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Creating and Managing Layout Templates

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

The Workfront layout refers to the arrangement of Global Navigation bar areas and the tabs associated with them, as well as to the views, filters, and groupings that are visible in lists and reports.

Your default layout changes depending on your access level. Some users might not see some areas in the Global Navigation bar or tabs associated with them, depending on their access level. For more information about the Workfront default layout depending on the user's access level, see "Understanding Default Layouts."

The default layout can be changed by using Layout Templates. Layout Templates enable you to put the right information in front of the right people.
Providing a well-defined and consistent layout to users decreases training time and improves workflow and efficiency. 

As a system administrator, you can create and modify Layout Templates to create a uniform interface for all users, based on the needs of their teams, groups, or job roles. 

Creating or Modifying a Layout Template

By modifying the Layout Template of a user, you can do the following things:

  • Change the default landing tab.
  • Change what areas display in the Global Navigation Bar.
  • Add custom tabs.
  • Set up list controls. 
  • Change the information on the My Work lists.
  • Change the names of objects. 

When the Layout Template is modified, you can then assign the custom configuration to teams, job roles, groups, or individual users.

To create or modify an existing Layout Template: 

  1. Click Setup in the Global Navigation Bar.
  2. Expand Interface, then click Layout Templates
  3. Click New Layout Template.
    Or
    Click the name of the Layout Template you want to modify.
    layout_template_set_details.png
  4. Make any modifications you need to any of the options inside the Layout Template, as described in the following sections:
    Setting Details
    Customizing Tabs
    Customizing Lists
    Customizing My Work
    Customizing Home
    Assigning People
    Customizing Terminology
  5. Click Save Layout Template.

Setting Details

  1. Begin creating your Layout Template, as described above, in "Creating or Modifying a Layout Template."
  2. On the Set Details tab, specify the following information:
  3. Name: A descriptive name for the template.
    For example, if the template is intended for the Marketing organization, you might call this the "Marketing Layout."
    Description: A brief description of the purpose of the template.
    On login, show: Determines the default login area for the user. 
    For example, My Work takes users to the My Work area each time they log in.
    This is their home screen. 
    In the Global Navigation bar, show: Show or hide areas for users using the template.
    By default, My Work and Projects cannot be removed.
    Adding the Reporting area provides access to reports for users with a Worker license.
  4. Continue with any of the following sections, depending on the area of the interface that you want to customize:

Customizing Tabs 

You can customize the tabs that are available to users who are assigned the Layout Template.

For example, you can customize landing pages for the following objects:

  • Projects
  • Tasks
  • Issues
  • Programs
  • Portfolios

You can also customize the following Global Navigation areas:

  • Projects
  • Requests
  • Reporting

To customize tabs: 

  1. Begin creating your Layout Template, as described above, in "Creating or Modifying a Layout Template" and  "Setting Details."
  2. Click the Customize Tabs tab.
    layout_template_customize_tabs.png
  3. Click the When a person with this Template looks at drop-down list, then select one of the following areas of Workfront to customize:
    • A Task
    • A Project
    • An Issue
    • A Program
    • A Portfolio
    • Projects 
    • Requests 
    • Reporting 
  4. Remove items from the main tabs on the template by clicking the 'X' on the tab you want to remove. 
    This moves the items to the More tab. 
    The following tabs are available for each area:
    • Updates
    • Documents
    • Task Details
    • Subtasks
    • Issues
    • Hours
    • Approvals
    • Expenses
    • Predecessors
    • Tasks
    • Project Details
    • Updates
    • Documents
    • Issues
    • Risks
    • Approvals
    • Baselines
    • Billing Rates
    • Billing Records
    • Expenses
    • Hours
    • Legacy Gantt
    • Queue Setup
    • Risks
    • Staffing
    • Utilization
      This tab refers to the utilization report that enables users to track the progress of a project by quickly viewing how the actual hours are tracking against the budgeted hours or planned hours.
      For more information, see "Viewing Utilization Information for Projects, Programs, and Portfolios."
    • Updates
    • Documents
    • Issue Details
    • Hours
    • Approvals
    • Projects
    • Program Details
    • Updates
    • Documents
    • Projects
    • Programs
    • Portfolio Details
    • Portfolio Optimization
    • Documents
    • Updates
    • Projects
    • Portfolios
    • My Projects
    • All Projects
    • Templates
    • New Request
    • Requests I've Submitted
    • All Requests
    • Reports
    • Dashboards
    • Calendars
    • A Task
    • A Project
    • An Issue
    • A Program
    • A Portfolio
    • Projects
    • Requests
    • Reporting
  5. Hide items from the template by clicking Hide next to the item after it is moved to the More tab.
    Some tabs can be hidden, and others cannot. If Hide is not displayed on the tab, it cannot be hidden.
  6. Drag items from one location to any empty tab in the template.
  7. Click Add Custom Tab to add a dashboard to the template.
  8. Click the Assign People tab and assign users, teams, groups, or job roles to the layout template as described in "Assigning People."
  9. Click Save Layout Template.

Customizing Lists

You can customize the Filters, Views, and Groupings (also known as list controls) that are available to users who are assigned the Layout Template.

NOTE You cannot remove all the filters, views, and groupings from the lists. You must have at least one option for filters, one for views, and one for groupings. If you remove all the filters, views, or groupings from a layout template, the default ones are added back in when you save the layout template.

  1. Begin creating your Layout Template, as described above, in "Creating or Modifying a Layout Template" and  "Setting Details."
  2. Click Customize Lists.
    layout_template_customize_lists.png
  3. Click the When a person with this Template looks at drop-down list to select an area of Workfront to customize.
  4. Hide items by mousing over the item, then clicking Hide
    Hiding unused options or options that are not relevant to a user can streamline the workspace of that user.
  5. Add items by clicking Add Filter, Add View, or Add Grouping.
    You can search for and add existing custom list controls that you previously created, or you can create new custom list controls.
    The views, filters and groupings you see listed on this tab will be visible to all users assigned to this Layout Template. 
  6. Click the Assign People tab and assign users, teams, groups, or job roles to the Layout Template as described in "Assigning People."
  7. Click Save Layout Template.

Customizing My Work

You can create custom views to display on tasks and issues in the Working On and Work Requests tabs in the My Work area.

  1. Begin creating your Layout Template, as described above, in "Creating or Modifying a Layout Template" and "Setting Details."
  2. Click Customize My Work.
    layouttemplate_mywork.png
  3. (Optional) If you want users with this layout template to see the new calendar in the My Work area, select Show new calendar. By default, the option Show legacy calendar is selected.
    For information about the new My Work calendar, see "Viewing Assigned Work on the My Work Calendar."
  4. Click the When a person with this Template looks at drop-down list to select an area of My Work to customize and a type of work item.
    Select whether you want the Layout Template to be associated with tasks on the Working On tab, issues on the Working On tab, tasks on the Work Requests tab, or issues on the Work Requests tab.
  5. Click one of the Add Field buttons on the Layout Template, depending on where you want the field to be displayed.
  6. Begin typing the name of the field that you want to add to the Layout Template.
    Click the field name when it appears in the list.
  7. Repeat Step 5 and Step 6 to add multiple fields to the Layout Template.
    For the columns on the right side of the Layout Template, you can add only one field per column.
    When adding fields to the left side of the Layout Template, you can add as many fields as you want, provided that the fields originate from no more than four object types. (After reaching the four object limit, a message is displayed, notifying you of the limitation).
    After you add fields from four object types, only fields from those object types are available when adding additional fields. 
  8. If you selected Working On: Tasks or Working On: Issues in Step 3, you can choose which date is displayed next to Tasks or Issues on the Working On tab. The following options are available:
    • Commit Date: (Default) Displays the Commit Date next to items on the Working On tab. When the Commit Date is displayed, the users who are working on the task or issue can suggest a new date directly from the Working On tab. This new date is the Commit Date. Project managers can then modify the Planned Completion Date to match the suggested Commit Date, or they can leave the Planned Completion Date unchanged.
      For more information about the Commit Date, see "Commit Date."
      NOTE When this option is selected for either Working On: Tasks or Working On: Issues, the legacy calendar is displayed in the My Work area. 
    • Planned Completion Date: Displays the Planned Completion Date next to items on the Working On tab. Users who are working on the task or issue see the Planned Completion Date, which is the date when the project manager expects the item to be completed. Users are not able to suggest a new date from the Working On tab.  
      For more information about the Planned Completion Date, see "Planned Completion Date."
      NOTE When this option is selected for both Working On: Tasks and Working On: Issues, the new calendar in the My Work area is displayed. For more information about using the new calendar in the My Work area, see "Viewing Assigned Work on the My Work Calendar."
  9. Click the Assign People tab and assign users, teams, groups, or job roles to the Layout Template, as described in "Assigning People."
  10. Click Save Layout Template.

Customizing Home

NOTE This functionality will not be released to the Production environment with the 17.3 release; it will remain in Preview until early in 2018.

The Home area allows you to manage all your work from a single location.

Complete the following sections to determine user visibility to the Home area and to customize it to best fit user needs:

Configuring User Visibility to the Home Area

You can customize the layout template to determine the visibility users in your organization have to the Home area. Users who are not assigned a layout template see the Home area by default.

To configure user visibility to the Home area:

  • Users see the My Work area by default and can switch to the Home area (This is the default configuration)
    1. Begin creating your Layout Template, as described in "Creating or Modifying a Layout Template" and "Setting Details."
    2. Click Customize Home.
    3. Ensure that Allow users with this template to try the Home area in place of My Work is enabled.
    4. Click Save Layout Template.
  • Users see the My Work area and cannot switch to the Home area
    1. Begin creating your Layout Template, as described in "Creating or Modifying a Layout Template" and "Setting Details."
    2. Click Customize Home.
    3. Disable the option, Allow users with this template to try the Home area in place of My Work.
    4. Click Save Layout Template.
  • Users see the Home area by default and cannot switch to the My Work area
    1. Begin creating your Layout Template, as described in "Creating or Modifying a Layout Template" and "Setting Details."
    2. Ensure that the Set Details tab is selected.
    3. In the On login, show drop-down menu, select Home.
    4. In the In the Global Nav bar, show drop-down menu, select Home and ensure that My Work is unselected.
    5. Click Save Layout Template.
      Anew Home link is displayed in the Global Navigation Bar, replacing the My Work link.
      wfhome_navbar.png

Customizing the Home Area

If you allow users to switch to the Home view, you can customize the information displayed to users when they view information within the Home area.

To customize the layout template for the Home area:

  1. Begin creating your Layout Template, as described in "Creating or Modifying a Layout Template" and "Setting Details."
  2. Click Customize Home.
    layout_workfronthome.png
  3. Use the Allow users with this template to try Workfront Home in place of My Work option to determine whether users have access to the Home area. For more information, see "Configuring User Visibility to the Home area."
  4. Select the tab for the object type you want to customize. You can customize how the following objects are displayed in the Home area:
    • Tasks
      Tasks you can customize are Default, Task Requests, Task Approvals, and Team Task Requests.
    • Issues
      Click the tab of the issue type you want to customize. You can customize Default, Issue Requests, Issue Approvals, and Team Issue Requests.
    • Projects
    • Documents
    • Document Versions
    • Proof
    • Timesheets
  5. (Optional) For each object type, determine the naming of the object from the available drop-down menu. The name of this menu differs depending on the object type you are viewing. For example, when viewing a task, use the Task naming drop-down menu to update the name. [double-check this. Not sure how it is going to work]
  6. (Optional) For each object type, determine the primary action available to users when viewing objects of this type by using the Primary action drop-down menu. Some object types have only one primary action; other object types, such as default tasks and issues, have multiple options you can choose from.
  7. (Optional) To customize the data that is displayed when viewing an object in the Home area:
    1. Click Customize.
    2. Click Add Row, then begin typing the name of the field you want to include on the object and select it when it appears in the drop-down list. You can choose from any fields, including custom fields.
    3. (Optional) Include additional fields on the object in either of the following ways:
      • Add another row to include additional fields on the object. An object can contain up to 4 rows.
        layout_wfhome_addrow.png
      • Add another column to include additional fields on the object. An object can contain up to 4 columns.
        layout_wfhome_addcolumn.png
    4. In the Additional options section, enable any of the following options:
      Include document previews: A Documents area is displayed when the task or issue is selected, showing any documents attached to the task or issue. Users can click any documents to view them in a preview window within the Home area.
      Display time logging functionality: The Log Time option is displayed when the task or issue is selected, allowing users to log time on work items directly from the Home area.
      Show updates: Any updates made on the task or issue are displayed when the task or issue is selected. This includes both system updates and updates made by a user. When this option is enabled, users can still filter out system updates, as described in "Filtering System Updates" in "Updating Work."
    5. Click the Assign People tab and assign users, teams, groups, or job roles to the Layout Template, as described in "Assigning People."
    6. Click Save Layout Template.

Assigning People

After you create a Layout Template, you can assign users to it.
When the template is assigned, users see only the assigned template when accessing Workfront.

If you do not assign a Layout Template, the default layout is used. For more information about what the default layout is, according to the users' access level, see "Understanding Default Layouts." Or, users can assign a Layout Template to themselves, as described in "Configuring the Layout Template for the My Work Area." 

Understanding Layout Template Assignment Priority

You can assign a Layout Template to individual users, teams, groups, or job roles.

A user can be assigned to four simultaneous Layout Templates: one coming from their user profile, one coming from their Home Team, one coming from their primary job role, and one coming from their Home Group. However, only one Layout Template can be in effect for a single user at any given time. Depending on where the Layout Template is assigned determines which Layout Template is used for the user: 

  • Individual Users: Supersedes Layout Templates assigned to teams, job roles, or groups.
    The user is assigned to a Layout Template that is individually assigned, regardless of what Layout Templates have been assigned to their primary job role, their Home Team, or their Home Group.
  • Job Roles: When you assign a Layout Template to a job role, all users that have the job role assigned to them as their primary job role can see the settings specified in the Layout Template. Layout Templates assigned to job roles always supersede Layout Templates assigned to the Home Team or the Home Group of a user. Only the Layout Template assigned to the primary job role of a user is visible to the user. Layout Templates assigned to secondary job roles of a user are not visible to that user. 
  • Teams: When you assign a Layout Template to a team, all users that have the team assigned to them as their Home Team can see the settings specified in the Layout Template. Layout Templates assigned to the Home Team of a user supersedes the Layout Template assigned to the Home Group of that user. Only the Layout Template assigned to the Home Team of a user is visible to the user. Layout Templates assigned to the Other Teams of a user are not visible to that user. If the user has a Layout Template assigned to themselves or their primary job role, they do not see the Layout Template assigned to their Home Team. 
  • Groups: When you assign a Layout Template to a group, all users that have the group assigned to them as their Home Group can see the settings specified in the Layout Template. Only the Layout Template assigned to the Home Group of a user is visible to the user. Layout Templates assigned to their Other Groups are not visible to that user. The Layout Template assigned to a group has the lowest assignment priority. If the user has a Layout Template assigned to themselves, their primary job role, or their Home Team, they do not see the Layout Template assigned to their Home Group. 

Assigning Users To The Layout Template

A user with a Plan license and administrative rights to users can modify their own settings and assign themselves an individual Layout Template.
For information about how to assign administrative rights to users, refer to "User Access."
If the user assigns a Layout Template to themselves they also override the Layout Template that you, as the system administrator, assigned to their primary job role, Home Team, or Home Group. 
Any user can furthermore make modifications to their layout. These modifications override predefined layout preferences.
The same is true if a Layout Template is applied after a user has adjusted his or her settings. In this case, the Layout Template overrides user settings and serves as the new default for the user. 

To assign users to the Layout Template:

  1. Begin creating your Layout Template, as described above, in "Creating or Modifying a Layout Template" and  "Setting Details."
  2. Click the Assign People tab.
    layout_template_assign_people.png
  3. Begin typing the name of a user, team, group, or job role into the Add People, Roles, Teams & Groups field, then click it when it appears in the drop-down list.
  4. Click Save Layout Template.
    NOTE Users that could not see specific areas in the Global Navigation Bar or the respective tabs within those areas might have to log in and out of the Workfront application, as well as modify their layout preferences to enable the areas that are now shared with them through the Layout Template. For more information about how to edit your preferences, see the "Preferences" section in "Configuring My Settings."

Limitations and Best Practices in Assigning People to the Layout Template

You can assign a Layout Template to users in Workfront, by applying it to their profiles, while editing them. For more information about editing users, see "Editing User Accounts."

If you edit a Layout Template which is assigned to more than 2000 users and make changes to it, only the first 2000 users will be retained on the Layout Template and will see the changes you made. The Layout Template is removed from all others.

As a best practice, we recommend that if you have more than 2000 users to assign to a Layout Template, to organize them in groups or teams, or assign job roles to them and apply the Layout Template to their Home Group, Home Team or their primary job role.

 Customizing Terminology

Customizing Object Names

As a system administrator, you can customize the names of objects using a Layout Template. Users assigned to the Layout Template can see the customized names instead of the default names for these objects. 

You can customize the name of the following objects:

  • Portfolio
  • Program
  • Project
  • Task
  • Issue

Customizing the names of objects in the Layout Template is similar for all objects. 

NOTE For the new names of the objects to be visible for your users, they must log out and log back in to Workfront after you have saved the Layout Template. 

For example, to customize the name for Projects using the Layout Template:

  1. Begin creating your Layout Template, as described above, in "Creating or Modifying a Layout Template" and  "Setting Details."
  2. Select the Terminology tab.
    layout_template_terminology.png
  3. Select the Projects drop-down menu.
  4. Do one of the following:
    • Select one of the Standard Names provided by Workfront.
    • Select one of the Custom names that has been used before. When the name for an object is customized in any Layout Template, it is saved under the Custom names section.
    • Click Add Custom Name to add a new custom name. 


      When you customize the name of an object, the new name for that object appears in most areas of the Workfront interface where that object name would appear.
      The following areas show the updated name of the objects:
      • Global Navigation Bar
      • All tabs
      • All menus 
      • Report Builder and reporting elements (views, filters and groupings)
      • Save buttons
      • Exported files
      • Emails
      • Mobile Apps
      The following areas of Workfront do not show the updated name of the object:
      • Legacy Gantt
      • Resource Estimates
      • Resource Budget Manager
      • Capacity Planner
      • Resource Grid
      • Team Builder
      • Portfolio Optimizer 
      • Outlook Add-in
      For more information about the implications of customizing object names, see the "Understanding the Implications of Customizing Object Names." 
  5. (Conditional) If you clicked Add Custom Name, specify the Singular and the Plural forms of the new name in the fields provided.
    NOTE Only lower case labels are supported in the Singular and Plural fields. Workfront capitalizes the first letter of the custom name everywhere in the application where it appears. 
  6. Click Add.
  7. Click the Assign People tab and assign users, teams, groups, or job roles to the layout template, as described in "Assigning People."
  8. Click Save Layout Template.

Communicating Terminology Changes to Users

The Workfront documentation always refers to the default names of the objects. As a system administrator, ensure that you notify users of the changes in object names, so they can understand how to use the Workfront documentation, as well as the areas of the application which do not reflect the changes in the names of the objects. 

We recommend that you assign your Layout Templates around your business units (Teams or Groups) when you change the names of your objects. We recommend that you use names that are clearly understood by the users of these business units, to avoid confusion.

NOTE Email notifications and delivered reports always contain object names as defined by the Layout Template of the user who generates the email. Your users should be prepared to see object names in their emails that are not related to their group or team, if they receive email notifications from users in other teams and groups. 

For common tasks in your organization, consider creating custom documentation to reflect your terminology.

For more information about the implications of customizing the names of objects in Workfront, see the "Customizing Object Names."

Testing the Layout Template

It is a good idea to test the newly created Layout Template before distributing it to users.

You can test the Layout Template in either of the following ways:

  • Assign the template to your own user account and verify that it meets all requirements.
  • Log in as a user who is assigned to the Layout Template. For information about how to log in as another user, see "Logging In As Another User."

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