[Event Follow-Up] Workfront Planning Global Record Types Explained: When, Why, and How to Use Them – May 28, 2026 | Community
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CynthiaBoon
Adobe Employee
CynthiaBoonAdobe Employee
Adobe Employee
May 28, 2026

[Event Follow-Up] Workfront Planning Global Record Types Explained: When, Why, and How to Use Them – May 28, 2026

  • May 28, 2026
  • 2 replies
  • 141 views

Join Senior Product Manager, ​@LilitM  for this deep dive into one of the most impactful innovations in Workfront Planning: Global Record Types. This session walks through how global record types enable you to standardize key data structures across workspaces while still supporting the unique needs of individual teams. 

If you weren’t able to attend live — or want to revisit any part of the session — you can access everything below: 

One of the requests we discussed was gaining access to the companion spreadsheets that support the Adobe Summit - Marketing Planning and Metadata Strategy Lab. We’ve attached them as links below:

As Lilit mentioned during the session, we’d love to keep the conversation going here in the community. 

  • What questions do you still have? 
  • Are there any use cases you'd like to explore further? 
  • What features are you most excited about? 

Drop your thoughts, follow-up questions, or takeaways below and feel free to connect with others who attended! 

Thank you for being part of the community and be sure to register for more upcoming events!  

 

    2 replies

    skyehansen
    Community Advisor and Adobe Champion
    skyehansenCommunity Advisor and Adobe Champion
    May 29, 2026

    In Lilit’s slides, on page 12, can you go into a little more detail about what the expected behavior of the records in each workspace is/are, please? (I am also trying to test it myself and having a terrible time as I’m an admin.) I will first go ahead and speak to an admin’s experience.

    1. I can see all records in all workspaces
    2. I can edit all records in all workspaces

    You can see the same behavior on minute 19:50 as Lilit demonstrates in the Media and PR space… my guess is that Jane is also an admin so ends up being able to see all records in the secondary workspace. 

    I’ll be testing tomorrow morning in a sandbox where I can assign some lower access level users to my test workspaces, but would love to have a list of expected behavior so I know what to… expect! 

    • in each secondary workspace, can users not SEE any other records because they cannot see any other workspaces? So if I am a member of the social team and the media PR team, can I expect to see both sets of records no matter what workspace I am in?
    • if bullet 1 is yes -- in each secondary workspace, if I see other records, is my ability to edit them based on my permissions of the workspace I am in? So if I have write permissions in the social space and view permissions in the media space, it means I can only edit social records even though I can see both sets of records?
    • in the primary workspace, is the expectation that the records I see are read only, meaning cannot be edited? If yes, are they read only because I don’t have access to the secondary workspaces? Or are they read only because I am not an admin?

     

     

    skyehansen
    Community Advisor and Adobe Champion
    skyehansenCommunity Advisor and Adobe Champion
    May 31, 2026

    FYI ONLY: Ran a set of tests tonight in a sandbox.

    What was tested: Whether a user can edit a record in the primary workspace that was created in a secondary workspace — i.e., whether records that roll up from a secondary into the primary can be edited from the primary, or only viewed.

    Setup in Preview:

    • Built one primary workspace (TEST PRIMARY) and two secondary workspaces (TEST SECONDARY, TEST SECONDARY 2), with a shared global record type (TestCampaign) added to each.
    • Added a record to each secondary workspace.

    • Brought in three non-admin users (I selected these three as they had the "standard" access level and shared workspaces with the following permissions:

    User A: View in Primary, Not shared to others

    User B: View in Primary, Contribute in a Secondary

    User C: Contribute in Primary, View in a Secondary

     

    Results: everyone can see in Primary. User B can also edit.

     

    Potential bug: Occasionally I can see all records from every secondary in one of the secondary workspaces. However, if I click back and forth between workspaces, the rows disappear. Since I can’t replicate it dependably, I’ll just call it a bug.

     

     

    L
    Adobe Employee
    LilitMAdobe Employee
    Adobe Employee
    June 5, 2026

     

    Hi, ​@skyehansen,

    Thanks for the thorough testing! Apologies for the delay, I just noticed your comment here.
    Your setup and observations are spot on. Let me lay out the expected behavior:

    1. The primary workspace always shows records from all workspaces where the record type is added. This is by design, the primary is the roll-up view.
    2. Primary workspace members get View access to all records coming from the secondary workspaces, regardless of whether they're a member of those secondary workspaces.
    3. Each secondary workspace only shows the records that belong to it (i.e., where the workspace column is set to the current workspace). A secondary should not display records from other secondary workspaces.
    4. In the primary workspace, the ability to edit vs. view specific records is determined by each user's permission to the that record. For example, if a user has edit access to records from Secondary Workspace 1 and view-only access to records from Secondary Workspace 2, then in the primary they can see all, but edit the Secondary 1 records only.

    So to map this directly to your three test users in the primary:

    • User A (View in primary, not shared elsewhere): sees all records, can edit none.
    • User B (View in primary, Contribute in a secondary): sees all records, can edit the ones from the secondary where they have Contribute. 
    • User C (Contribute in primary, View in a secondary): sees all records, can edit the primary records only. 

    On the glitchy behavior you spotted, you're right, we had a bug slip into the code on the day of the webinar, where secondary workspaces displayed all records the current user had access to across all workspaces, instead of limiting to just that workspace's data. What are the odds of that happening on the day of the webinar haha)) It has since been fixed, so a secondary workspace should reliably show only its own records.

    Hope this clarifies how the capability functions. Please let me know if you have any follow-up questions.
     

    Thanks!

      CynthiaBoon
      Adobe Employee
      CynthiaBoonAdobe EmployeeAuthor
      Adobe Employee
      June 8, 2026

      Hi everyone!  Just added one more spreadsheet to the list of resources from the Adobe Summit Workfront Planning Lab.

      Thanks ​@LilitM! 🤠 

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