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Use workflows in the Experience Manager Assets integration

Last update: Thu Nov 09 2023 00:00:00 GMT+0000 (Coordinated Universal Time)

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  • User

A workflow is a set of actions that connect Workfront to Adobe Experience Manager as a Cloud Service. A Workfront administrator can configure workflows in Workfront, then assign them to Project Templates. When a Project is created using a Project Template to which a workflow is assigned, the actions defined in the workflow are triggered.

NOTE
Workflows are available only in an Adobe Experience Manager as a Cloud Service integration. They are not available in integrations with Adobe Experience Manager Assets Essentials.

Access requirements

You must have the following:

Adobe Workfront plan*
Any
Adobe Workfront licenses*
Request or higher
Product

You must have Experience Manager Assets as a Cloud Service or Assets Essentials, and you must be added to the product as a user in the Admin Console.

You must have write access to the repository in Adobe Experience Manager.

Access level configurations*

Edit access to Documents

Note: If you still don't have access, ask your Workfront administrator if they set additional restrictions in your access level. For information on how a Workfront administrator can modify your access level, see Create or modify custom access levels.

Object permissions

Manage access or higher on the project

For information on requesting additional access, see Request access to objects .

Prerequisites

Before you begin,

Add a workflow to a template

You can add a workflow to a project template. The workflow will be applied to any projects created from the template.

  1. Open a template by clicking Templates in the Main Menu, then selecting the template from the list.

  2. Click Experience Manager Assets in the left navigation panel.

    note note
    NOTE
    If the Experience Manager Assets section is not visible in the left navigation, your Workfront administrator has not enabled workflows for your organization.

  3. In the Select an integration for automated workflows field, select the integration with the workflows you want to use for projects created from this template.

  4. (Optional) Edit any workflow values that you want to apply to projects created from this template.

    For instructions on specific workflows, see Edit workflow values in a project in this article.

    Only workflows that have been activated in the Experience Manager area of Setup are available in templates or projects.

  5. Your changes save automatically.

Add a workflow to a project

You can add a workflow when creating a project, or add a workflow to an existing project. In both cases, you will use a project template to add the workflow.

Add a workflow when creating a project

  1. Begin creating a project.

    For instructions, see Create a project using a template.

  2. When selecting a template for the project, select the template that contains the workflows you want to use for this project.

  3. (Optional) Edit any workflow values for the project, as described in Edit workflow values in a project.

    Only workflows that have been activated in the Experience Manager area of Setup are available in templates or projects.

Add a workflow to an existing project

  1. Begin adding a template to the project.

    For instructions, see Attach a template to a project.

  2. When selecting a template for the project, select the template that contains the workflows you want to use for this project.

  3. (Optional) Edit any workflow values for the project, as described in Edit workflow values in a project.

    Only workflows that have been activated in the Experience Manager area of Setup are available in templates or projects.

Edit workflow values in a project

You can edit workflow values on the project level. Project-level workflow values override values set on the project template, which override the default values set in the Adobe Experience Manager Assets integration.

All workflow values can be found in:

  • The Workflows section of the Create project or Edit project window.

  • The Adobe Experience Manager section of the left navigation.

    note note
    NOTE
    If these areas are not visible, your Workfront administrator has not enabled Workflows for your organization.

Linked folders

To edit the workflow for linked folders:

  1. Toggle Create Linked folder on or off as desired.

  2. (Conditional) If you are enabling linked folders, choose a folder path to indicate where you want all linked folders associated with this integration.

  3. Click Save if you are using the Create Project or Edit project window.

    Or

    If you are in the Adobe Experience Manager area, your changes save automatically.

Publishing assets

To edit the workflow for publishing assets:

  1. Toggle Publish assets automatically on or off as desired.

  2. (Conditional) If you are enabling publishing, select whether you want to publish to the publish service, the brand portal, or both.

  3. Click Save if you are using the Create Project or Edit project window.

    Or

    If you are in the Adobe Experience Manager area, your changes save automatically.

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