Building bridges between Workfront and AEM Assets

14 minutes

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Managing metadata across Adobe Workfront and Adobe Experience Manager Assets is a foundational challenge for digital operations teams. Drawing on expert insights from Autumn Earle and John Lemme, this guide walks through the strategies, roles, and solutions that help organizations achieve data integrity, operational efficiency, and scalable governance.

Introduction

If your teams split their time between Adobe Workfront and AEM Assets, clean metadata alignment is the throttle for content velocity. In a recent Learn From Your Peers webinar, the authors of this article walked through how they make Workfront → AEM mapping reliable. Topics covered include leveraging one system of record per field, light change control, and event based syncs with the native connector. They also touched on Fusion use cases when governance or multi system logic is needed.

In this article, you'll learn:

Implementation walkthrough: a step-by-step approach to implementing the Workfront → AEM Assets native connector
Metadata best practices: metadata field mapping between Workfront forms and AEM schemas
Governance guidelines: roles and documentation you need in place to scale with confidence
Native connector vs. Fusion: when to rely on the native connector vs. when to use Fusion for guardrails and orchestration

The session was designed for business and technical stakeholders in digital operations, DAM, and project management. The goal: to demystify metadata mapping between Workfront and AEM Assets, address common challenges, and share best practices for enhancing metadata integrity and leveraging automation.

Metadata fundamentals

Metadata is the organizing principle behind digital asset management. In AEM, metadata lives with the asset and powers search, workflow, and policy. In Workfront, the metadata is collected via custom forms at the project, task, and document levels. A single source-of-truth per field and basic change control prevents rework downstream.

Role of Metadata: Metadata is vital for managing digital assets and projects efficiently by providing organized information and control.
Source of Truth: A single source of truth ensures consistency, accurate reporting, and compliance across digital asset systems.
Change Control Mechanisms: Implementing change control is essential to manage updates and maintain metadata integrity across platforms.

TIP

If you're just getting started, you may find this webinar on the prerequisites for using the native connector useful.

Before integrating Workfront and AEM Assets, ensure:

Workfront configuration: this process is done in the Adobe Admin Console with an assigned Organization ID
Products are assigned: both Workfront and AEM Assets (or Assets Essentials) are assigned as products to the user setting up the integration

These steps are critical for enabling the native connector and ensuring seamless data flow.

Alignment: the “M-Team”

Successful metadata is a cross-functional team effort. The following roles are essential:

Project managers: Oversee timelines, resources, and communication
Business stakeholders: Define requirements and success criteria
Technical integration team: Configure systems and manage API connections
DAM administrators: Govern metadata and ensure asset readiness
Change management & training leads: Drive user adoption and provide training

Each role contributes to a holistic strategy that keeps metadata aligned with business objectives.

Field alignment and mapping strategy

Field Alignment Essentials: Aligning field types, naming conventions, and value formats ensures consistency across multiple systems
Metadata Matrix Usage: A metadata matrix visualizes field relationships and identifies authoritative data sources effectively in Workfront Planning
Preventing Duplication: Defining system ownership of fields helps prevent data duplication and maintains governance
Foundation for Scalability: Consistent metadata strategies support scalable, integrated, and robust metadata frameworks

Best practices:

Normalize conventions: names, types, and allowed values
Define a system of record for each field: Sync direction (uni/bi), trigger (event/schedule), and conflict rules
This as a living Metadata Mapping Matrix: version it under change control and maintain consistency

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Native Connector and Fusion demos

TIP: Click on the 'dots' below each carousel to progress through the demos.

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Native Connector Demo step 1: Workfront Homepage

Navigate to the Homepage of your Workfront Instance.
Select the “Settings” icon in the left-rail menu options.
NOTE: If your menu is on the right, your Admin Console needs to be updated to complete this connection.

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Demo step 2: Workfront document settings

Under “Documents”, select “Experience Manager Assets”.
Click the plus icon and “Add Experience Manager Integration".

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Demo step 3: Workfront AEM connection

Add a name for your connection.
Select the AEM environment from the repository dropdown list.

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Demo Step 4: Workfront AEM connection metadata mapping

Map ALL metadata you want to live under each asset in AEM in this section.
Prerequisites:
- Workfront Custom Forms are created with all metadata for the project and asset.
- Metadata Schema is created in AEM and assigned to the appropriate folder(s).
- Metadata types align (i.e. Region is single select in both systems).
NOTE: When selecting an option such as Document “description” make sure you select the correct parent.

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Demo Step 5: Workfront project details

Navigate to your Workfront Project.
Confirm all Project Details are filled out in your custom form.

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Demo Step 6: Workfront project documents (1 of 3)

Select the “Add new” icon in the top-left corner of your project under the “Documents” tab.
Select Document Details and add a description.

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Demo Step 6: Workfront project documents (2 of 3)

Add a Custom Form in the top-right lookup if applicable and fill in.

NOTE: I will provide a Fusion Scenario blueprint that allows you to dynamically attach a custom form to a document upon upload of a document that can be modified to meet your companies needs.

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Demo step 6: Workfront Project documents (3 of 3)

Click the Project name in the portfolio hierarchy to come back to the main Documents tab.
Select the arrow pointing right and click the AEM connection where you want to send the asset.
Determine the folder the asset should live in and click “Select Folder.”
Users should see a success message and a red Adobe icon beside the asset pushed to AEM.

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Demo step 7: AEM Assets

Click on the Blue Title of the Asset and your browser should now open a new tab in AEM that opens to your asset.
Depending on if you are using AEM Assets (right) or standard AEM (below) your view will look different.
Open either Asset “Properties” or “Details” to see the metadata that synced during the connection.

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Fusion Demo Step 1: Fusion modules

The first Authenticator module connects to the Native Connector.
The second module moves the documents.
Note that this feature currently uses undocumented API calls.

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Demo step 2: Workfront document settings

Connection: your connection needs to be set up in the Adobe Developer Console.
URL: this is the URL of the API and doesn't change.
“sendDocumentToExternalProvider” is the command that triggers the upload.

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Demo step 2b: Connecting the Connector

The documentID is the document you want to upload.
The destinationFolderID is the AEM Assets folder where the document will be uploaded.
The providerID is the specific Experience Manager Integration you plan to use.

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Demo step 3: Moving files

Connection: your connection needs to be set up in the Adobe Developer Console.
URL: This is the URL of the API and doesn’t change.
“sendDocumentToExternalProvider” is the command that triggers the upload.
The documentID is the document you want to upload.
The destinationFolderID is the AEM Assets folder where the document will be uploaded.
The providerID isn’t needed.

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Native Connector vs. Fusion

When it comes to syncing metadata, organizations have two main options:

Native Connector: event driven syncs, straightforward mappings, minimal moving parts
- Enables dynamic syncing: real-time or scheduled updates triggered by events like asset uploads or project status changes. This reduces manual intervention and the risk of overwrites
Fusion Automation: when you need validation/guardrails, lookups, or multi system orchestration; or automate triggering connector actions at scale
- Extends capabilities by automating complex data integrity checks, integrating Workfront and AEM with other tools, and enforcing governance policies behind the scenes

Governance integration is critical for maintaining metadata quality and compliance, requiring documented policies and protocols.

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Common metadata challenges

Organizations often face challenges such as:

User errors from confusing options or poor timing
- These are often caused by asking for metadata at the wrong time or by offering a confusing array of options. They can result in user frustration and data quality issues.
Inconsistent data across systems, leading to process failure
- Poor data has many causes, such as differences between business units, technology limitations, user errors, or a lack of firm governance. This can result in inaccurate reporting, the wrong assets being presented to potential customers, or automation failures.
Lack of governance, resulting in fragmented workflows
- Good governance implies clear guidelines, mechanisms for ensuring they’re followed, and regular audits to keep training materials current and to surface data quality issues. Inadequate governance encourages silos to form and prevents your department from working as a team.
Permission conflicts that create bottlenecks
Redundancies and excessive metadata fields

Addressing these issues requires structured solutions, including clear documentation, effective policies, and automation tools.

Strategic solutions and automation

To address metadata challenges, organizations should adhere to the follow best practices:

Governance policies: Automation can both enforce standards and identify exceptions. No manual governance process is perfect—let automation be the backstop.
Data transfers between systems: Using automation to move data between systems can allow people to work with meaningful values while ensuring mapping is done consistently and correctly. It also prevents user errors.
Asset vs. project blur: keep asset facts in AEM; keep workflow/project data in Workfront; sync only what asset consumers need
Centralized data: Fusion can be used to look up metadata values based on a key. For things like web content this can help control when metadata is changed as well as who can change it.
User automation: Tedious and error-prone work can be automated, allowing your employees to spend more time adding value rather than drudgery.

Overcoming these challenges requires thoughtful planning, clear communication, and strategic use of automation.

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Essential documentation: Resources to leverage

A robust metadata strategy relies on several key documents, and examples of those are provided here.

These resources provide structure and clarity for consistent metadata management.

TIP: Click the blue links to download files. For .xml and .json code examples, hover over the code box and use the 'copy' function in the upper right to export the provided .xml and .json and save them into local files of the right type.

1. Workfront Project Template

A real‑world project example showing how to translate metadata strategy into actionable phases, deliverables, and outcomes
Hover over the .xml code below, click "copy" in the upper right, paste it into a local file, and save it to a local .xml file

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>

<Title>Metadata Strategy Example Project</Title>

<Author>AtTask Export;690283d50006f4fba99ccb40139a3750;20251110125935</Author>

</ExtendedAttribute>

</ExtendedAttribute>

</ExtendedAttribute>

</ExtendedAttributes>

<Name>Standard</Name>

</WeekDay>

</WorkingTime>

</WorkingTimes>

</WeekDay>

</WorkingTime>

</WorkingTimes>

</WeekDay>

</WorkingTime>

</WorkingTimes>

</WeekDay>

</WorkingTime>

</WorkingTimes>

</WeekDay>

</WorkingTime>

</WorkingTimes>

</WeekDay>

</WeekDay>

</WeekDays>

</Calendar>

<Name>Libby Rogers</Name>

</WorkingTime>

</WorkingTimes>

</WeekDay>

</WorkingTime>

</WorkingTimes>

</WeekDay>

</WorkingTime>

</WorkingTimes>

</WeekDay>

</WorkingTime>

</WorkingTimes>

</WeekDay>

</WorkingTime>

</WorkingTimes>

</WeekDay>

</WeekDay>

</WeekDays>

</Calendar>

<Name>Autumn Earle</Name>

</WorkingTime>

</WorkingTimes>

</WeekDay>

</WorkingTime>

</WorkingTimes>

</WeekDay>

</WorkingTime>

</WorkingTimes>

</WeekDay>

</WorkingTime>

</WorkingTimes>

</WeekDay>

</WorkingTime>

</WorkingTimes>

</WeekDay>

</WeekDay>

</WeekDays>

</Calendar>

</Calendars>

<Tasks>

<Task>

<Name>Strategy Planning</Name>

</ExtendedAttribute>

</Task>

<Task>

<Name>Create Metadata Governance Policy</Name>

</ExtendedAttribute>

</Task>

<Task>

<Name>Create Metadata Integration flow</Name>

</PredecessorLink>

</ExtendedAttribute>

</Task>

<Task>

<Name>Create Metadata Mapping Matrix in WF Planning</Name>

</PredecessorLink>

</ExtendedAttribute>

</Task>

<Task>

<Name>Implementation</Name>

</ExtendedAttribute>

</Task>

<Task>

<Name>Create Workfront Custom Form(s) for Project/Asset Metadata</Name>

</PredecessorLink>

</ExtendedAttribute>

</Task>

<Task>

<Name>Create AEM Asset Schema</Name>

</PredecessorLink>

</ExtendedAttribute>

</Task>

<Task>

<Name>Create AEM Asset Folder Structure (if applicable)</Name>

</PredecessorLink>

</ExtendedAttribute>

</Task>

<Task>

<Name>Create new connection to AEMaaCS in Settings</Name>

</PredecessorLink>

</ExtendedAttribute>

</Task>

<Task>

<Name>Map metadata in native connector</Name>

</PredecessorLink>

</PredecessorLink>

</PredecessorLink>

</ExtendedAttribute>

</Task>

<Task>

<Name>Map folder structure (if applicable)</Name>

</PredecessorLink>

</ExtendedAttribute>

</Task>

<Task>

<Name>Test Native Connection to AEM w/ metadata</Name>

<Notes>This task should include an approval process</Notes>

</PredecessorLink>

</ExtendedAttribute>

</Task>

<Task>

<Name>Promote to Production Environments (if applicable)</Name>

</PredecessorLink>

<Value>69036ec7000453beeeebdb014099fce2</Value>

</ExtendedAttribute>

</Task>

<Task>

<Name>Training & Adoption</Name>

</PredecessorLink>

</ExtendedAttribute>

</Task>

<Task>

<Name>Create Training & Adoption Plan</Name>

</PredecessorLink>

</ExtendedAttribute>

</Task>

<Task>

<Name>Create Change Control Document</Name>

</PredecessorLink>

</ExtendedAttribute>

</Task>

<Task>

<Name>Phase 1: Core User Enablement</Name>

</PredecessorLink>

</ExtendedAttribute>

</Task>

<Task>

<Name>Phase 2: General User Rollout</Name>

</PredecessorLink>

</ExtendedAttribute>

</Task>

<Task>

<Name>Optional: Create Fusion QC Scenario</Name>

</PredecessorLink>

</ExtendedAttribute>

</Task>

</Tasks>

<Name>Libby Rogers</Name>

</ExtendedAttribute>

</ExtendedAttribute>

</Resource>

<Name>Autumn Earle</Name>

</ExtendedAttribute>

</ExtendedAttribute>

</Resource>

</Resources>

</Project>

2. Metadata Governance Policy

A sample policy outlining roles, responsibilities, and decision rights to establish clear ownership and accountability for CSC governance
download the Metadata Governance Policy

3. Metadata Mapping Matrix

A practical worksheet to document, standardize, and align metadata elements across systems for consistent use and reporting
download the Metadata Mapping Matrix

4. Change Control Document

A structured process for reviewing, approving, and tracking metadata changes to minimize risk and maintain consistency over time
download the Change Control Document

5. Training and Adoption Plan

A lightweight enablement guide to help teams understand metadata standards and apply them consistently in day‑to‑day work
download the Training & Adoption Plan

6. Fusion Scenario Blueprint (see the .json below)

A prebuilt integration template that shows how to automate attaching metadata to an asset from the Project details using Workfront Fusion
Hover over the .json code below, click "copy" in the upper right, paste the content into a local file and save as a .json file

{

"name": "AE-Attach-CustomForm-UploadedDocument",

"flow": [

{

"id": 17,

"module": "workfront-workfront:watchEvents",

"version": 1,

"parameters": {

"maxResults": 2,

"__IMTHOOK__": 111601

"mapper": {},

"metadata": {

"designer": {

"x": 0,

"y": 0,

"name": "Watch for Uploaded Documents"

"restore": {

"__IMTHOOK__": {

"label": "My Adobe Workfront webhook"

}

"parameters": [

{

"name": "__IMTHOOK__",

"type": "hook",

"label": "Webhook",

"required": true

{

"name": "maxResults",

"type": "uinteger",

"label": "Maximum number of returned events",

"required": true

}

"interface": [

{

"name": "eventType",

"type": "text"

{

"name": "subscriptionId",

"type": "text"

{

"name": "subscriptionVersion",

"type": "text"

{

"name": "newState",

"spec": [

{

"name": "ID",

"type": "text"

{

"name": "accessorIDs",

"spec": {

"type": "text"

"type": "array"

{

"name": "categoryID",

"type": "text"

{

"name": "currentVersionID",

"type": "text"

{

"name": "customer:isAdvancedDocMgmtEnabled",

"type": "boolean"

{

"name": "customerID",

"type": "text"

{

"name": "description",

"type": "text"

{

"name": "groups",

"type": "text"

{

"name": "lastUpdateDate",

"type": "date"

{

"name": "lastUpdatedByID",

"type": "text"

{

"name": "name",

"type": "text"

{

"name": "ownerID",

"type": "text"

{

"name": "referenceNumber",

"type": "number"

}

"type": "collection"

{

"name": "oldState",

"spec": [

{

"name": "ID",

"type": "text"

{

"name": "accessorIDs",

"spec": {

"type": "text"

"type": "array"

{

"name": "categoryID",

"type": "text"

{

"name": "currentVersionID",

"type": "text"

{

"name": "customer:isAdvancedDocMgmtEnabled",

"type": "boolean"

{

"name": "customerID",

"type": "text"

{

"name": "description",

"type": "text"

{

"name": "groups",

"type": "text"

{

"name": "lastUpdateDate",

"type": "date"

{

"name": "lastUpdatedByID",

"type": "text"

{

"name": "name",

"type": "text"

{

"name": "ownerID",

"type": "text"

{

"name": "referenceNumber",

"type": "number"

}

"type": "collection"

{

"name": "eventTime",

"type": "collection"

}

]

}

{

"id": 14,

"module": "workfront-workfront:readv2",

"version": 1,

"parameters": {

"__IMTCONN__": 120610

"mapper": {

"object_code": "PROJ",

"ID": "{{17.newState.projectID}}",

"fieldNames": [

"ID"

"customForms": [

"690283450004c1144b8e48189bcea81a"

"customFields": [

"DE:Requested By",

"DE:Job Number",

"DE:Project Overview/Brief",

"DE:Request Type",

"DE:Campaign Name",

"DE:Audience",

"DE:Channel",

"DE:Country",

"DE:Product",

"DE:Fiscal Year",

"DE:Who else needs visibility into this request/project?",

"DE:Project Goal",

"DE:Key Objectives & Success Metrics",

"DE:Budget",

"DE:Target Due Date",

"DE:Region"

]

"metadata": {

"designer": {

"x": 300,

"y": 0,

"name": "Read Project Details"

"restore": {

"__IMTCONN__": {

"label": "AE Perficient SB-Prod (Autumn Earle | perficientincpartnersandbox.my.workfront.com)"

"object_code": {

"mode": "chose",

"label": "Project"

"fieldNames": {

"mode": "chose",

"label": [

null

]

"customForms": {

"mode": "chose",

"label": [

null

]

"references": {

"mode": "chose"

"collections": {

"mode": "chose"

"customFields": {

"mode": "chose",

"label": [

null,

null

]

}

"parameters": [

{

"name": "__IMTCONN__",

"type": "account",

"label": "Connection",

"required": true

}

"expect": [

{

"name": "object_code",

"type": "select",

"label": "Record Type",

"required": true,

"validate": {

"enum": [

"ARVPRC",

"ASSGN",

"BLIN",

"BILL",

"RATE",

"CMPY",

"DOCU",

"DOCFDR",

"DOCV",

"EXRATE",

"EXPNS",

"EXPTYP",

"GROUP",

"HOUR",

"HOURT",

"OPTASK",

"ITRN",

"ROLE",

"JRNLE",

"MILE",

"MPATH",

"NOTE",

"NTAG",

"PORT",

"PRGM",

"PROJ",

"PRTU",

"RESVT",

"RISK",

"RSKTYP",

"SPAPVR",

"TASK",

"TEAMOB",

"Template",

"TTSK",

"TSHET",

"UPDATE",

"USER",

"USRDEL"

]

}

{

"name": "ID",

"type": "text",

"required": true

{

"name": "fieldNames",

"type": "select",

"label": "Outputs",

"dynamic": true,

"multiple": true,

"required": true,

"validate": false

{

"name": "customForms",

"type": "select",

"label": "Output custom form",

"multiple": true,

"validate": false

{

"name": "references",

"type": "select",

"label": "References",

"dynamic": true,

"multiple": true,

"validate": false

{

"name": "collections",

"type": "select",

"label": "Collections",

"dynamic": true,

"multiple": true,

"validate": false

{

"name": "customFields",

"type": "select",

"label": "Select Custom Form Field",

"dynamic": true,

"multiple": true,

"validate": false

}

"interface": [

{

"name": "ID",

"type": "text"

{

"name": "DE:Requested By",

"type": "text"

{

"name": "DE:Job Number",

"type": "text"

{

"name": "DE:Project Overview/Brief",

"type": "text"

{

"name": "DE:Request Type",

"type": "text"

{

"name": "DE:Campaign Name",

"type": "text"

{

"name": "DE:Audience",

"type": "text"

{

"name": "DE:Channel",

"type": "text"

{

"name": "DE:Country",

"type": "text"

{

"name": "DE:Product",

"type": "text"

{

"name": "DE:Fiscal Year",

"type": "text"

{

"name": "DE:Who else needs visibility into this request/project?",

"type": "text"

{

"name": "DE:Project Goal",

"type": "text"

{

"name": "DE:Key Objectives & Success Metrics",

"type": "text"

{

"name": "DE:Budget",

"type": "text"

{

"name": "DE:Target Due Date",

"type": "date"

{

"name": "DE:Region",

"type": "text"

}

]

}

{

"id": 10,

"module": "workfront-workfront:miscAction",

"version": 1,

"parameters": {

"__IMTCONN__": 120610

"mapper": {

"object_code": "DOCU",

"action": "assignCategories",

"objID": "{{17.newState.ID}}",

"objCode": "DOCU",

"categoryIDs": [

"690283450004c1144b8e48189bcea81a",

"6913c60f00015e06e14d43cf65325160"

]

"metadata": {

"designer": {

"x": 600,

"y": 0,

"name": "Attach Asset Custom Forms to Doc"

"restore": {

"__IMTCONN__": {

"label": "AE Perficient SB-Prod (Autumn Earle | perficientincpartnersandbox.my.workfront.com)"

"object_code": {

"mode": "chose",

"label": "Document"

"action": {

"mode": "chose",

"label": "assignCategories"

"categoryIDs": {

"mode": "chose",

"items": [

"undefined",

"undefined"

]

}

"parameters": [

{

"name": "__IMTCONN__",

"type": "account",

"label": "Connection",

"required": true

}

"expect": [

{

"name": "object_code",

"type": "select",

"label": "Record Type",

"required": true,

"validate": {

"enum": [

"APPROVAL",

"ASSGN",

"CMPY",

"CUSTPR",

"DOCU",

"DOCFDR",

"DOCV",

"EXPNS",

"EXTDOC",

"GROUP",

"OPTASK",

"JRNLE",

"NOTE",

"PORT",

"PRGM",

"PROJ",

"TASK",

"TTSK",

"USER"

]

}

{

"name": "action",

"type": "select",

"label": "Action",

"required": true,

"validate": false

{

"name": "objID",

"type": "text",

"dynamic": true

{

"name": "objCode",

"type": "text",

"dynamic": true

{

"name": "categoryIDs",

"type": "array",

"dynamic": true

}

]

}

{

"id": 4,

"module": "workfront-workfront:updateARecord",

"version": 1,

"parameters": {

"__IMTCONN__": 120610

"mapper": {

"ID": "{{17.newState.ID}}",

"object_code": "DOCU",

"customForms": [

"6913c60f00015e06e14d43cf65325160",

"690283450004c1144b8e48189bcea81a"

"customFormsCollection": {

"DE:Requested By": "{{17.oldState.ownerID}}",

"DE:Campaign Name": "{{14.`DE:Campaign Name`}}",

"DE:Audience": "{{14.`DE:Audience`}}",

"DE:Channel": "{{14.`DE:Channel`}}",

"DE:Country": "{{14.`DE:Country`}}",

"DE:Product": "{{14.`DE:Product`}}",

"DE:Fiscal Year": "{{14.`DE:Fiscal Year`}}",

"DE:Project Goal": "{{14.`DE:Project Goal`}}",

"DE:Key Objectives & Success Metrics": "{{14.`DE:Key Objectives & Success Metrics`}}",

"DE:Budget": "{{14.`DE:Budget`}}",

"DE:Target Due Date": "{{14.`DE:Target Due Date`}}",

"DE:Region": "{{14.`DE:Region`}}",

"DE:Permission Usage": "permission xyz",

"DE:Approval Status": "Approved",

"DE:Created By": "{{17.newState.ownerID}}",

"DE:Target Publishing Date": "01/14/2025",

"DE:Signed Release Form Available?": "Yes",

"DE:Content Type": "Image",

"DE:Language": "en-us"

}

"metadata": {

"designer": {

"x": 900,

"y": 0,

"name": "Update Custom Form Metadata on Doc"

"restore": {

"__IMTCONN__": {

"label": "AE Perficient SB-Prod (Autumn Earle | perficientincpartnersandbox.my.workfront.com)"

"object_code": {

"mode": "chose",

"label": "Document"

"fieldNames": {

"mode": "chose"

"customForms": {

"mode": "chose",

"label": [

null,

null

]

"customFormsCollection": {

"nested": {

"DE:Audience": {

"mode": "edit"

"DE:Channel": {

"mode": "edit"

"DE:Country": {

"mode": "edit"

"DE:Product": {

"mode": "edit"

"DE:Fiscal Year": {

"mode": "edit"

"DE:Project Goal": {

"mode": "edit"

"DE:Region": {

"mode": "edit"

"DE:Approval Status": {

"mode": "chose",

"label": "Approved"

"DE:Signed Release Form Available?": {

"mode": "chose",

"label": "Yes"

"DE:Content Type": {

"mode": "chose",

"label": "Image"

"DE:Language": {

"mode": "chose",

"label": "en-us"

}

"parameters": [

{

"name": "__IMTCONN__",

"type": "account",

"label": "Connection",

"required": true

}

"expect": [

{

"name": "ID",

"type": "text",

"required": true

{

"name": "object_code",

"type": "select",

"label": "Record Type",

"required": true,

"validate": {

"enum": [

"ARVPRC",

"ASSGN",

"BILL",

"RATE",

"CMPY",

"DOCU",

"DOCFDR",

"DOCV",

"EXPNS",

"EXPTYP",

"GROUP",

"HOUR",

"HOURT",

"OPTASK",

"ITRN",

"ROLE",

"JRNLE",

"MILE",

"MPATH",

"NOTE",

"NTAG",

"PORT",

"PRGM",

"PROJ",

"PRTU",

"RESVT",

"RISK",

"RSKTYP",

"SPAPVR",

"TASK",

"TEAMOB",

"Template",

"TTSK",

"TSHET",

"USER"

]

}

{

"name": "fieldNames",

"type": "select",

"label": "Select fields to map",

"multiple": true,

"validate": false

{

"name": "customForms",

"type": "select",

"label": "Select forms to map",

"multiple": true,

"validate": false

{

"name": "customFormsCollection",

"type": "collection",

"label": "AE Project Brief Details",

"spec": [

{

"name": "DE:Requested By",

"label": "Requested By",

"type": "text",

"options": [],

"dynamic": true,

"multiple": false

{

"name": "DE:Job Number",

"label": "Job Number",

"type": "text",

"options": [],

"dynamic": true,

"multiple": false

{

"name": "DE:Project Overview/Brief",

"label": "Project Overview/Brief",

"type": "text",

"options": [],

"dynamic": true,

"multiple": false

{

"name": "DE:Request Type",

"label": "Request Type",

"type": "text",

"options": [],

"dynamic": true,

"multiple": false

{

"name": "DE:Campaign Name",

"label": "Campaign Name",

"type": "text",

"options": [],

"dynamic": true,

"multiple": false

{

"name": "DE:Audience",

"label": "Audience",

"type": "select",

"dynamic": true,

"multiple": false

{

"name": "DE:Channel",

"label": "Channel",

"type": "select",

"dynamic": true,

"multiple": false

{

"name": "DE:Country",

"label": "Country",

"type": "select",

"dynamic": true,

"multiple": true

{

"name": "DE:Product",

"label": "Product",

"type": "select",

"dynamic": true,

"multiple": false

{

"name": "DE:Fiscal Year",

"label": "Fiscal Year",

"type": "select",

"dynamic": true,

"multiple": false

{

"name": "DE:Who else needs visibility into this request/project?",

"label": "Who else needs visibility into this request/project?",

"type": "text",

"options": [],

"dynamic": true,

"multiple": false

{

"name": "DE:Project Goal",

"label": "Project Goal",

"type": "select",

"dynamic": true,

"multiple": false

{

"name": "DE:Key Objectives & Success Metrics",

"label": "Key Objectives & Success Metrics",

"type": "text",

"options": [],

"dynamic": true,

"multiple": false

{

"name": "DE:Budget",

"label": "Budget",

"type": "text",

"options": [],

"dynamic": true,

"multiple": false

{

"name": "DE:Target Due Date",

"label": "Target Due Date",

"type": "date",

"options": [],

"dynamic": true,

"multiple": false

{

"name": "DE:Region",

"label": "Region",

"type": "select",

"dynamic": true,

"multiple": false

}

]

{

"name": "customFormsCollection",

"type": "collection",

"label": "AE Asset Details",

"spec": [

{

"name": "DE:Product Information - SKU/ID",

"label": "Product Information - SKU/ID",

"type": "text",

"options": [],

"dynamic": true,

"multiple": false

{

"name": "DE:Permission Usage",

"label": "Permission Usage",

"type": "text",

"options": [],

"dynamic": true,

"multiple": false

{

"name": "DE:Approval Status",

"label": "Approval Status",

"type": "select",

"dynamic": true,

"multiple": false

{

"name": "DE:Created By",

"label": "Created By",

"type": "text",

"options": [],

"dynamic": true,

"multiple": false

{

"name": "DE:Target Publishing Date",

"label": "Target Publishing Date",

"type": "date",

"options": [],

"dynamic": true,

"multiple": false

{

"name": "DE:Signed Release Form Available?",

"label": "Signed Release Form Available?",

"type": "select",

"dynamic": true,

"multiple": false

{

"name": "DE:Product",

"label": "Product",

"type": "select",

"dynamic": true,

"multiple": false

{

"name": "DE:Content Type",

"label": "Content Type",

"type": "select",

"dynamic": true,

"multiple": false

{

"name": "DE:Language",

"label": "Language",

"type": "select",

"dynamic": true,

"multiple": false

}

]

}

]

}

{

"id": 37,

"module": "workfront-workfront:createARecord",

"version": 1,

"parameters": {

"__IMTCONN__": 120610

"mapper": {

"tags": [

{

"objID": "{{17.newState.ownerID}}",

"objObjCode": "USER"

}

"objID": "{{17.newState.ID}}",

"noteText": "Asset Details form has been attached and metadata updated.",

"fieldNames": [

"noteObjCode",

"objID",

"noteText",

"tags"

"noteObjCode": "DOCU",

"object_code": "UPDATE"

"metadata": {

"designer": {

"x": 1200,

"y": 0,

"name": "Notify Owner"

"restore": {

"tags": {

"mode": "chose",

"items": [

{

"objObjCode": {

"mode": "chose",

"label": "User"

}

]

"fieldNames": {

"mode": "chose",

"label": [

null,

null

]

"__IMTCONN__": {

"label": "AE Perficient SB-Prod (Autumn Earle | perficientincpartnersandbox.my.workfront.com)"

"customForms": {

"mode": "chose"

"noteObjCode": {

"mode": "chose",

"label": "Document"

"object_code": {

"mode": "chose",

"label": "Update"

}

"parameters": [

{

"name": "__IMTCONN__",

"type": "account",

"label": "Connection",

"required": true

}

"expect": [

{

"name": "object_code",

"type": "select",

"label": "Record Type",

"required": true,

"validate": {

"enum": [

"ARVPRC",

"ASSGN",

"BLIN",

"BILL",

"RATE",

"CMPY",

"DOCU",

"DOCFDR",

"DOCV",

"EXRATE",

"EXPNS",

"EXPTYP",

"GROUP",

"HOUR",

"HOURT",

"OPTASK",

"ITRN",

"ROLE",

"JRNLE",

"MILE",

"MPATH",

"NOTE",

"NTAG",

"PORT",

"PRGM",

"PROJ",

"PRTU",

"RESVT",

"RISK",

"RSKTYP",

"SPAPVR",

"TASK",

"TEAMOB",

"TMPL",

"TTSK",

"TSHET",

"UPDATE",

"USER"

]

}

{

"name": "fieldNames",

"type": "select",

"label": "Select fields to map",

"multiple": true,

"validate": false

{

"name": "customForms",

"type": "select",

"label": "Attach custom form",

"multiple": true,

"validate": false

{

"name": "noteObjCode",

"type": "select",

"label": "Object Type",

"required": true,

"validate": {

"enum": [

"PROJ",

"TASK",

"OPTASK",

"DOCU",

"ITRN",

"PORT",

"PRGM",

"Template",

"TTSK",

"TSHET",

"USER"

]

}

{

"name": "objID",

"type": "text",

"label": "Object ID",

"required": true

{

"name": "noteText",

"type": "text",

"label": "Update Text",

"required": true

{

"name": "tags",

"spec": [

{

"name": "objID",

"type": "text",

"label": "ID",

"required": true

{

"name": "objObjCode",

"type": "select",

"label": "User Or Team",

"options": [

{

"label": "User",

"value": "USER"

{

"label": "Team",

"value": "TEAMOB"

}

"required": true

}

"type": "array",

"label": "Notify"

}

]

}

"metadata": {

"instant": true,

"version": 1,

"scenario": {

"roundtrips": 1,

"maxErrors": 3,

"autoCommit": true,

"autoCommitTriggerLast": true,

"sequential": false,

"confidential": false,

"dataloss": false,

"dlq": false

"designer": {

"orphans": []

"zone": "app.workfrontfusion.com"

}

Common Content Supply Chain FAQ

“Can we make everything bidirectional?”
1. Short answer: You can, but you usually shouldn’t. Pick a system of record per field to avoid overwrites; reserve bidirectional for truly collaborative fields with clear conflict rules.
“How do we handle taxonomy drift between Workfront picklists and AEM tags”
1. Short answer: Govern a single vocabulary and use Fusion to reconcile/transform values (example: slug → tagID) before AEM writes.
“Where should rights/usage data live?”
1. Short answer: Treat rights/usage as administrative metadata in AEM with strong governance; surface a read only view back to Workfront if it informs decisions.
“Is Assets Essentials different for metadata?”
1. Short answer: Essentials supports core metadata capture and smart tagging; governance principles are the same, but advanced schema/tag administration differs.
“How do you prevent bad data at upload?”
1. Short answer: Use Workfront form logic + Fusion validation + AEM required fields; fail fast with helpful errors.

Key takeaways

A robust metadata mapping strategy is essential for effective data organization and governance.
Secure authentication and permissions are critical for maintaining data integrity and security.
Dynamic syncing and automation streamline metadata management and digital operations.
Governance is difficult but necessary.

Mastering metadata management between Workfront and AEM Assets requires strategic planning, collaborative roles, essential documentation, and thoughtful automation. By following these expert strategies, organizations can overcome common challenges, enhance data integrity, and build scalable frameworks for future success.

For ongoing learning and support, connect with experts on LinkedIn or explore resources on Experience League.

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