How sync draft sites content such as an article or product page to Workfront for review and approval?

[Christopher29269095dwjg]

Hello! As my organization (financial services) becomes more integrated into the adobe suite, one of the issues we continue to face is how best to facilitate review and approval of web content (i.e. articles, product pages, thought leadership, etc.). Currently, writers are creating a representative sample of something like a web article in word, uploading and tagging the doc in Workfront with the appropriate metadata (think audience, topic, etc.) and then upon legal approval of that doc in Workfront, they then recreate that web article in AEM, retagging with the approved metadata and then publishing.

Is possible to cut this process out entirely, and instead author the article or page directly in AEM and somehow push a representative sample / proof of that material to Workfront (along with the selected AEM tags) for legal review and approval. Without having to duplicate tagging efforts, create representative samples, etc....?

[Umesh_Thakur]

AEM is having this built in process, which will match your direct requirement. actually this is the process being followed in the organisations.

Content team will create content directly in AEM, then will create a workflow for activation, this workflow will notify the approver either via email or notifications, if the approves the page will be published on move to next step.

You can take help from AEM launches as well to create draft content for pages.

Hope this helps

Umesh Thakur

[Christopher29269095dwjg]

Thanks @Umesh_Thakur ! not totally tracking - are you saying the process that will match my direct requirement is being built currently, as in its not available for use yet?

[Raja_Reddy]

Hi @Christopher29269095dwjg 

it is possible to streamline the review and approval process for web content in AEM by integrating it with Workfront. One way to achieve this is by using AEM's built-in integration with Workfront to create a seamless workflow for content creation, review, and approval.

1. Content creation: Writers create web content directly in AEM, using the appropriate templates and components to ensure consistency and adherence to brand guidelines.

2. Tagging and metadata: Writers add the appropriate metadata and tags to the content in AEM, using the built-in tagging functionality.

3. Review and approval: Once the content is ready for review, it is automatically sent to Workfront for legal review and approval. This can be done using AEM's built-in integration with Workfront, which allows content to be sent to Workfront with all the necessary metadata and tags.

4. Publishing: Once the content has been approved in Workfront, it is automatically published in AEM, without the need for writers to recreate the content or duplicate tagging efforts.
   AEM integration with Adobe Workfront - Adobe Experience League Community - 462129 
   Solved: Sending AEM Page to Workfront for approval with AE... - Adobe Experience League Community - ... 

[HrishikeshKa]

Hi @Christopher29269095dwjg ,

Yes, it's entirely possible to streamline your content review and approval process by integrating Adobe Experience Manager (AEM) directly with Adobe Workfront. This integration allows you to author content directly in AEM, push it to Workfront for review and approval, and eliminate redundant steps such as duplicating tagging efforts and creating representative samples.

Steps to Achieve Seamless Integration between AEM and Workfront:

1. Setup AEM and Workfront Integration:

   • Ensure that both AEM and Workfront are configured correctly within your environment.
   • Install and configure the AEM Workfront connector, which enables communication between AEM and Workfront.

2. Create and Configure a Custom Workflow in AEM:

   • Design a workflow in AEM that triggers when content is ready for review.
   • This workflow should include steps to export the content, metadata, and tagging information and send it to Workfront for review.

3. Push Content from AEM to Workfront:

   • Use the AEM Workflow to create a package containing the content and its associated metadata.
   • Use Workfront APIs to send this package to Workfront as a proof or document for review.

4. Handle Review and Approval in Workfront:

   • Configure Workfront to handle incoming content from AEM.
   • Set up appropriate review and approval processes in Workfront.

5. Sync Back Approval Status to AEM:

   • Once the content is reviewed and approved in Workfront, notify AEM to update the content status.
   • Automatically publish the approved content in AEM.

Detailed Example:

1. Integrate AEM and Workfront

• Install the AEM Workfront Connector:
  • Follow Adobe’s official documentation to install and configure the AEM Workfront integration connector:
    • Adobe Experience Manager - Workfront Integration

2. Create a Custom Workflow in AEM

• AEM Workflow Model:

  • Create a new workflow model in AEM via the Workflow console.
  • Add a process step to package the content and send it to Workfront.

• Workflow Steps:

  • Step 1: Author content in AEM.
  • Step 2: Trigger the workflow for content review.
  • Step 3: Package content and metadata.
  • Step 4: Use AEM’s workflow to send the package to Workfront.

3. API Integration to Send Content to Workfront

• Custom Workflow Process Step:
  • Develop a custom workflow process step in AEM that uses the Workfront API to create a new proof/document.

Example code for a custom process step:

import com.adobe.granite.workflow.exec.WorkItem;
import com.adobe.granite.workflow.exec.WorkflowProcess;
import com.adobe.granite.workflow.metadata.MetaDataMap;
import com.day.cq.workflow.WorkflowException;

public class WorkfrontIntegrationProcess implements WorkflowProcess {
    @Override
    public void execute(WorkItem workItem, WorkflowSession workflowSession, MetaDataMap metaDataMap) throws WorkflowException {
        // Logic to package content and send it to Workfront
        // Use Workfront API to create a proof/document
    }
}

4. Workfront Review and Approval

• Configure Workfront:
  • Set up a project template or workflow in Workfront for content reviews.
  • Ensure proofing capabilities are enabled for reviewers to annotate, comment, and approve.

5. Sync Back Approvals to AEM

• Webhook or API Callback:
  • Configure Workfront to send a callback to AEM once the content is approved.
  • Develop an event listener or servlet in AEM to handle the approval notification and update the content status.

Example code for an approval listener:

import org.apache.sling.api.SlingHttpServletRequest;
import org.apache.sling.api.SlingHttpServletResponse;
import org.apache.sling.api.servlets.SlingAllMethodsServlet;
import org.osgi.service.component.annotations.Component;
import org.osgi.service.component.propertytypes.ServiceDescription;
import org.osgi.service.component.propertytypes.ServiceVendor;

import javax.servlet.Servlet;
import java.io.IOException;

@Component(service = { Servlet.class })
@ServiceDescription("Workfront Approval Listener Servlet")
@ServiceVendor("Your Company")
public class WorkfrontApprovalListener extends SlingAllMethodsServlet {
    @Override
    protected void doPost(SlingHttpServletRequest request, SlingHttpServletResponse response) throws IOException {
        // Handle the approval callback from Workfront
        // Update AEM content status and publish if approved
    }
}

Benefits of This Integration:

• Single Source of Truth: Author content directly in AEM, reducing duplication and potential errors.
• Automated Workflow: Automate the review and approval process, minimizing manual steps.
• Consistent Metadata: Maintain consistent metadata across both systems.
• Efficiency: Streamline the content lifecycle, reducing time-to-market for content publication.

By implementing this workflow, you can significantly streamline your content creation, review, and approval process, ensuring that content is efficiently managed and published.

[Christopher29269095dwjg]

Thank you @HrishikeshKa ! Really appreciate the detail / context. V helpful

[Christopher29269095dwjg]

one question on this approach @HrishikeshKa , will the metadata being shared as part of the package being pushed from AEM populate Workfront metadata fields so a reviewer can easily see the tags that are being utilized as part of web publishing?

[HrishikeshKa · Accepted solution]

Hi @Christopher29269095dwjg ,

Yes, as part of the integration between AEM and Workfront, you can configure the metadata to be included in the package that is sent from AEM to Workfront for review. This metadata can include information such as tags, categories, descriptions, or any other relevant data associated with the content.

When you create the custom workflow in AEM to package and send the content to Workfront, you can ensure that the metadata is included in the package. This metadata can then be mapped to corresponding fields in Workfront, allowing reviewers to easily see the tags and other metadata associated with the content being reviewed.

By populating Workfront metadata fields with the information provided from AEM, reviewers can gain a comprehensive understanding of the content, including the tags utilized for web publishing. This ensures that reviewers have all the necessary information to make informed decisions during the review process.