Workfront User Permission Management

[SKawaguchi]

According to a local document, there are two ways to register users: through Workfront or via the Admin Console. It states that any additions or modifications made in one will be immediately synchronized with the other. However, it also mentions that external users are not synchronized with the Admin Console.
Our client’s operations require the registration of external users. In this case, should user management be conducted exclusively through the Admin Console?

[Avinash_Gupta_ · Accepted solution]

Hi @SKawaguchi 

All types of users need to be provisioned through admin console. In case they are the external users, try to provision their access using their Adobe ID instead of Federated ID. For Adobe ID, first they would have to create an Adobe account and then ask your system administrator to provide access to these Adobe IDs using admin console.

Hope this helps.

Thanks,

Avinash

[SKawaguchi]

Hi @Avinash_Gupta_ san
Thank you for your prompt response!

Best Regards,

Sayaka

[RAshley]

The documentation lies. It says in multiple places that user changes made in WF will be propagated to the admin console, but everyone we've talked to says that isn't the case and users must be managed in the console.

Adobe really should fix that, either by enabling the functionality to work either way (vastly preferable), or at the very least fix the documentation.

[jon_chen]

Hi @RAshley Thanks for your feedback. I have requested that our technical writing team perform an investigation on this. Could you please provide a few instances in the documentation where it states that user changes in Workfront will propagate to the admin console? 

[RAshley]

Here are the ones I found immediately

• Manage Users in the Adobe Admin Console | Adobe Workfront - "We recommend adding non-system administrator users directly in Workfront. It is possible to add users in the Adobe Admin Console, but adding them in Workfront allows you to set their access level while creating them, which can save you time."
• Add Users | Adobe Workfront - Has a warning about admins, but not normal users.
• Managing Organizational Structures and Users - Workfront within the Adobe Admin Console & Unified Ex... - Has a whole section on this... "When adding users inside of the Workfront product itself, you can set their access level when creating the user profile. New users created inside of Workfront will push to the Admin Console."

[jon_chen]

Thanks @RAshley for the examples. I have provided them to the technical writing team and will pass your feedback to the Product team as well. I will follow up here when I have an update to share.

[jon_chen]

Hi @RAshley Thanks for your patience. Just wanted to follow up here to let you know that all referenced documentation has been updated accordingly. Appreciate you bringing this up and let me know if you have any other questions.

[RAshley]

I would also like to note that the "sync upward" functionality is something we admins would really like to actually work.

Having to leave WF and go to the AAC (where we likely will have fewer permissions) in order to add users is a huge pain. We've gone from a single pane of glass to multiple, which is a big step in the wrong direction. Dealing with email address changes on federated users, in particular, is going to be a messier process now.

[SKawaguchi]

Thank you. I hadn't considered the possibility that the document might be incorrect.

[SKawaguchi]

Hi @RAshley CC: @jon_chen @Avinash_Gupta_ 

Thank you for your response. I would appreciate it if you could assist me with a few more questions.

My team members have registered users through Workfront and confirmed that they were synchronized.

You mentioned that user registrations in Workfront are not synchronized with the Admin Console.

Could you clarify whether this means:

1.Some information is missing
2.They are not synchronized with the Admin Console at all

On the surface, the Admin Console appears to contain names and email addresses without any missing information, but is there any data that might be lacking on the backend?

[RAshley]

We haven't migrated yet, so I can't answer any of these questions. I'm just repeating what we've been repeatedly told by various Adobe reps.