Provisioning New Users - WorkFront

Currently, when new users are added to WorkFront, provisioning is a two-step process.  Access must be granted via Okta initially, and once the user has accessed WorkFront via Okta, the final provisioning and account set up must be completed in WorkFront. This document will out line the steps necessary.

Okta

1. For the initial provisioning, use the request portal in the Okta tile ServiceNow.
2. In ServiceNow, click IT Request
3. In the search bar, type WorkFront
4. The WorkFront catalog software tile appears
5. Click Request in the tile
6. Enter the desired business area from the drop down
7. Enter brief description for business need in the text field
8. Click Request 

Once the request has been made, the approval team receives the request for the new user. 

An approval will allow the IT department to finish completing the addition of the Okta tile to the individual's Armanino SSO production panel. A rejection will cancel the request without further notification. 

 

WorkFront

After the new user 'initializes' their account in WorkFront via Okta, the profile must be updated with the correct access.  This includes but is not limited to Team, Role, Group, Schedule, etc.

You must have one of the following:

• The System Administrator access level.
• The Users setting in your access level configured to Edit access, with Create and at least one of the two User Admin options enabled under Fine-tune your settings.

Of these two options, if User Admin (Group Users) is enabled, you must be a group administrator of a group where the user is a member.

Edit a User Profile

 Click the Main Menu icon in the upper-right corner.

  
Click Users.

Select the user, click on the ellipsis (...).

Click Edit.

Armanino Marketing Provisioning Specific

Access

• Is Active: Select this box to indicate that the user is active. Active users use a WorkFront license. Clearing the box deactivates the user.
• Access Level: Select the access level to assign to this user.
  • Project Manager
  • Requestor
  • Reviewer
  • Team Member
  • Team Member +
• Layout Template: Choose a Layout Template for the user. This Layout Template takes precedence over any Layout Template assigned to the user's Home Group, Home Team or primary job role. For more information about the assignment priority of Layout Templates, see Create and manage layout templates.
  • Project Manager Layout
  • Worker Layout 

Note: The list of templates you have available in this field depends on your access.

Organization

• Company: The company of the user. Users can be associated only with one company. 
  • Armanino
• Home Team: Specify the home team for the user. Users can only have one home team.
  • Design Team
  • Brand Team
  • Etc.
    *Note: This impacts resource reports.
    *Other Teams: Users can belong to multiple teams.
• Home Group: Select an appropriate group to assign the user. This gives the user the ability to access objects that are shared with the group.
  • Marketing Operations Group
  • Default Marketing Group
    *Other Groups: Users can belong to multiple groups.

Resource Planning

• Scheduled Deactivation Date: The date after which the user becomes deactivated. For information about scheduling users for deactivation, see the Schedule users for deactivation in Deactivate or reactivate a user.
• Primary Role: This is the primary job role that the user can fulfill in WorkFront. Every task and issue that the user is assigned to is also assigned to this job role.
  • Content Writer
  • Production Specialist
  • Etc.

Job roles are essential in resource management. You can update this field only if you have a Plan license with administrative user access, or if you are a WorkFront administrator. 

Only active job roles display in the list.

• If you selected a Primary Role, the Percentage of FTE Availability field displays. Specify what percentage of time of the user's schedule is allocated to this job role. The default value for the Percentage of FTE Availability for the Primary Role is 100%.
• Other Roles: A user can have multiple job roles in WorkFront.
• Schedule: Associate a schedule with the user. The schedule of the user calculates the timeline of the tasks the user is assigned to.
  • Armanino Default Schedule

Click Save Changes when all updates are made.  

Note There are other fields that can be managed by the individual user. The fields noted above are required for access to projects, reporting, and resource allocation.