Suggestions on comprehensive Workfront Documentation for my Admin Team

Hi Jon,

We are challenged with the same topic.   But, we have created a manual in Word.   We started with all the Settings, gave a brief description of our set-ups and why we did it.   We use Workfront to run our entire manufacturing business, so we have many custom forms, fields and reporting.   We have spent the time documenting these in our Workfront Manual.

The challenge we have, is the many updates from Adobe, so we spend more time updating the Workfront Manual (which right now is a bit out of date).    It is almost a full time job to keep up with the Adobe changes, our changes, and any reports or filters that the users create and share with their teams.

Happy to share any further insights if you are interested.

Scott

Here's an older thread where I share a couple templates I created from my own governance documentation. My knowledge base comes in a couple different forms:

Governance documentation (a.k.a. The Nerdy Details)

I have many documents beyond the two linked in the above thread; basically one for each object type or area of Workfront. These fall into three categories:

1. System documentation
2. Specific object documentation, such as request queues, custom forms, and project templates
3. Tech support and process documentation

In general, my documentation includes:

• Summary/If You Read Nothing Else
• Here's how we use and manage this area/function (also called "Here's how you don't break the system")
• Sometimes a map of the data or construction

This documentation has plenty of detail and includes tables, outlines, definitions, hyperlinks to other documents and references, comments with random thoughts, appendices for data dumps or freewriting of ideas. Often I start with a hot mess and then organize the content to make more sense. The secret is to stick with it and revisit at least annually. I link to my documentation in the projects and tasks I schedule for system maintenance and auditing.

User guidance (a.k.a. What You Need to Know)

Check out the Introducing the End User Communications Cookbook - Adobe Experience League Community - 607439. It features two of my approaches:

• SharePoint site with Microsoft Team community
• Roadmap with release notes dashboard

These areas reinforce and explain our governance to various user audiences. I make mine bite sized and visibily appealing in hopes that people actually read.

As someone adopting/merging an instance into mine right now, this one is near and dear to my heart. The Setup section is a great place to start, and you've got some excellent suggestions there already. I'll skip that part and go into other reports that I'm using to quickly get a grasp on other moving pieces. 

Overall I've got a large config dashboard that shows me the status of a collection of key data domains in each instance. 

For people, I've got one for groups, and one for teams within groups that has columns like this. Key filters look for active groups or teams that have no active members in them for quick cleanup.

If you use the Company object extensively, I've got another that exposes any key fields on it's custom form that are used later in KPI data and highlights anything where key inputs are missing. Saves me troubleshooting time early.

For Templates, help yourself see configuration issues quickly like this - 

Every request queue makes an appearance:

Custom forms, and custom form fields also have their own dashboards for quick reference. 

I use these reports with my leadership teams as a sort of proxy that lets them see the world as I see it in setup but also doesn't give them the access to edit anything they shouldn't too. Happy to share the text mode behind some of the columns if needed.