The Skill Exchange: Maximize Your Workfront License – Pro Tips for User Management & Licensing (AWF200) [Aug 2025]

[MoniqueEvans]

As promised (And might I add way ahead of schedule) attached is a copy of the slide deck from my The Skill Exchange Grow Track Session: Maximize Your Workfront License – Pro Tips for User Management & Licensing (AWF200)

If you had a question that wasn't answered during the session or maybe you just thought of one while watching the recording or reviewing the slides, post it down below and I'll happily answer whatever I can. Plus since it's on Community, I'm sure my fellow Advisors and Advocates along with the rest of the lion pride will share their experiences and expertise as well.

Thanks again to Sonia & @CynthiaBoon for a vigorating session!

[BeckyBarus]

Great presentation!!! 

[MoniqueEvans]

Thanks Becky!!

[Alex_Di]

Hi @MoniqueEvans 

Thanks again for a great session with tons of awesome information.  I think you mentioned in the session about sharing objects by Job Role and I would like to get a better understanding of this as we start down the path of reworking Job Roles, Team, and Groups within our system. 

I'm happy to email offline about this as well alex.difonzo@workday.com 

Thank you, 

Alex

[MoniqueEvans]

Great question, Alex. Yes I share request queues, reports, dashboards, templates, projects, and tasks with job roles. Sometimes this is exsiting roles like "Admin" and "Project Manager" and other times these are roles created for sharing purposes like "DAM Requestor" or "Marketing Client". Once the role made I will add it to individual users as needed. Then when I create a queue or report in the sharing area instead of listing an individual name I will share with the role.

I always share with the largest level possible so it could be company or group. But there are times when you need to share with a team or role. I like to use the job role when it is org chart agnostic and could be cross funtional.

Example: a Marketing request queue that is primarily for the Brand Group to submit requests but they also want to allow the Legal team and a few select individuals to submit as well. I would share the queue with the Marketing Group, Brand Group, Legal Team, and the newly created "Marketing Requestor" job role. And assign the role to all select individuals. If Marketing ever decides that someone should no longer have access, I remove their role.

Here is the official documentation on the various object types and what can be shared: Share an object