- Understanding the Difference between Prompts and Filters
- Creating a Prompt
- Applying a Prompt to a Report
- Limitations of Running Publicly Shared Prompted Reports
Filters and prompts are similar in the sense that they both restrict the amount of information which you display in a report.
You build a filter when you want the information displayed in the report to be filtered by the same criteria every time you run the report. Filters are built one time and they are hard coded in the report. For more information about building filters, see "Creating and Customizing Filters."
Prompts are open filters that can be customized and applied differently every time you run a report.
When you add prompts to your report, you can customize the filtering information by editing the prompt criteria every time you run the report. The report runs with a different filter every time, depending on what modifiers you choose, instead of hard coding the modifiers once in the filter of the report.
Prompts act as a customizable filter on reports which can be updated right before you run the report. You can create generic reports and then narrow the results based on information you want to see for that day or on the information that is relevant for a set of criteria individual to you. For example, if you have an Hours report and you want to change the information of the report based on the following criteria:
- The dates when the hours were logged.
- The users who entered the hours.
- The amount of hours entered
You would build three prompts where the conditions are the criteria required and the report would look different every time you run it, according to which information you choose for your prompts.
A filter can tell Workfront to show only those hours entered between June and August of this year. However, with a prompt, you can use a different time frame each time you run the report (for example, between January and February or October and December).
- Navigate to the report where you want to add a prompt.
- Expand Report Actions, and then click Edit.
- Click Report Settings.
- In the Report Prompts area, click Add a Prompt.
(Conditional) Select the field that you want the prompt to be based on. Start typing the name of the field, and click to select it when it appears in the list.
The options available to users running the report will differ depending on the field you select.
For example, if you select a date field such as Actual Completion Date on a task report, "Actual Completion Date" is the name of the prompt. When editing this prompt as you are running this report, you can choose from a set of modifiers to build your filtering statement. This process is identical to building a filter. For more information about modifiers, see "Filter and Condition Modifiers."
- (Conditional) Click Custom Prompt to create a custom prompt.
A custom prompt is a pre-defined prompt where you hard code the filtering criteria before you run the report. In this sense, a custom prompt is closer to a filter than a prompt.
However, the prompt remains as flexible as a regular prompt because you can choose from several pre-defined statements, as opposed to having just one hard coded filter in the report.
Specify the following information for the custom prompt:
Field name: This is the name of the prompt, as you see it before you run the report.
Label: This is the name of one of the options inside the prompt as you see it before you run the report.
Condition: Enter a condition that defines the prompt.
The condition of a custom prompt can only be edited using text mode. This allows for multiple conditions to be applied in a single field.
Use the same syntax that you would use when entering a text mode filter, and join your statements by "&". For more information about editing a filter in text mode, see "Editing Text Mode in a Filter."
For example, the Condition field of the custom prompt for the following scenarios could look like this:
- all tasks on future projects where the project status is Idea, Requested, Planned and Current:
- all tasks in completed (past) projects where the project status is Completed or Dead: project:actualCompletionDate=$$TODAY&project:actualCompletionDate_Mod=lte&project:status=CPL,DED&project:status_Mod=in
For more information about text mode modifiers, see "Filter and Condition Modifiers."
NOTE You cannot change the conditions of a custom prompt when you run the report, like you would a standard prompt. You can have as many pre-defined conditions for a custom prompt as you need.
- (Optional) Repeat Step 4 or Step 5 to create as many prompts as needed.
- Click Done, then click Save+Close to save the report.
When you have a prompt added to a report, the default tab of the report is always the Prompts tab.
To run a report with a prompt:
- Navigate to the report with the prompt.
- Choose a condition for one or all the prompts displayed on the Prompts tab.
(Optional) You can leave the prompts blank and not filter the report by the prompt conditions.
- Click Run Report.
(Conditional) If you populated the prompts, the report is filtered by the conditions you have chosen for your prompts.
(Conditional) If you left the prompts blank, the report is not filtered by the prompt conditions. The report displays as if it were not filtered.
NOTE A report that contains a filter in addition to a prompt filters the results according to both the criteria defined in the filter and the prompt combined.
You can share reports with prompts in the same way you share all reports. For more information about sharing reports, see "Sharing Reports."
When you share a prompted report, the user viewing the report must be logged in to Workfront to run the report using the prompt.
IMPORTANT When you share a report publicly, meaning that anyone with a link to the report can view the report, users will not be able to run the report by applying the prompt, unless they have Workfront credentials and log in first. If the user is not logged in, the report displays without applying the prompt.