its tasks. This way, Fusion saves you time and effort by handling routine tasks.

This practice scenario takes you through the process of creating a scenario that searches for a Workfront project and returns the tasks in the project.

Before you begin

Create a project with tasks in workfront you can use for this exercise. You do not need to do any additional configuration outside of adding tasks to the project.

For information about creating a project in Workfornt, see xxx.

1. Create and name the scenario

  1. Sign into your Workfront Fusion account.

  2. Click Scenarios in the left panel.

    note note
    NOTE
    If you do not see the left navigation panel or its icons, click the Menu Menu icon.

  3. In the Folders panel, click the Add folder icon , then type a name like “Practice scenarios” for your first folder.

  4. Open the folder, then click Create a new scenario in the upper-right corner of the page.

  5. For this exercise, select the Adobe Workfront app, then click Search near the bottom.

  6. Select the New scenario placeholder name in the upper-left corner, then type a name such as “Practice scenario 1.”

  7. Continue with Connect the first module below.

2. Connect the first module

Now, you need to establish an authenticated connection to your Workfront account. Every module you add to a scenario must have a connection to its app.

  1. In the Workfront box, under Connection, click Add, then type a name for the connection, such as “Olivia’s Workfront account,” then click Continue.

  2. Authenticate the connection in the window that displays.

    The process for authenticating a connection can vary a bit between apps. The following process is specific to Workfront, but the process is similar to many apps:

    1. Enter your Workfront domain, then click Continue.
    2. Log into Workfront.
    3. Examine the access that Workfront Fusion is requesting, then click Allow Access.

    If you need help, see Connections overview.

3. Configure the first module

After you connect Workfront Fusion to your Workfront account, you can specify a Workfront project that you have access to and the data that you want the first module to process.

  1. In the Record Type box, select Project. This sets the module to search only projects.

    note tip
    TIP
    You can find Project in the list if you start typing the word “project.”

  2. In the Result Set box, select First Matching Record. This sets the module to return only the first record it finds that meets the criteria. For this example, we need only one record returned.

  3. In the Search criteria area, we’ll set up a filter to return the specific project:

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    Field Action
    Search criteria fields Select the field that you want to search the values of. For this example, select Name.
    Search criteria In the first drop-down menu, select Name.
    Basic Operators In the second drop-down, select Contains (case insensitive). This allows the module to find projects with your chosen words in its name, even if you do not enter the entire name, or enter the name with the incorrect case (such as all caps).
    Text box Enter a word or phrase that you know is in the name of the project you are searching for.
    accordion
    Expand to view an on-screen example.

  4. In the Outputs list, select the fields that you want the module to output. For this example, select the ID and Name fields.

    note tip
    TIP
    You can use Cmd+F (Mac OS) or Ctrl-F (Windows OS) to find a field quickly.

  5. Click OK.

    note note
    NOTE
    Since this is not a trigger module, you do not choose where to start it. When using a trigger module, you would now select where to start it.
    For more information, see Choose where a trigger module starts in Adobe Workfront Fusion.

  6. Right-click the module, click Rename, then type a name the describes what you want the module to do (such as “Search for project),” then click OK.

    The name appears just below the module. Below that, Workfront Fusion includes a brief description of the type of action performed by the module.

  7. Continue with Add and configure the second module.

4. Add and configure the second module

  1. Click the partial circle to the right of the of the module to Add another module.

  2. Select Workfront from the list of applications, then choose the search module Read Related Records.

  3. In the Connection box, select the connection that you created for the previous module. You must make sure this module is using the same connection as the previous module.

  4. Click Record type, then select Project, because we want to read records related to a project.

    note tip
    TIP
    You can find Project in the list if you start typing the word “project.”

  5. Click the Parent Record ID field. This field requires the Workfront ID of the project that you want to return tasks from.

    Clicking the field opens the list of variables that you can use in the Parent Record ID field to identify the project in Workfront.

  6. Click the variable ID to add it to the Parent Record ID field. This allows the ID returned from the first module to be used as the identifier for the project that you want to work with in the second module, which ensures that the tasks returned will belong to that project.

  7. In the Collections field, select Tasks. This indicates that the module is to return tasks associated with the chosen project.

  8. In the Outputs field, select Id and Name.

  9. Click OK

    Now you have a working scenario.

  10. Give the second module a name such as “Return tasks associated with project,” then continue with Test the scenario.

Test the scenario

Before you activate your scenario, it’s important to test it by running it at least once and viewing the results. This helps you understand how data flows through the scenario and find any errors.

We chose to have 1 project returned, as well as the tasks associated with that project. If you run the scenario, that is what should happen.

  1. Click Run once in the lower-left corner of the scenario editor.

  2. After the scenario finishes running, click the bubble above the first module.

    In the box that appears, you can view information about the bundle of data that the module processed, including the actual data that was pulled from the project that the module returned.

  3. Click the execution inspector bubble above the Second module to see the input of information and the output, which is a collection of tasks contained in the project.

    You can learn more about how to read scenario execution information in the following articles:

  4. In Workfront Fusion, click Save near the lower-left corner to save your progress on the scenario.

    note important
    IMPORTANT
    Save often as you hone and test a scenario.
TIP
We recommend the optional but useful practice of adding notes about each module.

  1. Right-click a Workfront module, then click Add a note.

  2. In the note that displays, type an overview for the module.

    You can add multiple notes for a module.

  3. Close the Notes area.

    After you add a note to a scenario, an orange dot displays on the Notes icon at the bottom of the scenario editor.

  4. Click the Notes icon to view your notes.

Activate the scenario

This example scenario does not have a trigger module. If this were a scenario you would be using for real data it would start with a trigger module, and the last thing you would do is activate it. After you activate a scenario, by default, it runs every 15 minutes. You can change this by defining when and how often you want it to run.

For more information about activating scenarios, see Activate or deactivate a scenario in Adobe Workfront Fusion.

For information about schedules, see Schedule a scenario in Adobe Workfront Fusion.

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