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Filtering Content in the Resource Planner

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The highlighted information on this page refers to functionality not yet generally available. It is available only in the Preview Sandbox environment.

Using filters, you can modify what information displays in the Resource Planner from all the information that is stored in the system.

Understanding Filters in the Resource Planner

Consider the following when using filters in the Resource Planner:

  • The filters you create are visible to all users who can view the Resource Planner anywhere in Workfront. 
  • The filtered results do not change when you select a different view for the Resource Planner. 
    For more information about changing the view in the Resource Planner, see the "Project/ Role/ User View Selection" section in "Understanding the Areas of the Resource Planner."
  • Applying a filter does not change the allocation and availability data in the Resource Planner for projects, roles, or users. A filter changes only the number of objects that you see in the Resource Planner. 
  • Filtering applies to all the objects that display in the Resource Planner at the same time. For example, if you filter for a specific user, the Resource Planner displays only the following results:
    • projects where that user is part of the Resource Pool (for the Project and Role views) or has an assignment on the project (for the User view).
    • roles associated with the user on those projects.
    • the specific user.
      Other roles or users on the projects that the user is associated with do not display.

Understanding the Default Filter in the Resource Planner

Workfront applies the Default Filter to the Resource Planner, by default.  

RP_new_default_fitler_criteria__1_.PNG

The Default Filter retrieves information only from the following projects: 

  • With a Planned Completion Date within the time periods displayed on the screen.
  • With a Status of Current or Planning.
  • With a Group that matches the Home Group of the user who is logged in.

Consider the following when applying the Default Filter:

  • You can edit the information in the Default filter without saving the filter. 
  • You can duplicate and edit a copy of the Default Filter, then save it as a new filter.  
  • You cannot delete the Default Filter.

Creating Filters

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Creating a filter in the Resource Planner is identical for all the views. 

Ensure that the prerequisites for viewing the correct information in the Resource Planner are in place before you view Resource Planner.
For more information about meeting the necessary prerequisites for working with the Resource Planner, see the "Understanding Prerequisites for Resource Planning" section in "Getting Started with Resource Planning."

Consider the following as you create a filter: 

  • There is no limit for how many objects you can filter for.
  • The fields available to select from when creating a filter change according to the object of the view you apply to the Resource Planner. For example, you can filter for Issue or Task fields only in the User View because these objects display only in the User View. If you build a filter for Issues or Tasks in the User View and then apply it to the Project or Role view, this filter is ignored because the fields don't exist in the Project or Role views. In this case, the filter appears unavailable. 

To create a filter in the Resource Planner: 

  1. Go to the People area in the Global Navigation Bar.
  2. Click the Planning tab.
  3. Click the Resource Planner sub-tab. 
  4. By default, the first time you access the Resource Planner, the Default Filter is applied. 
    For more information about the Default Filter, see the "Understanding the Default Filter" section in this article. 
  5. In the upper-left corner of the Resource Planner, click the Filter icon. 
    filter_icon.png
    Or
    Expand the Filter drop-down menu and click Add New Filter.
    RP_Add_new_filter.png
  6. To build a filter using the built-in criteria, specify any of the following:
    Portfolio: Begin typing the name of the portfolio that contains the information you want to include in the Resource Planner, then click the name when it appears in the list. 
    Repeat this process to include information from multiple portfolios.
    Project Status: Expand the Project Status drop-down menu and select one or multiple project statuses available in the list. 

    Team: Begin typing the name of one or multiple teams associated with the users assigned to tasks in the projects you want to view.
    Job Role: Begin typing the name of one or multiple job roles associated with the users assigned to tasks in the projects you want to view.
    Pools: Begin typing the name of one or multiple Resource Pools that are associated with the projects (for the Project View), the users (for the User View), or associated with both the projects and the users (for the Role View) that you want to view. 
  7. Click Add Filter Rule, then begin typing the field name that you want to filter by in the Type to filter items box. If the field is available, it populates for each object where it can be associated. Click the name of the field to add it to the filter when it appears in the list.
    For more information about the fields you see in the list, see "Understanding Fields in Views and Reports." 
    Select the filter and condition modifiers for the filter. The available modifiers are described in "Filter and Condition Modifiers."
    NOTE You can use user-based wildcards to filter for information associated with the logged-in user. In the Preview Environment, you can also use date-based wildcards to filter for date information.
    For information about supported wildcards in filters, see "Wildcard Filter Variables."
  8. Click Save to save the filter rule.
  9. (Optional) Click Add Filter Rule to add a new rule for another object or another field.
  10. Click Apply to apply the filter without saving it.
    Or
    Click Save Filter to save the filter.
    RP_Apply_or_Save_buttons_on_filters.png
  11. (Conditional) After you click Save Filter, specify a name for the filter in the Filter Name box inside the Save Filter dialog box. This is a required field.
    RP_new_save_filter_box__with_Save_button__without_apply.png
    NOTE Only the following special characters are allowed in the filter name: 
    • Comma
    • Slash
    • Hyphen
    • Underscore
  12. Click Save.
    The results in the Resource Planner are now filtered by the information you included in the  filter rules. 

Applying an Existing Filter

When you or someone with access to the Resource Planner saves a filter, it becomes available to everyone using the Resource Planner. 

To apply an existing filter: 

  1. Go to the Resource Planner.
  2. In the upper-left corner, expand the Filter drop-down menu.
    RP_filter_drop_down.png
  3. Select a filter available in the drop-down menu. You can see filters that you or other users created in this menu. 
    When you select a filter, it automatically reduces the amount of information that you display in the Resource Planner. 

Editing a Filter

You can edit a filter in the Resource Planner by doing one of the following: 

When you edit a filter, it is updated for all users in the system who have access to the Resource Planner. 

Renaming a Filter

You can change the name of a filter without changing its criteria. We recommend letting other users in the system know about this change, as filters are visible to other users. This change affects the lists of filters for everyone who can see the Resource Planner. 

To rename a filter: 

  1. Go to the Resource Planner and expand the Filter drop-down menu to select a saved filter. 
  2. Expand the Filter drop-down menu. Locate the filter that you want to rename and hover over its name.
    1. Select the Rename filter icon next to the name of the filter.
      RP_rename_filter_icon.png
  3. Specify a new name for the filter in the Filter Name box.
  4. Click Save.
    The information included in the filter is the same, and the name is updated. 

Editing the Information in a Filter

You can change the information you include in a filter without changing its name. We recommend letting other users in the system know about this change, as filters are visible to them. This change affects the lists of filters for everyone who can see the Resource Planner. 

To edit the information that you include in a filter:

  1. Go to the Resource Planner and expand the Filter drop-down menu in the upper-left corner. 
  2. Select an existing filter that you want to edit. 
  3. Click the Filter icon.
    filter_icon.png 
  4. Add new fields to the filter.
    For information about building filters, see "Creating Filters."
  5. Hover over the existing fields selected for the filter, and click the Edit icon to select another field, or the Delete icon to delete the field.
    RP_custom_filter_delete_and_edit_icons.png
  6. (Optional) Click Add Filter Rule to add new fields to the filter. 
    For more information about defining filter criteria, see "Creating Filters."
  7. Click Apply to apply the filter without saving it.
    Or
    Click Save to save the filter.
    The filter is saved with the same name but with new filtering criteria.

Duplicating a Filter

You can duplicate an existing filter. The original filtering criteria remain the same in the duplicated filter and you can save the new filter by a new name.

To duplicate a filter: 

  1. Go to the Resource Planner and expand the Filter drop-down menu in the upper-left corner. 
  2. Hover over the name of a saved filter that you want to duplicate. 
  3. Click the Duplicate icon.
    RP_duplicate_filter.png
    The Duplicate Filter box is displayed.
  4. In the Filter Name field, specify a new name for the duplicated filter. 
    The default name for the new filter is <Original Filter Name>(copy).
  5. Click Save.
    A new filter is created with the same criteria as the original filter and with a new name.
    NOTE Although you can have two filters by the same name and with identical criteria, we recommend that you save filters with unique filtering criteria and names in your Resource Planner, to avoid confusion.

Deleting a Filter

You can delete a filter when it is no longer needed. You cannot delete the Default Filter. For information about the Default Filter, see the "Understanding the Default Filter" section in this article. 

When you delete a filter, the filter is deleted for all Workfront users who have access to the Resource Planner. Before removing it, ensure the filter you want to remove is no longer used by anyone else who is working in the Resource Planner. A deleted filter cannot be recovered. 

To remove a filter:

  1. Go to the Resource Planner.
  2. Expand the Filter drop-down menu.
  3. Locate the filter that you want to remove and hover over its name.
  4. Select the Delete filter icon next to the name of the filter.
    Screen_Shot_2018-09-12_at_3.04.04_PM.png
  5. Click Delete in the Delete Filter dialog box.
  6. The filter is deleted and removed from the Resource Planner. 

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**Iterate on this article: filtering by custom data. Other enhancements?

Special characters caveat might change - follow the story to know when. It originally came in Beta 3 17.3. 

**^ This section is somewhat duplicated (format more than content) from the "Filtering Utilization Information" section in "Viewing Utilization Information for Projects, Programs, and Portfolios."

This article last updated on 2018-12-06 18:51:18 UTC