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Wildcard Filter Variables

Filter Variables (or wildcards) can be used to define filters, searches, calculated custom data, views, and kick-start data imports. Wildcards make reports dynamic (or flexible) so they can be utilized over time or by several users. Workfront has two types of Filter Variables: Date-based and User-based.

Date-Based Variables

Workfront provides two date-based wildcard options:

$$TODAY

This option can be used in combination with any date filter attribute.

For example, if you want to display all tasks due before today, you could use the following expression: Planned Start Date < $$TODAY. This is preferable to defining a filter with today's date so you won't have to modify the filter again tomorrow, next week, or next month. $$TODAY is always equal to midnight for the current day.

$$NOW

This option can be used in combination with any other date filter attribute.

For example, if you want to display all hour entries provided up to the current time, you can do this by using the following expression: Planned Start Date < $$NOW. This is preferred over defining a filter and using the current date and time. In other words, each time the filter runs, you will not have to modify it. $$NOW is equal the current date and time.

Date wildcards can be combined with the attribute 'q', 'h', 'd', 'w', 'm', 'y' for calendar quarter, hour, day, week, month, year respectively. The qualifiers 'b' and 'e' stand for 'beginning' and 'ending' respectively.The operators '+' and '-' are used to add or subtract values from the wildcard value.

Example: The wildcard, '$$TODAYb+2w' is the same as saying, 'Two weeks from the beginning of this week'. The wildcard '$$NOW+2h' is the same as saying 'two hours from now'.

User-Based Variables 

Workfront provides several user-based variable options that are described below.

$$USER.ID

The most common user-based variable is $$USER.ID. This is a dynamic variable that will return the logged in user's ID. This is the ID used to identify which user created each object and their work assignments. Therefore, it is the variable used on the 'My' reports, such as 'My Tasks', 'My Projects', 'My Hours', etc.

This wildcard option decreases the number of reports an Implementation Manager needs to create; the same report can be utilized for several users and the results will change based on the logged in user's ID.

$$USER.categoryID

The $$USER.categoryID variable identifies the custom data category associated with the logged in user's profile and returns the ID number of the category.

$$USER.accessLevelID

The $$USER.accessLevelID variable identifies the access level associated with the logged in user's profile and returns the ID number of the access level.

$$USER.accessLevelRank

The $$USER.accessLevelRank variable identifies the access level rank associated with the logged in user's profile and returns the rank value associated with the access level.

$$USER.companyID

The $$USER.companyID variable identifies the company associated with the logged in user's profile and returns the ID number of the company.

$$USER.customerID

The $$USER.customerID variable identifies the customer account ID associated with your environment. This variable is unique because it is typically only used when building integrations through the API.

$$USER.firstName

The $$USER.firstName variable allows you to do name matches in a filter. This value and the other name options ($$USER.lastName and $$USER.name) are most commonly used to match just the logged in user's first name with a first name value stored in a Custom Data parameter. It can also be used with other attributes provided in Workfront.

$$USER.lastName

The $$USER.lastName variable returns just the last name of the logged in user and allows name matches in a filter.

$$USER.name

The $$USER.name variable allows name matches in a filter. It returns the logged in user's full name (first name & last name).

 

$$USER.homeGroupID

The $$USER.homeGroupID variable identifies and returns the logged in user's home group ID. This is used primarily for group managers who want to see only projects, tasks, etc. related to their home group.

For example, a manager may want to see all incomplete tasks on projects in his/her finance group: Project: Group ID = $$USER.homeGroupID Percent Complete < 100

A that manager may also want to see all incomplete tasks assigned to individuals in his/her finance group: Assigned To: Group ID = $$USER.homeGroupID Percent Complete < 100

$$USER.otherGroupIDs

The $$USER.otherGroupIDs variable returns an array of all of the group's ID values associated with the logged in user's profile. The use cases for this variable are similar to the $$USER.homeGroupID option, except the results would only display work across all groups the manager belongs to.

$$USER.roleID

The $$USER.roleID variable returns the logged in user's default role assignment. This allows you to report on tasks or issues assigned to a default job role. $$USER.roleIDs - [The $$USER.roleID] variable provides an array of the logged in user's role assignments, allowing you to create filters that return results associated with all of the logged in user's role associations. If a user has job roles defined beyond his/her default job role, this variable returns the values of those additional roles. You can use those values to find all of the logged in user's role associations.