[Workfront] Vendor Image Workflow

Question

Has anyone implemented a Workfront process or workflow that enables external vendors (non-licensed users) to upload imagery or other creative assets directly into a Workfront request or project?

If so, I’m especially interested in understanding:

How you structured the intake mechanism (e.g., request forms, external user access, proofing workflows, document sharing links, etc.).
How vendors submitted assets — were they uploading files directly into the request, using external proofing, or leveraging a third‑party integration?
Whether you built any validation rules around the imagery being uploaded, such as required file type (JPG/PNG), minimum dimensions, resolution/quality checks, maximum file size, or naming conventions.
How automated the process was — for example, did you use Workfront Fusion, custom API calls, or native Workfront validation options to enforce requirements?
Any challenges or best practices you learned from coordinating asset delivery with external contributors.

I’d love to hear about any real-world setups or recommendations for ensuring that vendors submit assets correctly and consistently within Workfront.

Patrick-antegma · Accepted Answer

Hi ​@ChrisAf,This is a great question — and honestly it goes beyond a simple “yes/no” community answer. What you’re describing is essentially a small solution design effort rather than a configuration tweak.We’ve helped organizations implement vendor asset-intake processes in Workfront and AEM, and the right approach really depends on:Whether vendors are licensed or non-licensed usersWhere assets ultimately need to live (Workfront vs AEM Assets)How strict your validation requirements are (file type, dimensions, naming conventions, etc.)How much automation you want at ingestionThere are native capabilities that can support parts of this, but in most real-world scenarios some level of automation (e.g., Fusion) or structured intake design is involved to make it scalable and governed properly.If you’re open to it, feel free to share a bit more about your environment — or connect directly — and we’d be happy to discuss practical patterns we’ve implemented.ThanksPatrick

KatherineLa · Answer

In my organization, we have a number of Request Queues set up that function as you describe. We build a custom form specific to that org/process, and a unique request queue for each. Every person for the customer/vendor that needs to submit information to our internal team is given a Contributor-level license within our WF instance, with security specific to that queue.

The external individuals can log in to our WF instance with access to only that specific queue, and fill out the form/upload assets for their job in each ticket. We have not yet built any validation rules for the assets. For most of the queues, Fusion then intercepts the inbound request and auto-converts it to a project for the receiving team.

If I had to implement some sort of validations, I know I can at minimum prevent submission without attachments entirely. I am not sure about naming conventions, file types or other image validations. In theory, some of that would be possible with Business Rules, but I suspect the rest would require Fusion or the AI Assistant functionality.

For the most part, the fact that the external folks CAN submit assets directly without the back and forth of email has been enough to encourage adherence to asset standards. We find that it benefits both parties, as the request queues become a library of assets over time that are not lost when people leave an organization or deleted by document retention policies.

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