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

Important: You must select the Workfront Spoke check box for this integration while installing optional features on the Application Manager page. For more information about choosing the required SaaS applications, see Request SaaS License Management.

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.
    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. Review the required user roles or API permissions specified in the Vendor configuration field for each process to minimize security risks and optimize SaaS licenses.
    Note: For more information, see Minimal user permissions table.
    1. In the Download Subscription Subflow section, verify that the Subflow field is set to Workfront Download Subscriptions.
      Note: The Download subscriptions check box is selected by default and you can't clear it.
    2. In the Calculate Activity Subflow section, verify that the Subflow field is set to Workfront Update User Activity.
      Note: The Download Activity check box is selected by default. If you clear it, the activity scheduled job SAM - Refresh <displayname> Activity isn't created.
    3. In the Reclaim Subscription Subflow section, verify that the Subflow field is set to Workfront Reclaim Subscription.
      Note: The Reclaim subscriptions check box is selected by default. If you don't want to reclaim subscriptions, you can clear this check box. If you clear it, the removal candidates are created but the reclaim subscription subflow isn't triggered or the reclamation process isn't initiated.
  4. Select Save.
    Your ServiceNow instance creates a draft integration profile.

    The Connection & Credential field appears and is automatically set to sn_workfront_spoke.Workfront.

  5. On the integration profile form, select Validate Connection to verify the connection and credential details of this integration.

    Validating the connection verifies the Download Subscriptions and Calculate Activity APIs, but not the Reclaim Subscriptions APIs.

  6. After the connection is verified, select Publish.
  7. In the Publish Confirmation dialog box, select OK.
    Note: If you clear the Download Activity check box after the integration profile is published, you must revalidate the connections and then republish the integration profile because the following events occur:
    • The Status field on the integration profile form changes to Draft.
    • The Validate connection button shows up on the form.
    • The current SAM - Refresh <displayname> Activity job gets deleted.
  8. (Optional) To optimize memory and avoid performance issues in your Workfront flow, you can turn off the flow engine reporting level.
    1. Navigate to System Properties > All Properties.
    2. Select the com.snc.process_flow.reporting.level system property.
    3. On the System Property page, set the Value to OFF.
    4. Select Update.
  9. (Optional) Reduce the number of items in the execution details.
    1. Navigate to System Properties > All Properties.
    2. Select the com.snc.process_flow.reporting.datastream.item.lastn system property.
    3. On the System Property page, set the Value to 10.
    4. 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.