S908 - Skill Exchange: 5 Key Areas - Dashboard kickstart

As mentioned in session:

Sample System Audit -- dashboard+report kickstart:
https://drive.google.com/file/d/1zUjJxHVB-gRMaMXTVyLZfYEmD1fcKJmB/view?usp=sharing

• this is a combined dashboard and report kickstart, and should be downloaded and uploaded into your Workfront kickstarts area as  a zip file [feel free to try it out in your preview sandbox]. Do not unzip unless you particularly need to make edits to the files before uploading (if you do need to make edits, you need to unzip, edit the file, and then rezip)
• when you upload it, it should create a dashboard and 14 reports in 3 columns across it. The dashboard is called Sample System Audit, and the 14 reports all start with "zz" so you can easily locate them. (please rename)
• these reports are suggestions only and do not contain everything reportable. (specifically these reports are a great start for beginner to intermediate admins)
• past week vs last week: in the last instance I was in, we reviewed the last 7 days. So we weren't interested in "last week" meaning the prior week; we were interested in what happened yesterday. You may want to change the filters over, if your instance is different. I will say that if you try and keep up with this weekly, it is pretty fast to review.
• Where possible, all reports show who made the object and when, and who updated the object and when. In some cases if an entry date isn't available, we can only report on when something changed.
• For ALL reports: if part of what you are reviewing has to do with data specific to your company (custom fields) or specific checks that you carry out on workfront default fields, please add those as additional columns to your reports.
• For more info on kickstarts: https://experienceleague.adobe.com/en/docs/workfront/using/administration-and-setup/manage-wf/kick-starts/kick-starts

Reports are ordered in a way that makes sense to my brain: one column for people-related things, one column for things users might build, and one column for critical setup stuff.

• New Users: For users created in the past week, I usually check them for whatever admins normally have to do with users. It varies from company to company but I've been known to check if they have a custom form, if it is filled out, if they have the right home group, roles, teams, groups, and so on. It might also be an opportunity for you to reach out to the SME or the new user to make sure everything is ok or introduce yourself.
• New or Updated groups: red flag if you are surprised by an addition to this list, as groups are usually pretty heavily governed. We'd want to make sure that we understand exactly what groups were created or if one was changed, why. If you have a group custom form, this would get applied or checked for data. 
• New or Updated teams: I mentioned that team descriptions were pretty key in keeping maintenance easy, so new teams coming in should be getting checked over and assigned a reason code.  Also a good time to assign a team owner and some team owner training.
• New or Updated roles: red flag again -- please make sure there's a reason for adding these roles.
• New or Updated Portfolios / Program: The checks for these are pretty similar. Make sure the sharing settings are correct, and any governance you have around ownership has been applied (for many beginners, I recommend a service account own everything by default, and we can sort out individual ownership as we evolve). If there needs to be a custom form attached, or data on custom form checked, this is the time that this would be done.
• New or Updated project templates: I split these into two reports because new templates are sometimes a bit different from updated templates in terms of the checks you might want to carry out, or they might have a different timing. I have a whole list of things I check in the project setup area as well as tasks -- I'm sure you all have a similar list.
• New request queues: I don't think there's a good way to identify updated request queues (really it's just changes to the project and too many "changes" counts as a change to the project). I will say I recommend that you have a routing project (the queue) and a landing project (the project/s that holds the requests) -- and if you do this, I think that "changes" would have more meaning. So feel free to add the last-updated-date filter if that's the case!
• Updated dashboards / reports: two objects that still don't have an "entry date" as of April 2026. For dashboards that were changed, I click on them to run them and see what happened (sometimes I might go into preview sandbox or a sandbox if I'm not sure). I check sharing permissions as well. For reports, if they are not part of an established dashboard or if they have individual permissions (not shared with anyone) I might check in to see what's going on.
• New or Updated custom form: obviously a red flag if custom forms are popping into this list and catching you by surprise. If you've decided to adopt documentation at the custom form description level, now is the time to add this documentation in addition to checking over the form and trying to find out if it's being used anywhere.
• New or Updated custom fields: Custom forms and fields should be some of the most strongly governed objects in your instance. We have some very strict naming conventions that is valuable to catch as soon as possible. This is probably the report that never gets skipped on my watch!
• New and Updated Layout templates: this is more of a spot check than anything else -- layout templates are so intricate that it's one of the things I would leave to the very experienced person on my team. We do have some pretty stringent terminology rules (mostly "don't use custom terminology") so I will check this, as well as who it's assigned to. If it's getting assigned to users by name this is a big no-no. Layout templates have descriptions so this is another object that is valuable to document in the description.