Workfront Fusion

tibormolnar · 3/27/25

Hi All,

this is rather generic question about how to best handle a high number of search results.

The Workfront Search module in Fusion gives you the option to set a limit on the number of search results returned, but what if I need all matching records and the number can be high (several hundreds)? For example, I need to pull a list of all Assignments in a project and process each of them. For a large and complex project with many tasks this list can be extensive.

How can I make sure that all matching records are returned and processed, while not risking to reach the 40 minutes runtime limit, etc.

Is there a way to obtain and process them in batches?

Any ideas are appreciated.

Thanks,

Tibor

Sven-iX · 3/27/25

Hi @tibormolnar here is what I've used before:

First get a count of items, then get batches of 2000 records each until you exhaust all items
do the processing in a second scenario that is called from the first one, for each batch. This "multi-threads" your scenario.

Example:

customAPI module with the query but instead "search" action, use "count", gives you a number
setVar calculate the batches - you can go up to 2000 records or anything smaller
1. set batch size
2. cal number of batches = round( count / batchSize )
Repeater module with number of steps set to number of batches
setVar define start (the item to start the batch with) = the "i" from repeater * (batch size-1)
send these parameters to the "worker" scenario (ideally passing along the query from the count module)
in the worker, do the Search based on the query, start and batchSize
process the found items

View solution in original post

Sven-iX · 3/27/25

Hi @tibormolnar here is what I've used before:

First get a count of items, then get batches of 2000 records each until you exhaust all items
do the processing in a second scenario that is called from the first one, for each batch. This "multi-threads" your scenario.

Example:

customAPI module with the query but instead "search" action, use "count", gives you a number
setVar calculate the batches - you can go up to 2000 records or anything smaller
1. set batch size
2. cal number of batches = round( count / batchSize )
Repeater module with number of steps set to number of batches
setVar define start (the item to start the batch with) = the "i" from repeater * (batch size-1)
send these parameters to the "worker" scenario (ideally passing along the query from the count module)
in the worker, do the Search based on the query, start and batchSize
process the found items

Doug_Den_Hoed__AtAppStore · 3/27/25

Hi @tibormolnar,

To spare you the day I recently lost when api-unsupported started returning needle duplicates among such haystack batches, I strongly urge you to ensure the request you use in step 3 (and optionally, step 1) from @Sven-iX is SORTED to avoid such duplicates and future proof your work.

Our www.atappstore.com lowest level plumbing now inspects every such API call to Workfront prior to execution and if the count exceeds the batch size but there is no "_Sort=" within, adds a magnetic "&ID_Sort=asc" to ensure Good Behavior.

Regards,

Doug

Sven-iX · 3/27/25

OMG - YES - sorting is a must, thank you for adding, @Doug_Den_Hoed__AtAppStore
Had that experience too!
Seems weird the API doesn't already return a default sort...

tibormolnar · 4/3/25

Thanks for this Sven!

It all makes sense conceptually. I guess I just need to learn first how to call a scenario from within another scenario (or from outside of Fusion). If you happen to know where I best start reading about that, I appreciate the link. Otherwise I'll dig in the Community topics.

Thanks,

Tibor

Sven-iX · 4/3/25

Oh that part is pretty simple:

in worker scenario, you start with a webhook. Copy the hook URL

In calling scenario you have a HTTP module and set the URL to the hook URL

pass what you need to pass as fields

tibormolnar · 4/3/25

Ah, I see. I learnt something new today.

(I've only used Workfront event listener webhooks so far, now I just discovered the "Webhook" modules.)

Thanks!

viovi · 6/20/25

@Sven-iX, do you have an example of such batch split setup?

Sven-iX · 6/23/25

Hi @viovi
Go ahead and try it. I'll help you along the way.

viovi · 7/7/25

Our data is coming from file with 1000+ entries that we need to split into batches as we have an issue with hitting 40 minutes runtime and other limits.

I tried to setup Repeater, and it seemed to define batch size and Number of steps correctly, but it is still processing each step as individual operation (1 operation = 1 collection of values/ bundle). Also, it looks like it all was just repeated 3 times and not split into 3 parts, i.e., 3000+ bundles instead of 1000+) when passing data to another scenario.

How to group the bundles and pass them to another scenario to process in 3 batches, so, e.g., 1st batch would have bundles 1 to 500, 2nd 501-1000, 3rd - all the rest?

viovi · 7/7/25

Ok, I figured this out and was able to split it into 3 batches:

So, another question is how to pass them one by one (one at a time) to another scenario for processing?

For example, pass batch 1 to another scenario, when it's completed its processing there, pass next batch 2, process, then batch 3, process

Any ideas?

tibormolnar · 7/8/25

Hi @viovi,

I haven't tried this myself yet, but I assume the idea here is that the 1st scenario that creates the batches, does not wait for the 2nd scenario to complete processing the 1st batch, before sending the 2nd batch to that, because then its total runtime would be just as long as if it was doing the whole processing (unsplit) itself.

Instead, the 1st scenario would create the N batches, trigger the 2nd scenario N times, then end. The 2nd scenario would then be running N times, potentially partially parallel.

As for how to pass the batches between the 1st and 2nd scenario, read this article:

https://experienceleague.adobe.com/en/docs/workfront-fusion/using/references/apps-and-their-modules/...

Basically, your 1st scenario would send a HTTP request to the URL of the webhook which is the 1st module in your 2nd scenario. The data can be passed on in different ways. Considering that your data set is large, you should probably use JSON.

I hope this helps,

Tibor

viovi · 7/9/25

Thank you, @tibormolnar. That's what I was trying to implement too.

Currently I'm a bit stuck with the following: my HTTP module is sending out a json with batch entries (e.g., 1-500), but the 2nd scenario is still receiving them not as batch, but as individual entries and I can't figure out why it's happening

tibormolnar · 7/9/25

@viovi, have you tried enabling the "JSON pass-through" option for your webhook in the 2nd scenario?

With this setting the output of the webhook module will be a string, same as the payload sent to the webhook. Then you can do with that what you want, e.g. parse it as JSON.

Does this help?

viovi · 7/15/25

Thank you, I think that was my issue with json formatting not passing properly.

Sven-iX · 7/9/25

Sorry I've been sidetracked.
You already found a way but put simply cerate batches by grouping the bundles you iterate through

set batch size (setVar)
iteration (from a search or iterator module)
you may need an incrementer to count bundles unless you use an iterator (then use bundlePosition)
get batch size (getVar)
set the batch (setVar = ceil ( bundleCounter / batch size) )
aggregator where you set groupBy to the batch (or you can put the ceil... in here)

This means: As we run through all the bundles, we group bundles into batches of a certain size.

Each of these batches we then push to the second scenario.

Here's a forced example: I use a repeater to create 100 bundles, and in the aggregator I group them by 20s.
Convert the batch to JSON, and send it to the webhook

since we send the array as a named object the webhook receives a property "batch" that is an array.