Webinar | System Admin Essentials: Successful End User Adoption (Nov 16, 2022)

[KristinFarwell]

Successful end-user adoption starts with the WHY.

Being an Adobe Workfront System Administrator is more than just understanding the software and implementing features. System Admins carry the responsibility for communicating a clear connection with end users for WHY their organization is using Workfront – AND, what’s in it for them.

In this on-demand webinar, originally broadcast on November 16, 2022, Cynthia Boon (@CynthiaBoon) and Leslie Spier (@LeslieSpier), Customer Success Managers (and former customers!) with Workfront, joined Karlton Harrison (@Karlton_Harrison), VP, Data Platform Engineer from Truist. Between them, they have YEARS of experience in this area, and they covered:

• Tips for documenting and communicating adoption expectations
• How to identify the reasons for poor end-user adoption
• Examples of great communications
• Training best practices
• Real-world learnings from Truist on their experience with onboarding new users
• Creating systems for scaling your instance
• And more

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

[NicholeVargas]

Follow-up Ask the Expert / Office Hours Session!

Thank you to all who attended this morning's fantastic webinar! If your question was not answered, or you missed it altogether and have questions around driving user adoption, the presenters, Cynthia Boon (Workfront), Leslie Spier (Workfront), and Karlton Harrison (Truist) will be co-hosting a follow-up Ask the Expert / open office hours session on Thursday, December 1 from 9-10am MT. 

REGISTER HERE.

This event is also published under the Events page, found via Learn > Events (along with a handful of upcoming workshops) so feel free to check that page out as well. 

Hope to see you there!

[Karlton_Harrison]

Hello Adobe Workfront Users!

I wanted to answer a question asked during the webinar:

What is the License Recovery part?

License recovery is the process of reclaiming licenses that are not being used due to lack of activity and/or purpose. Most Workfront instances are allotted a number of licenses and to ensure efficient usage you want to keep a close eye on how the paid licenses are used. For example someone has not logged into your Workfront instance for 60, 90 days might be a good candidate to reduce their paid license to review. In addition, say a teammate left the company you would recover that license and give it to someone else or hold it for a new prospective group. This helps with adoption because you know how many licenses you have available when talking with prospective user groups. Furthermore, leadership is more supportive when the dollars saved from recovery are tracked over time. As an admin you are saving your company money and also better positioning your company to buy additional licenses when absolutely necessary, not due to mismanagement of license count. I showed part of the report used to automate the messaging to the user and recovering the license.

I plan to further explain this and how to setup a support model in the upcoming

Ask the Expert / open office hours session on Thursday, December 1 from 9-10am MT. 

REGISTER HERE.

[Doug_Den_Hoed__AtAppStore]

Thanks for your excellent presentation @Karlton_Harrison,

You've been so generous with sharing your knowledge, I'd like to reciprocate by saving you some time and helping out with this one.

Between now and your Dec 1, 2022 presentation, I am pleased to invite you and anyone else interested to deploy the WFPro License Recovery Package for FREE. Within minutes, any (non-SSO) SysAdmin can have a fully functional dashboard with which to track unused licenses, alert end users that they are recovering those licenses, and monitor the number of spare Plan and Worker licenses, all from right within their own Workfront domain, as per the screenshot below.

I invite you to watch this video for the deployment instructions, and look forward to your upcoming presentation!

Regards,

Doug

cc: @KristinFarwell, @NicholeVargas, @jon_chen  and note to self  at @Doug_Den_Hoed__AtAppStore 

[CynthiaBoon]

Hey y'all!

We hope everyone is going to get the opportunity to "gear down" towards the end of the year and take a breather, but we have a few gifts for you, hopefully to use in the new year!

The most popular questions we received during the original webinar were,  

1. Can we see how the license recovery process works?
2. Can we have the text mode for those reports?

The answers are yes and yes!  Karlton has graciously given permission to share out the recording to the Ask the Expert: User Adoption event, where he provided live demos of his reports, his processes, custom forms, and even a discussion on how he uses the Workfront API.

In addition to sharing the recording, we also have his text mode, and some supporting screenshots (included below): 

Thanks again for the great questions, to Karlton, and to everyone who attended!

Report View -

Breakdown within Columns of Report –

The below have to have calculated fields on the user object.

• calculated fields are named on “link.url”
• calculated fields are api calls
  • the reduction access level is user object (ID) update
    • … attask/api/v14.0/User/",{ID},"?accessLevelID=539b1a63002a54c6a6c54cfa1f51626a&method=put&DE:License%20Recovered=Yes&DE:License Reduction Requested=",$$NOW,"&apiKey=
    • 
  • the reduction update is a note posted to user obj code
    • ….attask/api/v14.0/Note?noteText=",CONCAT("The Workfront Center of Excellence is pursuing full utilization of Workfront licenses that are costly to the enterprise. We have identified that you occupy a ",IF({licenseType}="F","Plan",IF({licenseType}="T","Work"))," license, but have not accessed Workfront",IF(ISBLANK({lastLoginDate}),".",CONCAT(" for ",ROUND(DATEDIFF($$TODAY,{lastLoginDate}),0)," days (Last Login: ",{lastLoginDate},")."))," We have reduced the license to a standard review license, which carries no cost. This allows us to re-purpose the ",IF({licenseType}="F","Plan",IF({licenseType}="T","Work"))," license. Please note that this adjustment can be reversed if needed. We appreciate your understanding and welcome any questions you may have."),"&objID=",{ID},"&noteObjCode=USER&method=post&apiKey=….
    •