Community Manager

[WORKFRONT COFFEE BREAK] Wednesday, May 29th at 8am PT: Best Practices for the Adobe Business Platform Migration

Forum|Forum|1 year ago
April 26, 2024
13 replies
10106 views

Join Technical Support Engineers McKay White (@mckaywh) and Rexx Madsen (@rexxma) on Wednesday, May 29th at 8am PT for a 1-hour text-only event on the Adobe Business Platform. Be sure to RSVP on the right for event reminders on the day of the event!

Because this Coffee Break is a bit more technical than usual Q&A chats, we want to make sure that responses are meaningful and relative to your specific use case. Please include the following pieces of information with your question, if available:

Details of your SSO configuration
Your organization’s Admin Console setup (ex: if you already have an Admin Console)
Any applicable integrations (ex: an integration with Workday to provision new users)

Interested in learning more about the migration and next steps? Check out the on-demand event, Migrating to the Adobe Business Platform, that was hosted on April 23.

To help shape the conversation, here are some topics and questions to consider:

Are all customers going to be migrated to the Adobe Business Platform, or just a select few? How do we find out if, and when, we are scheduled to migrate?
How do I add or delete users in Workfront once we have migrated? Is it a different process than what I’m currently doing now?
How does this migration affect integrations, Fusion, or any other automations we have set up in our Workfront instance?
Are my SSO configurations impacted? Will users need to change the way they login?

Note: If you cannot make the live Q&A, that’s okay! Feel free to ask your questions now in the Community thread below, as this will give our experts more time to prepare and research answers. Your question will be answered in the order that it was received.

HOW TO PARTICIPATE

All content pertaining to this Coffee Break topic (Adobe Business Platform/Admin Console) will occur solely on this thread. There will be NO live webinar link or recorded video call.
To provide more meaningful answers regarding your specific environment, please consider including some additional information, including:
- Details of your SSO Configuration
- Your organization’s Admin Console setup (example: if you already have an Admin Console)
- Any applicable integrations (example: an integration with Workday to provision new users)
Add your questions below by commenting on this thread: · Begin your question with one of our hosts' Community Usernames: @mckaywh and @rexxma
During the live session, be sure to refresh the Coffee Break page periodically to catch new questions and responses. You can respond at any time to:
- Clarify your questions
- Ask follow-up questions and provide additional details
- View Questions posted by your Community peers and upvote or comment on replies that you find interesting
- Discuss further with your Workfront Community peers
To disable email notifications for this thread, click the Options menu on the top right and select "Unfollow the conversation." This will prevent notifications from being sent to your email every time there is a new reply to the thread or comment.

Workfront

jon_chenAuthor

Community Manager

The Coffee Break is now OVER. Thanks for attending, asking your questions, and a big shoutout to @rexxma and @mckaywh for standing in as our Adobe Business Platform migration experts! Be sure to stay tuned for future Coffee Breaks on the Workfront Community.

ChristinaJay

New Participant

Jon - is there a recording of this anywhere that can be watched?

Thanks!

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NicholeVargas

Employee

@christinajay Community Coffee Breaks (Ask Me Anything) are text-only so there is no video. Think of these events as a Reddit-style thread where you ask questions and during the 1-hour window in which the event is "live," experts will answer in the order in which they were submitted. Hope that helps to clarify things!

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lmcintron

New Participant

We don't use the Workfront email option when a new user is setup in Workfront. How do I assign a password to an external user that I have added to Workfront?

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McKayWh

Employee

When the user is migrated to the admin console (or when you add a new external user) they will receive an email from Adobe with a link to finish setting up their profile and set a password. Admins will no longer set passwords for users - users will set their own passwords.

Y

YinMe

New Participant

Our internal users will use SSO. Are they going to receive this email when we migrate them to the admin console? If so, it will be confusing to the users.

E

EmmaG13

New Participant

@mckaywh @rexxma

I just wanted to check. If we continue to have SS) on Workfront - that you can access Workfront without having been added into the Admin Console.

We have a set number of licenses for the users that are Project Owners / Team Members - these people will be added into the Admin Console.

However anyone across the organisation can access the system using SSO to put in a request.

I want to check that this will still be the case, i.e. To put in a request you do not need to first be added into the Admin Console (I note your comment regarding bi-directional).

Thank You

Emma

M

McKayWh

Employee

In order to access Workfront, a user must first be assigned to the Workfront product profile in the Admin Console. If you want users to get added to Workfront automatically, you'd need to set up something like AD Sync or a UMAPI integration in the Admin Console as Rexx mentioned in an earlier thread here.

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EmmaG13

New Participant

Thank you

JanaMB

New Participant

@mckaywh @rexxma We just had our preview environment migrated to our org's current instance of Admin Console last week. We use SSO for both Admin Console and Workfront. On the WF side, if our users are not currently in the system, it automatically adds them. It is working fine for the admins that were added last week to Admin Console manually; however, when a non-admin user tries to login they have no access to Workfront even though they are a current user of workfront. Do they need to be added to Admin Console as a Workfront user first manually or is there an automated way to make this happen for new users? Is there a way to migrate current Workfront users to Admin Console?

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RexxMa

Employee

Your migration specialist can migrate users from WF into that Admin Console. You will just want to let them know you want to do that and for which environments.
Users do have to be added to the WF environment inside of the console before they can access WF. If you are looking for a way to automate this and get a Auo-provisioning like functionality that exists in WF you can setup AD Sync/ UMAPI in the AC to accomplish this. If you need assistance in setting this up you will submit a case with the AC team.

Documentation for AD Sync/UMAPI https://helpx.adobe.com/enterprise/using/user-sync.html

JanaMB

New Participant

Thank you that helps. What about users who are external and can't authenticate using the AC SSO that's currently set up? Will I need to add them manually to AC and assign WF to them?

D

DerrickPo

New Participant

@McKayWh @RexxMa

Our institution already has an existing Admin Console that we'll be migrating to. Does our Workfront SSO configuration need to match the Admin Console SSO configuration? Our concern is that the Admin Console SSO is set up to pass a different university ID from the one we use for Workfront SSO (in the Federation ID user field).

Thank you!

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RexxMa

Employee

The WF SSO configuration will be going away and the AC SSO config will be the new way authentication is handled. You will want to setup that configuration to work with your orginizational needs. You can have more than one SSO configuration in the console but you can only have 1 configuration per claimed domain.

For example I can have an SSO configuration setup for @61380.com users and then a different SSO configuration for @workfront-1.com users.
IF you are not using different domains then users will need to be updated based on what configuration the AC is using.

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jlankenau

New Participant

We have a Fusion integration with Workday. This scenario uses a Fusion Automation Bot user account to add new users to Workfront when they are added to a certain cost center in Workday.

I want to confirm the new user provisioning between Workfront and the Admin Console is bi-directional. If this Fusion bot account adds a new user in Workfront, will that new user also be added in the Admin Console?

I've had our Adobe product owner at our company add the Fusion Bot user as an admin in the console, I just want to ensure no updates to our Fusion scenario will be necessary to accommodate this migration.

Thanks!

M

McKayWh

Employee

Ultimately this is something you should make sure you test in a Sandbox environment and ensure it's working before you complete your Production migration, but I would expect you'll need to make some changes in this case.

The sync between Workfront and the Admin Console is bi-directional, but for that to work the user has to have an active IMS session, which a bot account connecting to the Workfront API won't have - so the bot account can't create a user in the Admin Console this way.

I suspect you will need to update your Fusion scenario to connect to our User Management API (https://adobe-apiplatform.github.io/umapi-documentation/en/UM_Authentication.html) and create the user in the Admin Console first, which you can then assign to Workfront and then use the Workfront modules to update any user details needed after they've been created.

jon_chenAuthor

Community Manager

The Coffee Break is now LIVE. Ask your questions about the Adobe Business Platform migration here - our experts will be on this thread for the next hour.

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Maribeth_Foley

New Participant

@McKayWh @RexxMa

Q: How can I tell if a user has another profile for Adobe (with the same email address)? Scenario: developer has two profiles - the one I created 5 years ago for Workfront (and we migrated to Console 5/15). And another (through who I'm guessing is another Adobe Admin in our company who issues the Creative Suite licenses). How would I know this? I learned about it last week because she sent me a snapshot of both profiles from her perspective. Thanks!

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McKayWh

Employee

There is no way to see this info from your side, but you can contact our support team if you ever have a specific need to track this kind of information down across multiple Admin Consoles across your org.

S

Stacey_Robertson

New Participant

@mckaywh @rexxma

We just had our fusion instance and all sandbox/preview environments migrated to Admin Console on Friday. We have an integration with Salesforce and Workfront. When a design request is entered in Salesforce, they can add contacts to that request. If those contacts are not currently in Workfront, our integration adds the user to Workfront. Do they need to be added to Admin Console first and is there a delay between the time they are added there and the time they would appear in Workfront to complete the set-up of their profile? What is the best way to make this user autoprovisioning happen in the new model? Currently, there is no admin intervention needed in this user setup and we would like to make this seamless for our admins going forward.

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RexxMa

Employee

You can still add users to WF through the API. When this is done the user needs a System Admin approval before they can be activated in WF and pushed to the AC.

You can also use the Admin Consoles UMAPI functionality to add users to the AC and assign the WF product. This does not require system admin approval and would only take a few minutes for the user to be added to the WF product. You would need to contact the AC team if you need assistance in setting that up.

S

Stacey_Robertson

New Participant

@mckaywh @rexxma

We just had our fusion instance and all sandbox/preview environments migrated to Admin Console on Friday. Yesterday none of the admins could log into Fusion as we had not been assigned to that product. That issue has now been resolved. Everything seems to be functioning in Fusion today. Support mentioned that webhooks or connections could no longer use a name/password combination to log into another source for our integrations. I inherited the instance, so I'm not sure how those were originally set up. Is there a way I can tell in Fusion if they use a name/login to connect? Our big integration is with Salesforce, but we also use Office 365.

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RexxMa

Employee

The username/password authenitcation only applies to WF modules. Existing connections will continue to work however, when setting up new connections you will not be able to authenticate with a WF username/password.

If you need to setup a new connection I recommend logging into WF first as the user you want to establish the connection through. Once logged into WF access Fusion and create the connect. This will recognize the active WF session and take care of all other authentication needs automatically.

If you do not use the above method, you will be prompted to sign into WF through the admin console while creating the connection. Enter in the AC credentials for the use you want to establish the connection through.

Once created the connection holds the credentials so you will not need to authenticate again.

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