Managing Access to Request Queues

[KellieGardner]

As the Workfront platform expands across different lines of business in your organizations, how are Admins solving for request queue access?

Let's say we have a request queue for Marketing Materials, but only a subset of users in the organization needs access to the queue - are you sharing with groups, teams etc? How are you managing those assignments at the user level.

Trying to brainstorm and think about how best to accomplish this without a ton of need for user management that takes up Admin time.

[DeniseMoore · Accepted solution]

For our request queues that are only needed to be accessed by a certain subset of users, I have set up teams specific to having access to that queue. I name the team so that it is easy for me to add it to users as needed (example "XYZ Request Queue Team").

Hope this helps.

[Kurt_Jones]

If specific or specialized queues we usually use groups for those and our general queues are open to anyone in the system (example, the workfront support queue).

[MorganHatcher]

I like to give access at the highest level possible and most of the time that is through Groups. I then share with a Team if they need to have higher access than View - had to update access to a Queue last week since a Team needed the ability to copy all Requests that come in through the Queue. If at all possible I do not like to share anything with a single user, it just makes auditing more messy that it already is. 

[Daniel_Clarke]

I have historically used groups specifically for handling requesters, ie "Creative Requester Group" that is not used for any other permissions. Ideally this is done alongside a strong SSO attribute mapping so that by title / job code / department a user is automatically added to that group without the need to do it manually for new users. 

[KellieGardner]

@Daniel_Clarke  Does this mean your users will belong to multiple groups if they need access to a queue outside of their normal department? 

Example: A Marketing Group request queue needs to be open to a specific group of users in IT?

[Daniel_Clarke]

Yes, Home Group is indicative of their main department/ LOB and any requester groups were added to the “others” section. 

[Jared_Mauch]

Like others, we create and use specific teams that have manage access for their request queue projects. The team names align with the names of the request queues as a means to help know which group is for which queue.

[MoniqueEvans]

Kellie I love this question so much!! Spoiler alert I touch a little on this in my Skill Exchange presentation. Typically I'll use Groups and Job Roles for queue access. However I don't make new groups solely to grant access only using existing ones. If someone shouldn't be in that group but should have access to a queue, that's when I create a "XX Queue Requestor" role and apply it to that user. On rare occasions if I really need to lock a queue down I'll utilize the "Only users in this group" functionality.

At one point I taught queue owners to share with individuals and then monthly I would go in and apply the role to the individuals listed, this was to keep the workflow moving so everyone wasn't waiting for me to make an update. Depending on access level permissions you could set up a team for that and give the queue owner access to add/remove people in that team for full automony.

I prefer a role instead of a team and if you're wondering why, come to my session in a couple hours

[KellieGardner]

OOOH. I like the idea of a role vs a team. Didn't think about that as an option.

Also love the plug into your skill exchange session

Join the Doubleheader of Workfront Learning - Step... - Adobe Experience League Community - 768774

[MoniqueEvans]

LOL You know me, ever so modest

If you want to chat through the pros/cons of each you know where to find me