W o r k f r o nt T oo ls for A E M · 2019. 10. 11. · W o r k f r o nt T oo ls for A E M...

Workfront Tools for AEM Installation guide

1 - Prerequisites

Workfront Tools for AEM should be installed on AEM 6.4 or greater with ACS AEM Commons. In the case of not having ACS AEM Commons, it will be necessary to create system users manually (see step 4).

Before installing Workfront Tools for AEM, you should check that none of the following paths already exist on your AEM instance because installation will overwrite all files in these paths.

● /apps/dam/gui/coral/components/admin/schemaforms/formbuilder ● /apps/dam/gui/coral/components/admin/folderschemaforms/formbuilder ● /apps/dam/gui/content/foldermetadataschemaeditor

2 - Installation 1. The connector will be available for download from the creator, Hoodoo Digital. The format will be a

zip file. 2. Once the file is downloaded, log in to your AEM environment and navigate to Tools → Deployment

→ Packages.

3. Upon clicking Packages you will be taken to the CRX Package Manager. 4. Click the Upload Package button at the top of the screen. This will bring up an operating system

prompt for your computer that will allow you to browse to the location where the ZIP FILE is at. 5. Select it and then the package will appear in the main list of other packages.

Connector for AEM ~ Installation guide

6. Click the Install button to begin the installation process. 7. Once the installation has been completed then you can close out the CRX Package Manager

window.

To complete the setup process you will need to work with Hoodoo Digital to get all the necessary configurations in place. These may be different for each user based on your company's security and other setups.

To arrange an installation session please contact Hoodoo Digital: [email protected] or (801) 896-9667.

3 - Externalizer

Check that “Day CQ Link Externalizer” has been set properly. Day CQ Link Externalizer configuration can be found on AEM’s Web Console Configuration (<aem-server>/system/console/configMgr). Check that “author” domain is set to your AEM’s author instance domain.


4 - System User Configuration

Workfront service user creation is added to Workfront Tools using ACS AEM Commons - Ensure Service User (https://adobe-consulting-services.github.io/acs-aem-commons/features/ensure-service-users/index.html)

This means that it is not necessary to create the user manually if your AEM instance has ACS AEM Commons installed. If your AEM instance has ACS AEM Commons installed, you should check that “workfront-tools” service user has been correctly created. Search for “workfront-tools” user on “AEM Security | Permissions” menu (<aem-server>/security/permissions.html/principal/workfront-tools) and check the users’ permissions.

"workfront-tools" user should have:

● Read access to /conf/workfront-tools ● Read, modify, create and delete permissions to /content/dam ● Read permission to /conf/global/settings/dam/adminui-extension ● Read permission to /libs/dam/content/schemaeditors/forms


https://adobe-consulting-services.github.io/acs-aem-commons/features/ensure-service-users/index.html

How to create "workfront-tools" user manually If your AEM instance doesn’t have ACS AEM Commons installed, you should create “workfront-tools” system user manually. Click on “User Administration” on “CRX Explorer” menu (<aem-server>/crx/explorer/index.jsp). Click on “Create System User”, enter “workfront-tools” as the system user’s ID and click on the green tick on the right hand side, then click on “Close”.

Search for “workfront-tools” user on “AEM Security | Permissions” menu (<aem-server>/security/permissions.html/principal/workfront-tools) and add the permissions described above.

"Workfront Connection" dialog will automatically open. Enter your workfront domain, a valid workfront admin user and password. Click on "Connect to Workfront".

If the connection was successful, you will see a green "success" message. Copy "AEM API Key", this key will be configured in Workfront in the next step.

5 - Cloud Services - Connection configuration

To create "Workfront Tools" Cloud Services configuration, from "AEM Start" page (<aem-server>/aem/start.html), click on "Tools", then "Cloud Services" on the left panel and click on "Workfront Tools Configuration".

With "workfront-tools" selected on the left panel, click on "Create" button on the top right corner.


"Workfront Connection" dialog will automatically open. Enter your workfront domain, a valid workfront admin user and password. Click on "Connect to Workfront".

If the connection was successful, you will see a green "success" message. Copy "AEM API Key", this key will be configured in Workfront in the next step.


6 - Workfront Custom Integration Configuration

Create a new “Custom Integration” on Workfront. To do so, click on “Setup” located on the top navigation, select “Documents” on the left hand panel and click on “Custom Integration”. Click on “Add Custom Integration” and fill in the fields with the information found in the following table.

Name The name that identifies this connection

Base API URL <aem-server>/bin/workfront-tools

Authentication Type ApiKey

API Key The API Key provided by AEM in the previous step

Authorize the new Document Provider by following these steps:

1. Open “Documents” tab on a Workfront project. 2. Click on “Add Document” dropdown and select “From <document-provider-name>” (From AEM

Cloud in the case of the above example). 3. You will see the list of AEM DAM assets/folders. This means that the connection from Workfront to

AEM was successful.

7 - Cloud Services - Event Subscriptions configuration

Event subscriptions are used to notify AEM of events that take place in Workfront. There are two Workfront Tools features that need event subscriptions in order to work, these are:

● Automatic creation of project linked folders. ● Synchronization of changes in Workfront document custom form values to AEM asset metadata.


If you plan to use either of these two features, then you should enable Event subscriptions, to do so:

1. Edit "Workfront Tools" Cloud Services configuration you created in step 5 and click on "Event Subscriptions" tab.

2. Select the "Workfront Custom Integration" you created in section 6. 3. Click on "Enable Workfront Event Subscriptions".

8 - Cloud Services - Advanced configuration Advanced configuration tab in the cloud services will allow you to enable some optional Workfront Tools features. These are:

● AEM API Endpoint Domain:

If Workfront should access AEM using a different domain than the one in author configuration of “Day CQ Link Externalizer” from section 3, then you should specify said domain in "AEM API Endpoint Domain" field, otherwise leave it empty.

● Access DAM through API endpoints:

This option will enable access to AEM assets through API endpoints. Otherwise, assets will be accessed directly through /content/dam/... paths.

● Store assets with the same name as versions of the existing asset:

This option will enable storing assets uploaded with the same name and to the same location as a version of the existing asset. Otherwise, a new asset will be created with a different name (ex: asset-name1.pdf)

● Update asset metadata when creating a new version:

This option will enable updating assets metadata whenever a new version of the asset is created. Otherwise, the asset will keep the metadata it had before creating the new version.


● Subscribe to document update events to update AEM asset metadata:

This option will subscribe to workfront document update events. Whenever an update event is received for an asset within a linked folder, the asset's metadata in AEM will be updated with the document and project custom form fields.

9 - Cloud Services - Project linked folders configuration Automatic project linked folders feature has the capability of automatically creating a linked folder for each new project that is created in Workfront that meets certain requirements.

Project Linked Folders configuration tab in the cloud services will allow you to enable and customize this feature. Customization options are:

● Project status:

The status the workfront project has to be set to in order to create the linked folder.

● Linked folder parent path:

The parent path under which linked folders should be created. If left empty, linked folders will be created under /content/dam.

● Linked folder structure:

Workfront fields that will be used in order to create the structure of project linked folders. Field names should be separated by a comma. Fields can include: project custom form fields, Portfolio, Program, Year, Name and/or "Literal String Value". Example: Portfolio,Program,Name,"Deliverables".

● Build linked folder title in Workfront using the folder structure names:

This option will display the linked folder's title in Workfront using its structure. Example: Portfolio-Program-Name-Deliverables. If this option is not checked, then the folder's title in Workfront will be the title of the last folder in the structure.

● Sub-folders:


List of folder names that should be created as sub-folders of the linked folder.

● Create linked folder in project with portfolio:

List of Portfolios that the project has to belong to in order to create the linked folder. Leave this list empty to create the linked folder for all project portfolio.

10 - Metadata schemas configuration Metadata mapping between Workfront Documents and AEM Assets is defined within AEM Metadata Schemas. Metadata Schemas should be created and configured as usual in AEM. Workfront Tools adds an autocomplete dropdown to the “Settings” configuration tab of each metadata schema form field. This autocomplete dropdown will allow you to specify to which Workfront field each AEM property should be mapped to.

Follow these steps to configure the mappings:

1. Navigate to Tools → Assets → Metadata Schemas.


2. Select the metadata schema form you wish to edit and click “Edit”.

3. Select the metadata schema form field you wish to edit and select “Settings” tab on the right panel. 4. In “Workfront Custom Form Field” select the name of the Workfront custom form field that you

wish to map to the selected AEM property.


11 - Folder metadata schemas configuration Metadata mapping between Workfront Projects and AEM Folders is defined within AEM Folder Metadata Schemas. Folder Metadata Schemas should be created and configured as usual in AEM. Workfront Tools adds an autocomplete dropdown to the “Settings” configuration tab of each folder metadata schema form field. This autocomplete dropdown will allow you to specify to which Workfront field each AEM folder property should be mapped to.

Follow these steps to configure the mappings:

1. Navigate to Tools → Assets → Folder Metadata Schemas.

2. Select the folder metadata schema form you wish to edit and click “Edit”.


3. Select the folder metadata schema form field you wish to edit and select “Settings” tab on the right panel.

4. In “Mapped from Workfront Field” select the name of the Workfront field that you wish to map to the selected AEM folder property.

12 - Workflow steps configuration Workfront Tools provides 6 configurable workflow steps that can be integrated into any AEM workflow model in order to perform actions in Workfront. These 6 steps are:

● Workfront - Assign:


This workflow step will allow a user to assign objects in Workfront. The Workfront artifact this step affects will be looked up using a relative path from the payload.

● Workfront - Attach custom form:

This workflow step will allow a user to attach a custom form to a Workfront artifact. The Workfront artifact this step affects will be looked up using a relative path from the payload.

● Workfront - Create Issue:


This workflow step will allow a user to create a Workfront issue in a project. The Workfront project this step affects will be looked up using a relative path from the payload. The issue name is determined from the payload's jcr:title property.

● Workfront - Create Task:

This workflow step will allow a user to create a Workfront task in a project. The Workfront project this step affects will be looked up using a relative path from the payload.The task name is determined from the payload's jcr:title property.

● Workfront - Map Property:


This workflow step will allow a user to map a property to a Workfront custom form on a project, task, issue, or document. The Workfront artifact this step affects will be looked up using a relative path from the payload. Which properties to map are controlled within the steps dialog configuration.

● Workfront - Set Status:

This workflow step will allow a user to set Workfront statuses on Projects, Tasks, and Issues. The Workfront artifact this step affects will be looked up using a relative path from the payload.The status is statically defined in the dialog configuration.


W o r k f r o nt T oo ls for A E M · 2019. 10. 11. · W o r k f r o nt T oo ls for A E M...

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