[Workfront AMA] Ask Me Anything about Workfront System Smarts & Strategic Starts | Community
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kautuk_sahni
Employee
September 22, 2025

[Workfront AMA] Ask Me Anything about Workfront System Smarts & Strategic Starts

  • September 22, 2025
  • 32 replies
  • 12314 views

Event Concluded, thanks for attending!

We’re back with another Ask Me Anything (AMA)!✨

Mark your calendars for Wednesday, October 29th, 2025, from 9 AM – 10 AM PDT and join us for a text-only AMA session right here in the Community.

This time, we’ll be joined by @moniqueevans and @kierstenkollins from Customer Side & @nicholevargas@cynthiaboon, and @lesliespier from Adobe, who will answer your questions about managing Adobe Workfront—covering everything from day-to-day tasks that keep your system clean and efficient to strategic planning for future enhancementsReporting, Adoption, System Maintenance, Notifications, Governance, Ongoing Management of New Ideas (roadmapping) and Custom Forms. 

Whether you’re a system admin, a power user, or just getting started with Workfront, this AMA is your opportunity to learn practical tips and gain insights from experienced practitioners who have successfully guided organizations through both tactical and long-term Workfront success.

🔹 Event Title: [Workfront AMA] Ask Me Anything about Workfront System Smarts & Strategic Starts
🔹 Date & Time: Wednesday, October 29th, 2025 | 9 AM – 10 AM PDT
🔹 Customer Speakers: Monique Evans & Kiersten Kollins

🔹 Adobe Speakers: Nichole Vargas, Leslie Spier & Cynthia Boon

🔹 Adobe Host: Kautuk Sahni

💡Topics you might want to explore:

  • Best practices for maintaining a clean and efficient Workfront system
  • Common pitfalls admins face (and how to avoid them)
  • How to balance immediate fixes with long-term planning
  • Tips for rolling out enhancements without disrupting existing processes
  • Proven strategies for aligning Workfront with organizational goals.

❓Not sure what to ask? Here are some sample questions to spark ideas:

  • How often should I conduct a system health check?
  • What’s the best way to manage custom fields and forms over time?
  • How do I know when it’s time to reconfigure or redesign parts of my Workfront setup?
  • What’s one thing you wish every admin did regularly that would save headaches later?
  • How do you organize a roadmap and strategically plan for leadership to understand?

👥 Who will benefit most from this AMA?

  • System Administrators are looking to keep their environments running smoothly.
  • Power Users who want to balance tactical fixes with strategic improvements.
  • New Workfront Users are eager to learn best practices from experienced practitioners.
  • Project Managers & Leaders seeking strategies to align Workfront with organizational goals.

📝Guidelines and Requirements to Participate 

This text-only AMA will take place as a discussion post here in the Workfront Community. If you can’t join live, don’t worry—you can post your question in this thread ahead of time! During the event, remember to refresh the page frequently so you don’t miss new answers from our experts or follow-up comments.

To ask our experts a question:

  • Your post should be related to managing Adobe Workfront; this includes both day-to-day system practices and longer-term strategic planning.
  • You must be signed into the Workfront Community and submit your question before or during the live 1-hour session on Wednesday, October 29, 2025, between 9:00 AM – 10:00 AM PDT. (You don’t need to log in if you aren’t submitting a question or comment.)

  • For maximum visibility, please tag our experts Monique Evans and Kiersten Kollins in your post using the format “@username.”

Reminder: All AMAs are TEXT-ONLY—there’s no webinar, video call, or recording. All questions and answers will happen right here in this thread.

👉 Pro Tip: Post your questions early so our speakers can prioritize them during the live session!

32 replies

New Participant
October 29, 2025

Is it possible when updating the project status i.e. 'Cancelled', it updates the tasks (inc NEW tasks) to match the project status? Would this be a Fusion query?

CynthiaBoon
Employee
October 29, 2025

Hello!  It is possible, but you're correct, to have this automated, you would need Fusion.  There is a Fusion template that is along those lines to give you an idea of how it could work, but that's definitely a scenario that customers have built in the past.

 

https://experienceleague.adobe.com/en/docs/workfront-fusion/using/create-and-manage-templates/currently-available-fusion-templates 

 

LindsayO
New Participant
October 29, 2025

Our teams are using a lot of external grids to keep track of our projects and their own teams' milestone tasks (that they identified). Instead of external grids - I'd like to build a report in Workfront so that these are in real time and not manually updated by the teams. 

Here's the report design I'm trying to mimic:

Column 1 --> Column 2 -------------------------------------------------------> Column 3

Project A --> Current Upcoming Task [Assigned to specific team] --> list of previous [specific set of tasks] completed 

 

These tasks are not predecessors but they are identified by a custom field. Is there any way to create a custom column that pulls in the list for "custom field X is not blank AND is complete"?

 

I'm working with the textmode below but would like to replace Predecessor with my custom field. Any suggestions?

displayname=Predecessor(s)
listdelimiter=<br>
listmethod=nested(predecessors).lists
type=iterate
valueexpression=CONCAT("(✅: ",{predecessor}.{name}," - ",{predecessor}.{assignedTo}.{name}," - ",{predecessor}.{plannedCompletionDate})
valueformat=HTML

Employee
October 29, 2025

This might take me a minute, but it should be possible using the task collection vs predecessors! 

Employee
October 29, 2025

@lindsayo This should work for you, although you'll want to swap out the text "Name of Custom Field" with the name of your actual custom field. 

displayname=Previously Completed Task(s) listdelimiter=<br> listmethod=nested(tasks).lists type=iterate valueexpression=IF(!ISBLANK({DE:Name of Custom Field})&&{status}="CPL",CONCAT("✅: ",{name}," - ",{assignedTo}.{name}," - ",{plannedCompletionDate})) valueformat=HTML

 

New Participant
October 29, 2025

One issue that I have seen with Workfront is the functionality of groups/teams. We experimented with creating teams of people based on specific brands in a hope of speeding up the process of assigning tasks on a project. The problem came when the task would not show up on anyone's "My Task" list on the home screen and would only show up on "My Work" or "Team Requests". Is this a bug or a feature? I think if someone claimed the task it would show on theirs and disappear for everyone else, however that would not work for us with how we operate.

New Participant
October 29, 2025

I would expand this to include the Priorities page - when a team is assigned that a user is a member of, this does not show up in the Priorities list for a user. 

New Participant
October 29, 2025

What are some prime use cases for utilizing POST or PUT methods in External Lookup Fields? The documentation notes "This will mostly likely be Get.", but I'm wondering what is possible with the other two as they are available methods.

 

New Participant
October 29, 2025

Once a request is converted to a proeject the original request is deleted. I have checked the preferences and the box is ticked to keep the original request. Is there anywhere else that this could be managed?
Is there a way in which the request can be 'locked' rather than deleted?

CynthiaBoon
Employee
October 29, 2025

Hey there!  This definitely seems like a potential Support ticket.  The only thing that might be worth checking is to make sure that your users aren't deleting the issues after the project is created.  If not, definitely open that ticket! 

New Participant
October 29, 2025

Hi Cynthia,

 

I'm more curious about the last part of AWoody's post - "Is there a way in which the request can be 'locked' rather than deleted?"

 

I like to keep the requests instead of deleting them, but some infrequent users use them (instead of the resolved projects) to send updates, muddying the communication path.

 

Thanks.

New Participant
October 29, 2025

I’m looking for guidance on how to best use Milestone Paths in Workfront. Right now, our project phases aren’t set up as Milestones, which makes it difficult to report on phase progress or determine if projects are On Target, At Risk, or In Trouble.

A few questions:

  • How should Milestone Paths be structured in templates to accurately track by phase?

  • Any recommended dashboards or reports that highlight project health using Milestone Paths?

  • Can Milestone Paths update automatically when due dates shift (e.g., due to PTO or resource changes)?

  • Can Milestone Paths be used to track multiple projects?

Would appreciate any best practices or examples from your experience.

Thanks!

CynthiaBoon
Employee
October 29, 2025

Hello! I love using Milestone Paths for Reporting - mainly to create an easy to understand picture of where all of the in-flight projects are. The main piece of advice that I would give is to create milestone path phases general enough that they can apply to a large group of projects, so that you're comparing "apples to apples." One of the challenges with Workfront and Project Management in general is that sometimes everyone is using a different word or description for the same effort, so Milestones can give you a mechanism for consistency.
Now, the drawback is that you can only assign one Milestone Path per project, and can only use one Phase once. (So for examples, so you had two tasks that could technically fall under a Phase 1-Planning milestone, you have to pick just one to represent that phase. If that's the case, this might require you to rethink your Project Templates a bit.)
In terms of a Dashboard, I would build a specific report for each Milestone Path you are using. I had a General one, then I had one for IT/Development Projects, and then one for more Marketing/Creative Projects. So I'd create three reports, filter to the applicable projects, and then Leadership could focus on the ones that were most meaningful to them.
For the record though - Milestones didn't always communicate everything I needed, so sometimes I would tag Projects with a specific Custom Form, that had more nuanced fields - specific to the business units, strategic initiatives, timeframes (custom quarters), etc.- but this includes a specific Project Condition that was more meaningful to our org and that the PMs could manually set depending on what was going on with the projects. Having those reports on the dashboard filtered to those nuances really helped communicate a clearer message of the statuses of the phases and the projects.
I talked a little bit about this in a short video, so hopefully this helps a bit!
🎬 [VIDEO] Top 3 – How to get started with Milestones 

CynthiaBoon
Employee
October 29, 2025

I also meant to share this!  It's an older event, but it's got some great tips around Milestone Paths, just in case.

Webinar | System Admin Essentials: Foundations of Project Templates (May 17, 2023) 

New Participant
October 28, 2025

I see Workfront has an AI Assistant button at the top, I'm wondering if we could use the AI Assistant using prompts to create a specific report? Or will the AI Assistant support the creation of reports and dashboards?

Thanks!

MoniqueEvans
New Participant
October 29, 2025

Reporting AI is not yet available but it has come up in every Beta meeting I was in earlier this year so just know the Product team knows how much we'd love to see this. Hopefully we hear something more at Summit. But in the meantime I'm so glad we can use the Assistant to generate and refine formulas for calculated custom fields.

 

Here's some more details on that: https://experienceleague.adobe.com/en/docs/workfront/using/basics/ai-assistant/ai-assistant-overview

New Participant
October 28, 2025

Not sure if this could potentially be covered, but I would love for there to be a bit more customization on the home screen widgets. Specifically, if we could add the description field to "My Tasks" it could prove very helpful.

MoniqueEvans
New Participant
October 29, 2025

Corey you are not alone in wanting some more customization to Home. I'm hoping that more is coming with the 2026 release updates and if you post an Idea I will up vote it and share it with everyone I know to get more votes.

BrittanyGarrett
New Participant
October 28, 2025

I'd like to know more about a few things: 

 

  • How to use conditional rules for reporting
  • Milestones
  • Wildcards
  • Text mode and how to get started
  • Predecessors and dependency loops (I keep creating them but want to know how to avoid this)
LeslieSpier
Employee
October 29, 2025

Hey @brittanygarrett ! These are all fabulous areas to get to know in Workfront! I'll drop some resources here. My team also hosts a ton of free events every month (I would make sure to attend the Admin 101 sessions - we repeat them quarterly and there's one specifically on reporting) - be sure to check out the Experience League Events Page.

 

Hopefully that helps!

New Participant
October 27, 2025

We are looking to enhance our calculations in our Workfront reporting as we have an ask to provide further breakdown and aggregated date on our current calcuations. I know that adding calculations to already calculated fields in Workfront has been discouraged due to the calculated fields breaking some times when updates are pushed to Workfront. Is there any other way that we can build out our additonal calculated reporting needs in Workfront or will there be any enhancement in the future that will allow us to build out more calculations in Workfront? We are currently looking at other resources to supplement this ask but would prefer to work solely in Workfront if we are able.

MoniqueEvans
New Participant
October 29, 2025

I've never heard this being an issue. I've had calculated fields for a decade and never once has a Workfront update broken one. Maybe you are thinking of when you update the field in the form builder and tell it to recalculate the expression, but that also shouldn't break anything. I highly recommend continuing the course of making calculated fields that use other calculated fields.

KierstenKollins
New Participant
October 29, 2025

In my 7 years of using calculated fields, we did not run into any issues with calculated fields when release updates were deployed. I agree with Monique to go for it and build what you need for your teams. Calculated fields are a game changer for teams and workflows.