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Working with Calendar Reports

The Calendar report is a dynamic report in which you can view the date and other important details for an event, including the due date, status of work, and user to whom the event is assigned.

This is different from the Home Calendar, which allows you to manage your workday and work assignments on a personal work calendar visible only to you (see "Understanding the Home Calendar").

You can use a calendar report to visualize important dates for the following objects:

  • Tasks
  • Issues
  • Projects 

For information about creating calendar reports, see "Creating and Managing Calendar Reports."

Viewing a Calendar Report

  1. Navigate to the Reporting area. When we say "the ___ area," should we add "in the global navigation bar"? Also, why not just say "Click Reporting in the gnb?"
  2. Click the Calendars tab, then select the calendar you want to view.
    Depending on your Access level, you might see the following calendars listed:
    • Your default Workfront calendar
      Workfront creates a calendar for you based on the project, tasks, and issues that are assigned to you or that are assigned to teams, groups, or roles to which you are assigned.
    • Calendars that you have created
      To learn about creating calendars, see "Creating and Managing Calendars."
    • Calendars that other users have shared with you
      To learn about sharing calendars, see "Sharing a Calendar."
  3. (Conditional) Click the View drop-down, then select the calendar duration you want to view.
    View_menu_Calendar_report.png
    You can choose from the following Calendar report views:
    • Month: Displays four weeks of the calendar
    • Week: Displays one week of the calendar
    • Gantt: Displays a continuous view of the calendar
      Gantt_calendar_report.png
      You can see more events in a Gantt view by scrolling down or sideways. A loading symbol appears as data is populated for the view.
  4. (Optional) If you are viewing the calendar in the Month or Week views, you can change your calendar view with the following options:
    • To include or exclude weekends,
      1. On the Calendar toolbar, click Calendar Actions, then from the drop-down list select either Show Weekend or Hide Weekend.
    • To quickly change the dates displayed,
      1. On the Calendar toolbar, click the left arrow of the date indicator to move back in the calendar or the right arrow to move forward.
        click_arrows_the_change_dates_calendar_report.png
        The dates displayed are adjusted by an interval based your current calendar view. For example, if you are viewing the calendar in the Week view, the calendar displays either one week forward or one week back, depending on the arrow you select.
      2. (Optional) To return to the current day, click Today.
  5. (Optional) To view a calendar in full-screen, click the full-screen arrows on the right-hand side of the Calendar toolbar. 
    click_arrows_to_change_dates_calendar_report.png
    Press Esc to return to the normal view of the calendar.
  6. (Optional) To hide the events for a project or calendar grouping linked to the calendar, deselect the project or calendar grouping in the project list.
    hide_events_for_project_or_cal_grouping.png
    You can make the events once again visible by selecting the project or calendar grouping in the project list.

Viewing Calendar Report Event Details

You can see the details of an event in a calendar.

  1. Navigate to the event to which you want to know the details, then click the event.
    A details page for the event opens.
    calendar_report_EventDetails.png
  2. (Optional) To view additional details on the object,
    1. Mouse over the Project, Task, or Issue name.
      A details page opens for the object.
      additional_object_details_-_calendar_report.png
    2. (Optional) To open the associated project, task, or issue, click the title of the object.
    3. (Optional) To close all the opened details pages, click anywhere outside the event details pages.

Adding Ad-Hoc Events to a Calendar Report

You can add ad-hoc events to a calendar. An ad hoc event simply serves as a reminder in your calendar and is not associated with a project, task, or issue.

  1. Within the calendar, navigate to the date to which you want to add an ad hoc event, then click the starting date for your event.
  2. Enter the event name and, if desired, select a color for the event.
  3. (Conditional) If your ad-hoc event takes place over several days, check This will span multiple days, then select the ending date from the pop-up calendar.
    calendar_report_-_span_multiple_days.png
  4. Click Save.
  5. (Optional) To modify an ad-hoc event,
    1. Click the event on the calendar to open the details page for the event.
    2. Click the edit icon (pencil), edit the event, then click Save.
  6. (Optional) To delete an ad-hoc event,
    1. Click the event on the calendar to open the details page for the event.
    2. Click the trash can icon, then click Yes, Delete it.

Copying A Calendar Report

If you created a calendar, you can copy the calendar and use it as a starting point for a new calendar.

Additionally, if you have Manage access to a calendar to which you are not the owner, you can copy the calendar and become the owner of the copied calendar. 

  1. Navigate to the calendar you want to copy.
  2. On the Calendar toolbar, click Calendar Actions, then select Copy from the drop-down list.
    A copy of the calendar opens.
    copying_calendar_report.png
    All the projects and calendar groupings in the original calendar display in the copy of the calendar. Only objects placed by calendar filters export to the newly copied calendar. Any events manually added to the original calendar must be manually added to the copied calendar.
    Only you have access to the copied calendar. Users with access to the original calendar do not have access to the copied calendar. You can grant access to the newly-created calendar by sharing it with other users. To learn about sharing calendars, see "Sharing a Calendar."
  3. (Optional) Rename the calendar.

Deleting a Calendar Report

You can delete a calendar that you own. Once deleted, the calendar becomes inaccessible to users with whom you have shared it.

  1. Navigate to the calendar you want to delete.
  2. On the Calendar toolbar, click Calendar Actions, then select Delete from the drop-down list.
  3. Click Yes, Delete It.

Sharing a Calendar Report

You can share a calendar with other users and you can make it available publicly, allowing someone without a Workfront license to view it

Calendars that have been shared with you display with an asterisk (*) next to the calendar name. 
calendar_report_-_shared.png

Sharing a calendar is similar to sharing other objects. For more information about sharing objects in Workfront, see "Sharing Permissions on Objects."

To share a calendar,

  1. Navigate to the calendar you want to share.
  2. Click Calendar Actions, then click Sharing.
  3. In the Give Calendar access to field, begin typing the name of the user, team, role, group, or company that you want to share the calendar, then click the name when it displays in the drop-down list.
    To learn about setting permissions, see "Sharing Permissions on Objects." 
  4. (Optional) Repeat step 3 for each user, team, role, or group that you want to grant access to the calendar.
  5. Specify the permissions for each user, team, role, group, or company that you added in Step 3 by clicking the drop-down menu, then select the permission level that you want to grant.
    The following options are available:
    • View: Users can review and share the calendar. 
    • Manage: Users have full access to the calendar, minus administrative rights which are granted at the access level, plus all View permissions.
      NOTE The system administrator and the creator of the calendar have the ability to remove permissions from these entities.
       
  6. (Optional) Depending on a user's role, you may be able to click Advanced Options, then click Share to allow the user to share the calendar with other users.

    For more information about the permissions levels, see "Understanding Permissions in the Access Model."

  7. (Optional) To make the calendar available to all Workfront users, click the gear icon, then in the drop-down menu click Make this visible system-wide to make the object available to all Workfront users.
    All users can see the object based on the permissions that you set.
  8. (Optional) To share a link to the calendar with external users,
    1. Click the gear icon, then click Make this public to external users.
    2. Click Copy Link.
    3. Paste the link in a message to users to whom you want to give access.
  9. Click Save.
This article last updated on 2018-08-02 19:46:42 UTC