Integrating with Adobe Workfront

  • Release version: Xanadu
  • Updated August 1, 2024
  • 5 minutes to read

    • Integrating your Software Asset Management application with the Adobe Workfront application enables you to track your software subscriptions and to reclaim unused licenses.

    Important:
    Minimize security risks and protect information by granting access only to the necessary user or API permissions.
    Table 1. Minimal user permissions
    Process Required user role in the Adobe Workfront application Authentication scopes
    Download subscriptions administrator None
    Pull user activity administrator None
    Reclaim subscription administrator None

    Generate a Workfront API key

    Generate an API key for authenticating Workfront API requests.

    Before you begin

    Workfront Role required: administrator

    Procedure

    1. From a web browser, open Adobe Workfront.
    2. Log in using your admin credentials.
      Your Adobe Workfront instance opens.
    3. On the page header of your Adobe Workfront instance, select the Main Menu icon (Main Menu icon.) and then select Setup.
    4. From the left navigation menu of the Setup page, navigate to System > Customer Info.
      The Customer Info page opens.
    5. In the API Key Settings section, select Generate API Key.
      Adobe Workfront automatically generates your API key and displays it under Your User's API Key.
    6. Copy your API key and save it in a secure location for later use.
    7. In the same section, select the time period after which you want the API key to expire from the After creation, API keys expire list.
      The default time period is one month.
      Note:
      You can change this time period at any time. Whenever you change the time period, the newly selected time period begins from the moment that you make the change.

    Create a Workfront connection

    Create a connection between your Workfront applications and your ServiceNow instance so that your instance can retrieve user data from your applications.

    Before you begin

    ServiceNow Role required: admin

    Procedure

    1. From your ServiceNow instance, navigate to Process Automation > Flow Designer.
      The Flow Designer launches in a new tab.
    2. Select the Connections tab.
    3. Locate your Workfront connection and then select Add Connection.
    4. In the Create Connection dialog box, fill in the fields.
      Table 2. Create Connection dialog box
      Field Description
      Connection Information
      Connection Name Name of the Workfront connection. This field populates automatically.
      Connection URL URL for the connection.

      Enter https://<domain-name>.my.workfront.com, where <domain-name> is your company subdomain.
      Credential Information
      API Key API key for your Workfront applications.

      Enter the same API key that you generated in Generate a Workfront API key.
    5. Select Create Connection.

    Create a Workfront integration profile

    Create a Workfront integration profile to track software subscriptions and optimize licensing for your Workfront applications.

    Before you begin

    To create a Workfront integration profile, request the Software Asset Management - SaaS License Management plugin (sn_sam_saas_int) from the ServiceNow Store.

    ServiceNow Role required: sam_integrator or admin

    About this task

    If you’re using Software Asset Workspace, the option to create the Workfront integration profile in Core UI is inactive.

    Procedure

    1. Navigate to the integration profile.
      InterfaceAction
      Core UI
      1. Navigate to All > Software Asset > SaaS License > Direct Integration Profiles.
      2. Select New.
      3. Select Workfront Integration Profile.
      Software Asset Workspace
      1. Navigate to License operations > User Subscriptions > Direct integration profiles.
      2. Select New.
      3. Select Workfront from the drop-down list.
      4. Select Continue.
    2. On the form, fill in the fields.
      Table 3. Integration Profile form
      Field Description
      Display Name Name of the integration profile. For example, Workfront Integration.
      Connection & Credential Connection and credential alias for the Workfront spoke. This field is automatically set to sn_workfront_spoke.Workfront.
      Status Status of the integration profile.
      • If you have not published the integration profile, this field is automatically set to Draft.
      • If you have already published the integration profile, this field is automatically set to Published.
      Profile Type Type of integration profile. This field is automatically set to Workfront Subscription.
    3. On the Download Subscription Subflow tab, verify that the Subflow field is set to Workfront Download Subscriptions.
    4. On the Calculate Activity Subflow tab, verify that the Subflow field is set to Workfront Update User Activity Subflow.
    5. On the Reclaim Subscription Subflow tab, verify that the Subflow field is set to Workfront Reclaim Subscription.
    6. Select Save.
      Your ServiceNow instance creates a draft integration profile. The integration profile uses the Workfront Download Subscriptions, Workfront Update User Activity, and Workfront Reclaim Subscription subflows to retrieve user data from the Workfront application.
    7. After the form reloads, select Publish.
      Note:

      To optimize memory and avoid performance issues in your Workfront flow, you can turn off the flow engine reporting level by navigating to System Properties > All Properties and selecting the com.snc.process_flow.reporting.level system property. On the System Property page, set the Value to OFF and then select Update.

      In addition, you can reduce the number of items in the execution details by navigating to System Properties > All Properties and then selecting the com.snc.process_flow.reporting.datastream.item.lastn system property. On the System Property page, set the Value to 10 and then select Update.

    What to do next

    After the integration connects, your ServiceNow instance automatically creates software models, reclamation rules, and software subscriptions that are refreshed daily.

    If you want to set up multiple integration profiles with unique connections, create child aliases to manage different configurations and settings for each integration profile. For more information, see Create a child alias to set up multiple integration profiles.

    Review all automatically generated reclamation rules to reclaim user subscriptions. For more information, see Review a software reclamation rule.

    Create software entitlements for the automatically generated software models to track used software against owned software.
    Reconciliation also runs on your subscriptions as a scheduled job or on-demand. You can view your reconciliation results in the License Workbench (Software Asset Management classic application) or the License usage view (Software Asset Workspace). Use these results to determine your license compliance position and to remediate any non-compliance.