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Kick-Starts Scenario: Company, Group, Role, and User Kick-Starts Preparation

Overview

Provides an overview of a simple Company, Group, Role, and User Kick-Start Preparation.

Scenario

When you begin implementing Workfront, rather than manually inputting data, you decide to import your customer list, internal departments, job roles, and user information.

The following table displays the Companies, Groups, and Roles to import:

Companies Groups Roles
Acme, Co Finance Business Analyst
Workfront, Inc. IT Controller
Your Own Company Marketing Creative Designer
XYZ, Inc. Sales Resource Manager
    Scrum Master
    Technical Writer
    Web Developer
  • Role names must be unique, existing job roles cannot be imported.

The following table displays the Users to import and several user attributes.

First Name Last Name Username/Email Password Access Company Home Group Job Role
Chris Manning cmanning@foo.com updateMe Team Member Your Own Company Marketing Business Analyst
Jennifer Campbell jcampbell@foo.com updateMe Project Manager Your Own Company Marketing Project Manager
Jill Sullivan jsullivan@foo.com updateMe Help Desk Your Own Company Sales Sales Representative
Marc Lewis mlewis@foo.com updateMe Portfolio Manager Your Own Company Finance Controller
Pam Reynolds preynolds@foo.com updateMe Project Manager Your Own Company Marketing Resource Manager
Ray Andrews randrews@foo.com updateMe Administrator Your Own Company IT None

Downloading a Kick-Start Template

  1. Click Setup in the upper-right corner of the Workfront interface.

    Expand System, expand Kick-Starts, then click Import Data.
  2. Click More Options to see the full list of import options.
  3. Select the Access Level, Company, Group, Job Role, and User objects that you want to import.

Inputting Company Information

  1. Open the Workfront.xlsx file you just downloaded. 
  2. Navigate to the 'CMPY Company' sheet.
    It should be empty unless companies are already in the system. 

  3. Specify TRUE into the isNew column.
    Repeat this action for each company being added. (In this example, complete this action for rows 3-6, because four companies are being added.)
  4. Specify a unique ID.
    This must be done for each row for the ID column. Integers starting at 1 work well when creating new records. 
  5. Set a Name. 
    Specify the names of each customer in the setName column.
  6. Navigate to the GROUP Group sheet.
    Unless you have already created groups in Workfront, this sheet should display only the Default Group provisioned with every account of Workfront.

  7. Set the isNew column.
    According to the scenario, 4 groups will be imported, so specify TRUE into rows 4 through 7 for the 'isNew' column.
  8. Specify a unique ID.
    This must be done for each row for the ID column. Integers starting at 1 work well when creating new records. 
  9. Set a Name. 
    Specify the names of each department in the setName column.
    Specify role information. Navigate to the ROLE Role sheet.
  10. Unless you have already created or deleted roles in your account, this sheet should display 8 roles that are provisioned with every account of Workfront.

  11. Set True statement.
    Seven Job Roles are importing, input TRUE into rows 12 through 18 for the 'isNew' column.
  12. Specify a unique ID.
    This must be done for each row for the ID column. Integers starting at 1 work well when creating new records. 

  13. Provide names for roles. 
    Input the names of each role into the 'setName' column.

  14. Provide additional details as needed.
    Include billing rates, cost rates, and descriptions for the Roles you are creating, as needed.
  15. Navigate to the USER User sheet to input User Information.
    Unless you have already created users in your account, this sheet should display only the Admin User that is provisioned with every account of Workfront.

  16. Set True value by specifying TRUE into rows 4 through 9 for the 'isNew' column, since 6 users are being imported.
  17. Set a unique ID by specifying a unique ID in each row for the ID column. Typically integers starting at 1 work well for new records. 
  18. Input the names of each user into the 'setFirstName' and 'setLastName' columns.
  19. Set detail values by specifying values into the 'setEmail,' 'setPassword,' and 'setUsername' columns.
  20. Specify Access Level values.
    For Chris Manning, who is a Team Member, look up the ID on the ACSLVL Access Level sheet for the Team Member access level. Copy the ID into your clipboard, and on the USER User sheet paste it in the setAccessLevelIDcolumn on Chris' row. ​Repeat this step for each user and access level.

  21. Specify Home Group details.
    According to the scenario, Chris Manning belongs to the Marketing group. On the GROUP Group sheet, locate the ID for the Marketing group, copy it into the clipboard, and on the USER User sheet paste it in the setHomeGroupIDcolumn on Chris' row. ​Repeat this step for each user and group assignment.

  22. Specify Company details. 
    All the users in this scenario belong to the same company. On the CMPY Company sheet, locate the ID for the Your Own Company company, copy the ID into the clipboard, and on the USER User tab, paste this value into each row of the 'setCompanyID' column.​
    Repeat this step for each user and group assignment.

  23. Specify Job Role details. 
    According to the scenario, Chris Manning will have the Business Analyst role. On the ROLE Role sheet, locate the ID for the Business Analyst role, copy it into the clipboard, and on the USER User sheet paste it in the 'setRoleID' column on Chris' row. ​Repeat this step for each user and group assignment.

  24. Fill in other user details, as needed.
  25. Save the file.
  26. Import the Excel File. 
    Follow the directions provided in the Importing Kick Start Files section of this article.

Considerations

When working with very wide data sheets, you may want to use your spreadsheet editor's Freeze Pane (or equivalent) tool to make the spreadsheet easier to work with.