Webinar | System Admin Essentials: System Maintenance & Cleanup (Aug 24, 2022) | Community
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KristinFarwell
Adobe Employee
KristinFarwellAdobe Employee
Adobe Employee
August 16, 2022

Webinar | System Admin Essentials: System Maintenance & Cleanup (Aug 24, 2022)

  • August 16, 2022
  • 6 replies
  • 3689 views

A key responsibility for Workfront System Administrators is understanding - and then executing - regular system maintenance and cleanup tasks. But what does that mean? And how often should you be doing it?

In this on-demand webinar, originally broadcast on August 24, 2022, @nicholevargas, Customer Success Manager at Adobe Workfront, and Dawn Cejudo, Application Specialist and Workfront System Admin at Inland Empire Health Plan, covered:

  • The importance of regular system upkeep
  • Ways to leverage reports in your cleanup efforts
  • How to establish a regular system audience cadence
  • Real-world examples from Inland Empire Health Plan on how they manage regular maintenance
  • And more!

You can view the recording here and copy of the slides is attached. Have questions for our speakers? Tag them in a comment below.

 

 

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    6 replies

    laurence_jayawardane
    laurence_jayawardane
    Level 4
    August 25, 2022

    Woops, sorry about the 'me too'. Been trying to get my bearings with the new site! I did want to say, today's session was great! It gave me renewed energy to (finally) get my half-started cleanup dashboard finished. Great tips!!

      Doug_Den_Hoed_AtAppStore
      Community Advisor
      Doug_Den_Hoed_AtAppStoreCommunity Advisor
      Community Advisor
      August 25, 2022

       

      Just watched the video -- great stuff!

       

      At the end in the Q&As there was some discussion around how to automate some of these cleanup activities, so in addition to Nichole's suggestions around Fusion and/or Schedule Reporting, I also invite those of you who are wondering how to Get Serious about cleaning up your Workfront environment to consider our Health Checker solution, which does a TON of automated analysis for you and presents the results in actionable Workfront reports deployed and tailored to your Workfront domain.

       

      Regards,

      Doug

        NicholeVargas
        Adobe Employee
        NicholeVargasAdobe Employee
        Adobe Employee
        August 25, 2022
          NikkiTom
          NikkiTom
          Level 2
          August 29, 2022

          Thanks for sharing this deck and for the nice presentation last week. I have it in my notes that the deck was to have links to the sample reports that Nichole presented, but maybe I misunderstood? I downloaded and kick-started the Workfront Cleanup Dashboard that was on another page: Workfront Cleanup Dashboard - Adobe Experience League Community - 461201 and it's very helpful, however, I was also specifically interested in Nichole's Sample Report #3 - Custom Field Cleanup and some of the other reports she discussed. Is there a link to any of those reports or did I misunderstand that? Thank you!

            NicholeVargas
            Adobe Employee
            NicholeVargasAdobe Employee
            Adobe Employee
            August 30, 2022

            Nikki,

             

            There won't be any direct links to the Sample Reports I shared, as they are simply just examples I have built in my personal Workfront instance. However, I did try and add a few bullets so you knew which type of report and the filters to apply. If you have specific questions on any of them, feel free to post those here or send me a direct message.

            For Sample Report #3 - Custom Field cleanup, you'll want to select a parameter report (another word for custom fields in the API). Then, apply the filter below in text mode. 

            EXISTS:A:$$EXISTSMOD=NOTEXISTS​
            EXISTS:A:$$OBJCODE=CTGYPA​
            EXISTS:A:parameterID=FIELD:ID

            You shouldn't need to add any columns or groupings to your report, so once you save and close your report to view the results, you should ideally only see custom fields that are not associated with any form. 

            Hope that helps to clarify things! 

            NikkiTom
            NikkiTom
            Level 2
            August 31, 2022

            Thanks, Nichole. This is helpful!

            NicholeVargas
            Adobe Employee
            NicholeVargasAdobe Employee
            Adobe Employee
            August 30, 2022

            I wanted to take a second to answer a few questions that came through the webinar, that were not addressed live during the webinar: 

            Question #1: Are there any resources around what cleanup can be automated through Fusion?

            There are how-to documentation articles and training videos for setting up and using Workfront Fusion, but not necessarily resources around how to leverage Fusion to guide cleanup efforts. Because Fusion is a custom integration platform, you can use it in a variety of ways specific to your instance. For example, Fusion scenarios can be built to identify objects you wanted to archive, disable, or delete and apply a custom name (ex: DELETE - {name}). Then, on a monthly cadence, follow through with that action of archiving, deactivating or deleting. There will be a Workfront Fusion open Q&A session on Tuesday, October 4 that you can absolutely bring these questions to! That event is live on the Events page (Learn > Events) or by registering HERE.

              NicholeVargas
              Adobe Employee
              NicholeVargasAdobe Employee
              Adobe Employee
              August 30, 2022

              Question #2: Do you have any best practices for cleaning up Reports and Dashboards? Such as reports that are duplicated, are not being used in a dashboard or have not been looked at in over a year.

              In Workfront, there is a built-in view in the Reports area called "Report Usage" that you should absolutely leverage as a starting point for cleanup. This view will provide insight into the recent views, dashboard(s) it is associated with, and more - see screenshot. 

              In terms of looking for duplicate reports, try searching for reports with similar names or keywords in the report title. Or run a "Report Report" to get a full list of reports to see the object type, description, and report name.

              Reports are oftentimes created and never used, so remember that not everyone needs access to creating reports. Chances are, the reports they are building already exist and maybe just a need a few tweaks or added columns. Adjust access levels as needed or implement a formal process for requesting reports to try and help alleviate any duplicates!  

               

               

                Kelly_Wehrmann
                Kelly_Wehrmann
                Level 9
                October 12, 2022

                Hello - I am finding some gaps with the Report usage numbers that are provided.  I understand from reviewing the docs that there are some exceptions, but the things I am noticing don't seem to fall into these categories.

                 

                 

                For example, if I navigate directly to a report via a "Pin" or by using Search, report usage stats are not updated for that report. I would expect report usage stats to update if I accessed the report directly through a "Pin", Search, or even a link that someone sent to me.  Or are Usage Stats not necessarily real-time?

                 

                The only time I observed the usage stats get updated is if I navigate to the report on a dashboard. This is included in the Exceptions in the online doc.  It's odd that this is the only time I see the report usage number increase.  To add to the "strange-factor", usage stats DO NOT increase for the 2nd report on my dashboard.

                 

                If there are some other factors at play it, it would be nice if there were more info about that in the documentation or am I overlooking some additional docs?  Tks!

                 

                 

                NicholeVargas
                Adobe Employee
                NicholeVargasAdobe Employee
                Adobe Employee
                October 13, 2022

                Kelly, 

                Thanks for sharing the details of this issue! I'd love to try and recreate this same behavior in my own personal Workfront instance so that I can bring this to the attention of Product for further clarification or Customer Support should this be a bug. Please allow me 24 hours to do some further testing and connect with internal teams for more information, so stay tuned! 

                NicholeVargas
                Adobe Employee
                NicholeVargasAdobe Employee
                Adobe Employee
                August 30, 2022

                Question #3: Is there a way to differentiate native vs. custom fields in Workfront? Currently, I have custom fields that use the same naming convention (ex: Description) as Workfront native fields so when I open the field library in the report builder, I'm not sure which field to select. 

                This idea has been added to the Workfront roadmap with the intent to enforce unique names across native and custom fields. For customers with existing duplicate field names, know that we are actively working on a formal process and plan to move forward with data handling, but no immediate action is required.  

                Within Reporting Canvas, a lion icon will be displayed to the right of the field name to let customers know this is a native Workfront field, and to help differentiate. 

                @karltonha Tagging you here for visibility! 

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