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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 how much information displays in the Resource Planner from all the information that is stored in the system.

Understanding Filters in the Resource Planner

To reduce the amount of information you display in the Resource Planner you can use filters. 

Consider the following when using filters in the Resource Planner:

  • You can save your filters to use them at a later time. The filters you create are visible to all users who can view the Resource Planner anywhere in Workfront. 
    When saving a filter, it remains available for all the views in the Resource Planner. 
  • 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. The filter changes only the number of objects that you see in the Resource Planner. 

Creating Filters

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

You must be a Resource Manager on at least one project to be able to view information in the Project and Role views of the Resource Planner. 

To create a filter in the Resource Planner: 

  1. Go to the People area in your Global Navigation Bar.
  2. Select the Planning tab.
  3. Select the Resource Planner sub-tab. 
    Ensure that the prerequisites for viewing the correct information in the Resource Planner are in place.
    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."
  4. 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
  5. (Optional) 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 drop-down menu. 
    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 which are associated with the users that are assigned to tasks in the projects you want to view.
    Job Role: Begin typing the name of one or multiple job roles which are associated with the users that are assigned to tasks in the projects you want to view.
    Pools: Begin typing the name of one or multiple Resource Pools which 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. 
  6. 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 columns, 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."

  7. Click Save to save the Filter Rule.
  8. (Optional) Click Add Filter Rule to add a new rule for another object or another field.
    NOTES
    1. You can filter for up to 5 objects at one time.
    2. The fields available 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. 
  9. 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
  10. (Conditional) After you click Save Filter, specify a name for the filter in the Filter Name field 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
  11. Click Save.
    The results in the Resource Planner are now filtered by the information you included in the  filter.
    The built-in fields or objects that have been modified in the filter have a blue dot next to them, when the filter is saved. The fields or objects that you added for the custom filter are displayed at the bottom of the list of the filter options. 

Applying an Existing Filter

When you or someone with access to the Resource Planner saves a filter, it becomes available to everyone else 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
    By default, the Resource Planner displays with no filter and the filter option should be None.
  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 other 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 and this change affects the lists of filters for everyone who can see the Resource Planner. 

Renaming a filter is done differently in the Production and Preview environments.

To rename a filter: 

  1. Go to the Resource Planner and expand the Filter drop-down menu to select a saved filter. 
  2. (Conditional) In the Production environment:
    1. Select a saved filter from the drop-down menu.
    2. Click the Filter icon.
    3. Click the Rename icon.
      edit_name_on_filter_in_rp.png
  3. (Conditional) In the Preview environment:
    1. Expand the Filter drop-down menu.
    2. Locate the filter that you want to rename and mouse over its name.
    3. Select the Rename filter icon next to the name of the filter.
      RP_rename_filter_icon.png
  4. Specify a new name for the filter in the Rename Filter dialog box.
  5. Click Save.
    The information included in the filter is the same, and the name has been 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 and 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. Expand the Filter drop-down menu and select a saved filter that you want to edit. 
  3. Click the Filter icon.
    filter_icon.png 
  4. Add new fields to the filter, as described in "Creating Filters."
  5. (Conditional) In the Production environment, click Apply to apply the edited filter without saving it.
    Or
    Click Save to save the edited filter.
  6. (Conditional) In the Preview environment:
    1. Mouse 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
    2. (Optional) Click Add Filter Rule to add new fields to the filter. 
      For more information about defining filter criteria, see "Creating Filters."
    3. 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. Mouse 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. 

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

Removing a filter is done differently in the Production and the Preview environment. 

To remove a filter:

  1. Go to the Resource Planner.
  2. (Conditional) In the Production environment:
    1. Expand the Filter drop-down menu in the upper-left corner and select the filter you want to remove. 
    2. Click the Filter icon.
      filter_icon.png 
    3. Click the Delete icon to remove the filter.
      delete_filter_in_rp.png
    4. Click Continue in the Remove Filter dialog box.
  3. (Conditional) In the Preview environment:
    1. Expand the Filter drop-down menu.
    2. Locate the filter that you want to remove and mouse over its name.
    3. Select the Delete filter icon next to the name of the filter.
      Screen_Shot_2018-09-12_at_3.04.04_PM.png
    4. Click Delete in the Delete Filter dialog box.
    The filter is deleted and removed from the Resource Planner. 

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***Remove Production references at 18.3 production release

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 2018-09-20 18:19:18 UTC