Community Manager

Adobe Workfront Experts on Workfront Governance

Forum|Forum|1 year ago
January 8, 2025
14 replies
11628 views

February 12th, 2025

We are happy to welcome Cynthia Boon and Nichole Vargas of the Customer Success team at Adobe for an AMA session about Workfront Governance.

Our experts:

Nichole Vargas & Cynthia Boon are Customer Success Managers at Adobe.

How this AMA works:

This thread will open on Wednesday, February 12, for you to start submitting your questions
Reply to this post with any questions you have for our Experts. They will reply to as many of your questions as possible.
After the AMA is over, the thread will be locked for new replies, but it will remain visible as a resource.

Workfront

lindselib

Level 4

To date the custom form updates in our instance have not been well controlled- several users are able to make them, and we often inadvertently make changes without documentation or communication with each other. I'd love to lock that down this year BUT want to do so in a way that also doesn't get in our way too much of being agile to changes in our organization and in a way that doesn't add a ton of extra work to schedules. So I'm curious, does anyone have a good approval flow for reviewing, approving, and documenting form changes?

KIMBERLYREA

Community Advisor

We only allow the system admins (3 of us) to make the changes. All changes come through a request queue issue that we validate and check the impact of the change and then either make it or reject it.

I also have a master data project where I track all the changes of master system data (fields that come from global organizations across all tools) and track when the change was made, by who, what the change was and if it impacted other teams or an integration.

lindselib

Level 4

Ooooh would LOVE to see what that master data project looks like/or at least hear more about how you have that set up if you would be willing to share.

M

Monty_A

Level 2

Is there a best practices guide or checklist that we could leverage to build a more comprehensive governance model for our instance of WF?

CynthiaBoon

Adobe Employee

Yes! When we held our Making the Case for Group Admins event last month, we included several slides that had recommendations for Governance roles, establishing goals, and an object checklist with examples. Here's the link to the post and the slides are linked there as well.

https://experienceleaguecommunities.adobe.com/t5/workfront-discussions/event-follow-up-learn-making-the-case-for-group-admins/td-p/732342

RandyRoberts

Community Advisor

Will there ever be a way to control what Adobe makes available to our users without our ability to hide it? For example; admins can't hide Priorities even though it's disabled, admins couldn't hide Blueprints without complaining very loudly, admins can't hide the Boards button in projects, admins can't stop users from exporting and re-importing projects to circumvent the "no project copying" rule, admins can't stop users from copying tasks from 5 years ago, the list goes on and on and on... and on. When will Adobe allow admins to admin their own instance according to their company's policies?

NicholeVargas

Adobe Employee

Thanks for the feedback, @randyroberts. I just shared this with the Product team via Slack and will bring this up on our next synch to see if this is something they would consider for the future.

V

v-omprakash

I need to use 3 Sorting columns in Adobe workfront report in text mode but i'm able to sort only one column in text mode rest two columns are not allowing me to sort in text mode only sorting in Standard mode is it possible to sort them in text mode all three sorting?

Its showing Error "Unable to edit the column text mode data in the view builder"

MoniqueEvans

Community Advisor

This is a great question that I recommend you ask in its own thread since it's about reporting instead of governance. I don't want it to get lost, nor should you have to wait 2 weeks for a response!

K

KitSh

Similar to Monty_A, we are looking for a comprehensive guide to developing a governance model that is tailored to our specific circumstances. Would love any best practices for multi-national corporations.

CynthiaBoon

Adobe Employee

Totally understand! I came from a global financial services company, so we had a lot of differing needs and approaches. I provided this link to Monty as well. When we held this event, I shared some of my challenges, but also how I approached it, and included some examples slides as a checklist. For me, the biggest challenge was navigating the people aspect, so meeting frequently at first, and truly defining roles (and goals) was key. Here's the link to that session, but the slide deck might help give you some ideas.

https://experienceleaguecommunities.adobe.com/t5/workfront-discussions/event-follow-up-learn-making-the-case-for-group-admins/td-p/732342

E

EnrikeStorolli

Hellow, is there any easy way to notify an user that did not login in the WF Production instance for the last 180 days?

KellieGardner

Community Advisor

@enrikestorolli - Since this thread is related to Governance, I would suggest asking this in it's own thread so it can get an answer.

S

StephanieSa4

Is there any plan to add an undo feature on a timeline? Something to keep track of your changes and that it won't effect the entire timelines and dates?

KIMBERLYREA

Community Advisor

I'm almost positive this exists already. You can a change your plan mode on projects to autosave or manual save. With manual you can see all the changes you are making and the impacts and undo what you need to and it only shows for you until you hit save. This is on a user by user specific setting at the project level.

S

StephanieSa4

Right! But I mean more for an individual change made. Otherwise, you have to remember to switch modes each time you make a change. Or there should be a history that says date changed from x date to x date

D

DanaLa3

Level 2

A new question: We have just rolled out WF in our department. As a Group Admin I am finding that team's are being modified by someone other than a Group Admin, custom form fields are being deleted and just recently a user deleted several reports used by multiple departments. We've tried to keep a small circle of people who can update/manage these objects. The worst part is I can't tell who is deleting or modifying these objects. Are there any suggestions on how to better manage this moving forward?

P

PamelaAB

Level 2

Not sure if it would show but did you look in the recycle bin to see if anything is there? Then you'd know at least who was deleting things?

D

DanaLa3

Level 2

Thanks. I did look there and the recycle bin doesn't appear to show when fields or reports are deleted. I didn't see anything out there either regarding deletion of team members. I checked with my System Admin too and he said there wouldn't be a way to research these types of issues which is kind of sad.

s-strategy

Level 2

Do you have an example of a Governance plan/document being used within Workfront. My team is looking to put our process and everything else withing that document within the system. Instead of using Word or Excel I was thinking to just track it all within WF. Any suggestions?

NicholeVargas

Adobe Employee

@s-strategy You can create a project in Workfront to capture all governance-related tasks, but I'm not sure I'd recommend moving away from a Word or Excel doc for your strategy and documentation. You can easily attach those to the project via the Documents area so they will still be readily available whenever you need to reference them.

One customer shared her stripped down governance docs on the Community forum if you want to those as a starting point. Here is that thread: https://experienceleaguecommunities.adobe.com/t5/workfront-questions/does-anyone-have-an-example-of-a-governance-document-for/m-p/613270#M55528

There is also a fabulous Governance and Center of Excellence Expert Insights interview (15-minute) published with tips, best practices, and recommendations for getting started that you may want to consider watching!

jon_chen

Author

Community Manager

The event has now started! Our experts @nicholevargas and @cynthiaboon are in the thread and will be answering your questions for the next hour.

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