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Creating a Report

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Reports provide visibility into what is happening with users and work. Understanding how to create reports helps you provide access to information within Workfront.  

For more information about understanding the structure of reports, see "Understanding Reports."

Workfront provides a set of default reports, but you can also build your own customized reports. For more information about Workfront default reports, see "Understanding Workfront Built-In Reports." 

Creating a Report Using the Report Builder

You must have a Plan license to be able to build your own reports. You can build a report from scratch, or you can copy an existing report which you have permissions to View, and you can edit the copy. 

To create a report:

  1. Navigate to the Reporting area in the Global Navigation Bar.

  2. Select the Reports tab. 

  3. Either select a report and click Copy
    Or
    Click New Report.

  4. If you clicked New Report, select the object type the report is based on.
    For specific information about available object reports, see "Reporting on Objects" in "Understanding Objects."

    If you clicked Copy, click Report Actions, then Edit to customize the report.

  5. At any point during the report creation process, click Apply in the report builder to save your changes.
    Continue creating the report using the report builder by choosing any or all of these options:

     6. Click Save + Close to save your changes. 

Adding Columns (View) to a Report

  1. Start creating a report as described in "Creating a Report Using the Report Builder."
  2. In the report builder, select the Columns (View) tab to identify the columns to appear in the report.
  3. (Optional) Click Apply an Existing View to use an existing view.
    For more information about creating a new view, see "Creating and Customizing Views."
  4. To add a new column, click Add Column
    Or
    To change an existing column, select the column that you want to change, then click the (x) next to the current name.
  5. Begin typing the field that you want to add. 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 column. 
    For more information about the fields you see in the columns, see "Understanding Fields in Views and Reports."
  6. (Optional) In the Column Settings area, click the Summarize this column by drop-down list, then select one of the available options for summarizing the information. For more information about summarizing data in a column, see "Summarize this column by." When you choose this option, the information in your column is aggregated in the groupings of the report. 
    NOTE The following exceptions apply for parent objects (for example, parent tasks) when you are aggregating values for the following fields in groupings:
    - All the number and currency fields except Actual Hours (for example, Planned/ Actual Labor Cost, Planned/ Actual Expense Cost, Planned/ Actual Cost, Planned Hours) aggregate only the values for the children tasks, and standalone tasks. They do not aggregate the values for the parent tasks or parents of parents.
    - Actual Hours aggregate the values for the main parent and the standalone tasks; they do not aggregate the numbers for the parents of parent tasks or the children tasks.
    - Custom data fields for number and currency values aggregate all tasks: parents, children, parents of parents, and standalone tasks. 

    For more information about using groupings in a report, see "Creating and Customizing Groupings."
  7. (Optional) Click Advanced Options to specify the following information for the column:
    Custom Column Label: Specify a custom label for the column. This label replaces the default label.
    Field Format: Select the format in which you want the values to be displayed for fields in the column.
    Show this column when on a Dashboard: Select this option to show this column on a dashboard, when the report is displayed side by side with another report. When this option is unselected, this column is not displayed when viewing the report on a dashboard where reports are displayed side by side.
    Column Rules: Click Add a Rule for this Column to add conditional formatting to the column. After you add a rule, you can define field and text styles for how fields that match that rule are displayed. Click Add Rule after you have finished defining the rule. For more information about conditional formatting in a view, see "Using Conditional Formatting in Views."
  8. Click Apply to apply your changes so far and continue editing the report with the following options.
    Click Save + Close if you are finished editing the columns in the report and you want to save the report.

Adding Groupings to a Report

  1. Start creating a report as described in "Creating a Report."
  2. In the report builder, select the Groupings tab to identify how you want to group items in the report.
  3. Choose Apply an Existing Grouping to select and existing grouping or click Add Grouping to add a new grouping.
  4. Start typing the field that you want to add as a grouping. 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 that grouping. 
    (Optional) You can choose to build a grouping in text mode, by clicking Switch to Text Mode. For more information about using text mode, see "Editing Text Mode in a Grouping."For more information about creating new groupings, see "Creating and Customizing Groupings."
    (Optional) You can choose to build a matrix grouping, to show your results in a grid format. For more information about building a matrix report, see "Creating a Matrix Report."
  5. Click Apply to apply your changes so far and continue editing the report with the following options.
    Click Save + Close if you are finished editing the groupings in the report and you want to save the report.

Adding Filters to a Report

  1. Start creating a report as described in "Creating a Report."
  2. In the report builder, select the Filters tab to identify the amount of information with which you want to populate the report.
  3. Choose Apply an Existing Filter to use an existing filter or click Add a Filter Rule to add a custom filter.
  4. If you clicked Add a Filter Rule, start typing the field that you want to add as a filter. 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 that filter. 
    Use filter modifiers to build your filter. For more information about filter modifiers, see "Filter and Condition Modifiers."
    (Optional) You can choose to build a filter in text mode, by clicking Switch to Text Mode. For more information about using text mode, see "Editing Text Mode in a Filter."
    For more information about creating new filters, see "Creating and Customizing Filters."
  5. Click Apply when you are finished editing the filters in the report to apply your changes so far and continue editing the report with the following options.
    Click Save + Close if the report and you want to save the report.

Adding a Chart to a Report

  1. Start creating a report as described in "Creating a Report."
  2. In the report builder, select the Chart tab to add a chart to the report. 
    report_chart_tab_in_report_builder.png
    For more information about building a chart in a report, see "Adding a Chart to a Report."
  3. Click Apply to apply your changes so far and continue editing the report with the following options.
    Click Save + Close if you are finished editing the report and you want to save the report.

Editing Report Settings

  1. Start creating a report as described in "Creating a Report."
  2. Click Report Settings in the upper-right corner of the report builder.
  3. Configure the following report settings:
    Report Title: Specify a title for the report.
    Description: Specify a statement describing the purpose and uses of the report.
    Run this report with the Access Rights of: Select the user whose access rights you want this report to use when displaying for other users. For more information about running a report with the access rights of another user, see "Running and Delivering a Report with the Access Rights of Another User."
    When the Report loads, show the: Select the default tab that is displayed for all users when the report loads.
    When the report loads on a dashboard, show ... items: Specify the number of items that are displayed for all users when the report loads on a dashboard. The default is 15 items and the maximum number of items is 200. 
    Show the Resource Grid view on the Details tab: (User Report Only) Select this option to display the Resource Grid on the Details tab of the report.
    NOTE When applying the Resource Grid view to a user report, the report only shows projects that are in the Current status. If you want to see projects in any other status, you can use the User Utilization Tab in the People area of the Global Navigation Bar, and apply the Resource Grid View there. For more information about using the Resource Grid, see "Using the Resource Grid."
    Show a special view on the Details tab: (Project Report Only) Specify the type of view users will see when they access this information on the Details tab. For example, you can select a Milestone or Gantt view.
    Show the Legacy Gantt view on the Details tab: (Task Report Only) Select this option to display the Legacy Gantt chart on the Details tab of the report. The Legacy Gantt chart is a visual representation of the tasks in the report.
    For information about using the Legacy Gantt chart, see "Navigating the Legacy Gantt Chart."
    Show this report in a Gantt view by default: (Project Report and Task Report Only) Select this option to have the Gantt view automatically enabled when users view the Details tab in this report. 
    For more information about viewing the Gantt chart in project reports and task reports, see "Accessing the Gantt Chart within a Project Report or Task Report" in "Accessing the Gantt Chart."
    Allow View to be changed on the report:
    Select this option to allow users to change the View when running the report.
    Allow Group to be changed on the report: Select this option to allow users to change the Group when running the report.
    Allow Filter to be changed on the report: Select this option to allow users to change the Filter when running the report.
  4. Click Report Prompts to set up any prompts for the report. 
    For more information about adding prompts to a report, see "Working with Prompts."
  5. Click Done, then Save + Close.

Creating a Report Using the Text Mode Interface

We recommend that you always start building a report by using as much as you can from the information available in the report builder. You can switch to text mode and enhance the information you have already selected by using the text mode interface. 

For more information about using text mode in reports, see "Understanding Text Mode."

Creating a Report By Customizing a Built-In Report

You can edit an existing built-in report and save it as a new report. 

To customize a built-in report:

  1. Navigate to the built-in report.
    For more information about accessing Workfront built-in reports, see "Using Workfront Built-In Reports."
  2. Click the name of the report to open it.
  3. Click Report Actions.
  4. Click Edit.
  5. Continue editing any of the following elements in the report:
  6. Click Save as New Report.
    The report is saved with the following name, by default: <Original name of the report> (Copy).
  7. (Optional) Click the name of the report (in in-line edit) to modify the name of the report, then click Enter. 

***THIS IS PART OF A BIGGER PROJECT FOR 2017 when we update ALL reporting documentation and re-arrange the Reporting sections.

Do not change the link or the name of this article - it is linked numerous times to many articles.