Workfront

Events

• Field Updated

  NOTE: Please be aware that not all fields will trigger this Event when an update is made to them. We allow users to watch any field, but only a subset of those you can pick from will trigger the Flow. At this time we have no way to tell which fields do and which fields don’t trigger this Event.

  Start Flow when a specific field is updated

  Note: Additional fields may be available depending on the connection and options you choose.

  Options:

  • Record Type (dropdown)
    • Approval
    • Assignments
    • Billing Rate
    • Company
    • Document
    • Document Folder
    • Document Version
    • Expense
    • Group
    • Hour
    • Issue
    • Iteration
    • Job Role
    • Milestone
    • Milestone Path
    • Note
    • Note Tag
    • Portfolio
    • Program
    • Project
    • Project User
    • Reserved Time
    • Step Approver
    • Task
    • Team
    • Template Task
    • Timesheet
    • User
  • Field (text)

  Outputs:

  • collection (object)

• New Record - Real Time

  New Record - Webhook

  Runs a Flow everytime a new record is created. The output returned in this webhook is limited to a default list of commonly used fields. In order to gain access to missing fields, use a “Read Record” card in addition to “New Record - Webhook”.

  You must have created an API key under ‘Setup > System > Contact Information’ before this monitor will run. Otherwise you will get an ‘Unauthorized’ response.

  Options:

  • Record Type (dropdown)
    • Company
    • Dashboard
    • Document
    • Issue
    • Note
    • Portfolio
    • Program
    • Project
    • Report
    • Task
    • Template
    • User

  Known Issues:

  • Uploading a document to a `Task` will not trigger the webhook. This is an issue with the Workfront API.
  • Adding a comment to a `Task` will not trigger the webhook. This is an issue with the Workfront API.
  • A limited set of data is sent to the webhook, please see the list of Event Subscription Resource Fields listed by Workfront for a list of fields that will have populated values for your selected record type.

• New Record - Scheduled

  New Record

  A new record has been created Note: Additional fields may be available depending on the account and options you choose.

  Options:

  • Record Type (dropdown)
    • Approval (text): Way record was approved.
    • Company (text): Company association.
    • Document Folder (text): Document folder.
    • Document Version (text): Type/Last updated document.
    • Expense (text): Monetary value.
    • Group (text): Group/Association
    • Issue (text): Problem that needs to be resolved.
    • Job Role (text): Job title/role of people on record.
    • Journal Entry (text): Data entry.
    • Milestone Path (text): List of events needed in order to finish path.
    • Note (text): Notes/description of document.
    • Portfolio (text): Portfolio type.
    • Program (text): Type of
    • Project (text): Project type
    • Task (text): To-do list.
    • Template Task (text): Task of template.
    • User (text): Name of user.
  • Filter (text): Type in a boundary/limitation in order to make record easier to find.

  Outputs:

  • Collection (object): Updates data collection within Workfront

  Known Issues:

  • Monitoring for the `Issue` record type will not pick up 100% of new `Issues` (~ 4% of records missed)

• Record Deleted - Real Time

  Start FLO when a record has been deleted

• Record Updated - Real Time

  Record Updated - Webhook

  Runs a Flow everytime an existing record is updated. The output returned in this webhook is limited to a default list of commonly used fields. In order to gain access to missing fields, use a “Read Record” card in addition to “Record Updated - Webhook”.

  You must have created an API key under ‘Setup > System > Contact Information’ before this monitor will run. Otherwise you will get an ‘Unauthorized’ response.

  Options:

  • Record Type (dropdown)
    • Company
    • Dashboard
    • Document
    • Issue
    • Note
    • Portfolio
    • Program
    • Project
    • Report
    • Task
    • Template
    • User

  Known Issues:

  • Uploading a document to a `Task` will not trigger the webhook. This is an issue with the Workfront API.
  • Adding a comment to a `Task` will not trigger the webhook. This is an issue with the Workfront API.
  • A limited set of data is sent to the webhook, please see the list of Event Subscription Resource Fields listed by Workfront for a list of fields that will have populated values for your selected record type.

• Record Updated - Scheduled

  Record Updated

  Record Updated allows you to start a Flow whenever a record is updated in Workfront.

  Options

  • Record Type (dropdown list): A list of your Workfront record types. Select the record type that you wish to monitor for updates.
  • Filter: Use this option to specify a filter so that the Flow only starts when records that are updated match the filter criteria.

  Output Fields

  • Standard Output Fields
    • Open up the fields menu by clicking the cog wheel at the bottom right of the card to choose the fields that contain the information you want from the updated record. (Name, Description, etc)
  • Custom Output Fields
    • Where applicable, the fields menu will also display any of the custom fields available in your Workfront instance. Select these if they’re necessary for your scenario.
  • Context
    • Execution ID (text): The unique identifier that is generated each time the Flow runs.

Actions

• Add Template to Project

  Attach Project Template

  This action will attach a template to an existing project in Workfront. It also allows you to specify the predecessor and parent task IDs, if necessary.

  Input Fields

  • Template
    • _Project ID_(text): The unique identifier of the Workfront project you want to attach a template to.
    • _Template ID(text)_: The unique identifier of the template you want to attach to the project above.
    • _Predecessor Task ID_(text): The unique identifier of the predecessor task ID. (Optional)
    • _Parent Task ID_(text): The unique identifier of the parent task ID. (Optional)
    • _Exclude Task IDs_(list of text): A list of the unique identifiers of the task IDs you wish to exclude from the template attachment. (Optional)

• Create Record

  Create Record allows you to create a new record in Workfront as a step in your Flow.

  Note: Different record types have different required fields, so always make sure you are at least providing the minimum number of input fields. For example, if you want to create an issue, in addition to a name for the issue, you will need to provide a valid project ID. This can be a field referenced from another step in your Flow or manually typed into the input field.

  Options

  • Record Type (dropdown list):
    • Select the record type that you’re looking to make a record for. For example, f you want to create a Project, you should select Project from the dropdown list and then make sure you have access to data from previous steps to use when creating the Project.

  Input Fields

  • Project
    • Standard Input Fields
      • The card will initially display a few standard fields based on whichever record type you select. You can also open up the fields menu by clicking the cog wheel at the bottom right of the card to use other fields available in Workfront.
    • Custom Input Fields
      • Where applicable, the fields menu will also display any of the custom fields available in your Workfront instance.

  Output Fields

  • Record ID (text): Each new record will out put an ‘ID’ field. This ‘ID’ is the Workfront ID of that record and is the same as the ID you can find in the URL of any specific Workfront record.

• Custom API Call

  Make a custom HTTP request to the Workfront API

• Delete Record

  Destroy a record

• Download Document

  Downloads a document based on the unique Workfront ID of the document.

  Inputs:

  • Document ID (text): the Workfront ID of the document you want to download

  Outputs:

  • _File Content_ (file): the document from Workfront, this file can only be used in input fields that accept the ‘File’ field type

• Filter Records

  Return a set of records based on a custom filter

• Perform Record Action

  Perform a variety of actions to an existing record in Workfront.

  Options:

  • Record Type (dropdown): The type of record you want to perform an action on.
    • Approval (text): Way record was approved.
    • Company (text): Company association.
    • Document Folder (text): Document folder.
    • Document Version (text): Type/Last updated document.
    • Expense (text): Monetary value.
    • Group (text): Group/Association
    • Issue (text): Problem that needs to be resolved.
    • Job Role (text): Job title/role of people on record.
    • Journal Entry (text): Data entry.
    • Milestone Path (text): List of events needed in order to finish path.
    • Note (text): Notes/description of document.
    • Portfolio (text): Portfolio type.
    • Program (text): Type of
    • Project (text): Project type
    • Task (text): To-do list.
    • Template Task (text): Task of template.
    • User (text): Name of user.
  • Action (dropdown): The action you want to perform to the existing Workfront Object.
    • Calculate data extension
    • Check in
    • Check out
    • Create proof
    • Get total size for documents
    • Is linked document?
    • Is proof auto-generation enabled?
    • Move
    • Unlink documents

  Inputs:

  Record ID will always be an input. This is the ID of the record you’re performing the action on. The available “arguments” input fields vary based on the Action selected in the Options.

  • Record ID (text): The ID of the record you’re performing the action on.
  • When “Move” is Selected:
    • objID (text): The ID of the record you’re moving your “Record ID” into.
    • docObjCode (text): Workfront-specific object codes based on the type of object that the “objID” is referencing. Common ones are “PROJ” for Project, “TASK” for Task, “OPTASK” for Issue, and “USER” for User. To see the full list, check Workfront’s documentation here: https://support.workfront.com/hc/en-us/articles/220633507

• Read Record

  Read a record of any type by providing the the unique Workfront ID for the record. Outputs will vary based on the record type chosen from the options menu.

  Options:

  • Record Type (dropdown)
    • Document Folder
    • Document Version
    • Document
    • Note
    • Task
    • Timesheet
    • Job Role
    • Project
    • Team
    • Reserved Time
    • Company
    • Issue
    • Expense
    • Billing Rate
    • Template Task
    • Portfolio
    • Note Tag
    • Project User
    • Approval
    • Program
    • Milestone
    • User
    • Milestone Path
    • Step Approver
    • Assignments
    • Group
    • Journal Entry

  Inputs:

  • Record ID: the unique Workfront ID of the record you wish to read

  Outputs:

  • Various: The outputs will vary and additional fields may be available depending on the account and record type you choose

• Read Related Records

  Read records related to a parent record by providing the the unique Workfront ID for the parent record. Outputs will vary based on the record type chosen from the options menu.

  Options:

  • Parent Record Type (dropdown)

    • Document Folder
    • Document
    • Task
    • Timesheet
    • Project
    • Company
    • Issue
    • Portfolio
    • Approval
    • User
    • Assignments
    • Group

  • Related Record (dropdown)

    • Varies: this can only be a record type that exists within the parent record
    • Example: if ‘Document Folder’ is chosen as the Parent Record Type, then the related record chosen must be either children or documents

  Inputs:

  • Parent Record ID: the unique Workfront ID of the record you wish to read

  Outputs:

  • Related Records: the output will always be a list of objects, and the items within each object will vary based on the related record type chosen

• Search Records

  Search Records allows you to search for a record or records in Workfront as a step in your Flow.

  Options

  • Record Type (dropdown list):
    • Select the record type that you’re looking to make a record for. For example, f you want to create a Project, you should select Project from the dropdown list and then make sure you have access to data from previous steps to use when creating the Project.
  • Result Set (dropdown list):
    • Either choose to only get the first result that matches your search criteria or all the results that match your search criteria.

  Input Fields

  • Search: The fields here are the search criteria for the records you’ll get back.
    • Standard Input Fields
      • The card will initially display a few standard fields based on whichever record type you select. You can also open up the fields menu by clicking the cog wheel at the bottom right of the card to use other fields available in Workfront.
    • Custom Input Fields
      • Where applicable, the fields menu will also display any of the custom fields available in your Workfront instance.

  Output Fields

  • Record: The fields here contain the results of your search and will return information differently depending on the Result Set option.
    • Standard Output Fields
      • The card will initially display a few standard fields based on whichever record type you select. You can also open up the fields menu by clicking the cog wheel at the bottom right of the card to use other fields available in Workfront.
    • Custom Output Fields
      • Where applicable, the fields menu will also display any of the custom fields available in your Workfront instance.

• Update Record

  Updates a record of any type by using the the unique Workfront ID for the record.

  Options:

  • Record Type (dropdown)
    • Document Folder
    • Document Version
    • Document
    • Note
    • Task
    • Timesheet
    • Job Role
    • Project
    • Team
    • Reserved Time
    • Company
    • Issue
    • Expense
    • Billing Rate
    • Template Task
    • Portfolio
    • Note Tag
    • Project User
    • Approval
    • Program
    • Milestone
    • User
    • Milestone Path
    • Step Approver
    • Assignments
    • Group
    • Journal Entry

  Inputs:

  • Record ID (text): the unique Workfront ID of the record you wish to read

  Outputs:

  • There are no output fields

• Upload Document

  Uploads a document