Impact of Migrating to Workfront Admin Console on Shared Mailboxes and User Groups

[DougMcF]

Hi there,

We are on the cusp of migrating over to the new Workfront Adobe Admin console and are interested in knowing any impact it may have on shared mailboxes and user groups as well as how the new login process will manage first time and continuing logins for them.

Note: We are accessing directly through our WF url and not using SSO.

Thanks,

Doug

[AmyYo1]

My best advice for you is to do a scoping call with the Primary Migration Support team at Workfront, and not rely solely on the advice of your separate Workfront Migration Case Support person, if you have one. We DO use SSO, and had meeting after meeting with our internal IT teams and Workfront to scope and sort out the impact it was going to have on our organization. I would just recommend not necessarily taking their word for it that it will be simple.

[DougMcF]

Thanks Amy!

[CR17506599]

I agree with this. The initial support people assigned to our migration just seemed like they wanted to force us into the migration as quickly as possible, even if it was going to cause issues for our users. Our migration was eventually escalated to another team in Adobe, and they were able to provide much clearer answers and are working on solutions to some of our specific problems.  We still haven't migrated, we're waiting for them to implement a piece of functionality around how single-sign-on is handled, but I think we're better prepared having talked to the second team.  

[DougMcF]

Thanks for sharing your experience. On top of little notification - an email out of the blue - and tight timeline to implement there was one key "what the" for us - the new logon experience for non-SSO users and requirement for providing MM YY DOB when logging in for the first time post-migration. Due to the heavily regulated industry in which we operate I had to launch multiple compliance and risk review activities to ensure it did change the data classification already assigned to WF. 

Just out of curiosity, are you using Adobe or company SSO?

Cheers,

Doug

[AmyYo1]

We utilize OKTA company-wide, aside from our creatives who may utilize Adobe sign on just a bit differently than others to get to the suite of products. 

[CR17506599]

In our case we use our own SSO provider.  

[KaraVl1]

Hi - we are using 010101 for all birthday requirements to get around this. Per Adobe, the requirement is at least 18 years old so we thought this would be super easy.

[KaraVl1]

Hi  - we are about to migrate - can you expand on the functionality Adobe is implementing re: SSO? We've had at least 6 meetings on this so any specifics you can share would be awesome!

[DougMcF]

Hi,

We will not be utlising Adobe's SSO instead hoping to implement our own prior to migration to avoid having to deal with that new login experience post-migration.

[CR17506599]

The piece that was missing for us after the Admin Console migration was the auto-provisioning of users that didn't require some Admin intervention before the account could be used. We use Workfront as a request queue/ticketing system, so having Admin Console block new user creation was a non-starter for us.  Adobe/Workfront Support let us know that they were working on a new feature I've heard referred to as a 'product access automation rule,' which would apparently give us a URL we could direct people to that would auto-provision an account for them.  Apparently, this is still in the works; I don't have any more details other than what was told to me off-hand on some support calls.  Good luck!

[KaraVl1]

THANK YOU that is super helfpul!