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Configuring My Settings

Your Workfront profile contains information about yourself (for example, your name, email address, address, phone number, title,  etc). It also contains information about your interactions with Workfront and other users in your company (for example, your notifications settings, the tabs you want to display in Workfront, or your job role, manager and group and team memberships). 

Most of this information has already been set by your system administrator when your Workfront account was created. 

Depending on what access level you have in Workfront, you can edit some of this information by configuring your My Settings area. 

Understanding How Access Levels Affect Editing the My Settings Area

Depending on what access level you have, you may or may not be able to edit sections in your My Settings area. 

Some fields contained in editable sections cannot be edited, depending on other settings that might or might not be configured in your access level. For more information on additional access needed for editing some of the fields you find in My Settings, see the sections in  "Configuring My Settings."

To find out what access level you have, contact your system administrator.

The following grid shows what sections in the My Settings area are visible or editable depending on your access level:

My Settings Areas Visible or Editable System Administrator Planner Worker Reviewer Requestor
Personal Info

Visible

 ✔ ✔  ✔   ✔

Editable

 ✔  ✔ ✔  ✔ 
Preferences

Visible

 ✔ ✔  ✔   

Editable

✔  ✔  ✔  ✔ 
Notifications

Visible

✔  ✔   ✔ ✔ 

Editable

✔  ✔   ✔  ✔
Access Visible  ✔ ✔       
Editable  ✔        
Organization Visible ✔       
Editable ✔       
Resource Planning Visible ✔       
Editable ✔       
Custom Forms Visible ✔  ✔  ✔ 
Editable ✔  ✔       
Comment Visible ✔  ✔  ✔  ✔ 
Editable ✔  ✔  ✔  ✔  ✔ 

Configuring the My Settings Area

  1. Navigate to the avatar in the upper-right corner of the Global Navigation Bar.


  2. Click My Settings.
  3. Depending on your access level, you can update the following sections:
  4. Click Save Changes.

Personal Info

This section includes the following sub-sections:

Basic Info

This information should already be configured by your system administrator. All the fields in this sub-section are required fields.  

Consider the following in this sub-section:

  • First Name: Update your first name. This is a required field.
  • Last Name: Update your last name. This is a required field.
  • Email Address: Update your email address. This is a required field. Keep in mind that your email address is also your username for Workfront.
  • Reset password: Reset your password in this section. For more information about resetting your password, see "Resetting Your Password."
  • (Conditional) <SSO Configuration> Username: If your system administrator enabled an SSO integration with Workfront, your SSO Username displays in this field. The type of SSO configuration enabled for your Workfront instance is visible in this field. 
  • (Conditional) Only Allow <SSO Configuration> Authentication: If your system administrator enabled an SSO integration with Workfront and has updated users for SOO, this field is selected by default. The type of SSO configuration enabled for your Workfront instance is visible in this field. 
    When this field is selected, you are required you to log into Workfront with your SSO credentials. Unchecking it will allow you to log in to Workfront with your Workfront credentials. 
    For more information about configuring Workfront with an SSO solution, see "Single Sign-On in Workfront."
    For more information about updating users for SSO, see "Updating Users for SSO."

Job Info

Consider the following in this sub-section:

  • Title: Specify your title. This is not the same as your job role. Your title is not part of resource scheduling, whereas your job role is. Your title displays in the Workfront interface everywhere your name and your avatar display. It is visible to everyone who has access to see your user. 
  • Talk to Me About: Specify your professional interests in this field. 

Contact Info

Consider updating the following optional information in this sub-section:

  • Phone Number
  • Extension
  • Mobile Number
  • Address
  • City
  • State
  • Postal Code
  • Country
  • Upload a Profile Picture. Your profile picture becomes your avatar and it is visible throughout the Workfront system, wherever your name is displayed. 

Preferences

Specify what you want to display in your Workfront interface in this section.
Consider the following options in this section:

  • When I login, show: Select the default tab that you want to see when first logging in to Workfront.
  • In the Global Nav Bar, show: Select which areas you want to display in the Global Navigation Bar.
  • Time Zone: Specify your time zone. This controls the time shown in your outgoing email messages. 
  • Locale: Specify your preferred language here. This controls the language, date, and number format used in outgoing email messages.
  • Show percent complete on update status: Select this field to display a percent bar in the update status field of tasks, so you can update the percent complete of a task as you are entering a task update.
  • Send work assigned to myself to my Working On tab: Select this field to display work you are assigning to yourself directly on your Working On tab instead of the Work Requests tab.
  • (Conditional) Automatically generate proofs when uploading documents: Select this field to start generating a proof immediately after the document is loaded into Workfront. This field is available only if your company has purchased the Workfront Proof component for Workfront and if you are enabled as a proof user. For more information about Workfront Proof, see "Proofing Within Workfront."

Notifications

Specify what notifications you would like to receive from Workfront. For more information about configuring notifications, see "Configuring Email Notifications."

Access

Your access and other components associated with it are configured by your system administrator, when your account is set up. 

Only a system administrator can see and edit all of the fields in this section.

Consider the following in this section:

  • Is Active: This field is visible only to a user who is also a system administrator, and it should be checked by default. This signifies that the user is active and can log in to Workfront.
  • Access Level: This field is visible to users with a Plan or System Administrator access level, and it is only editable for system administrators. If you are a system administrator, be mindful to not change your access level to something lower when you modify this field. 
  • Layout Template: This field is visible to users with a Plan or System Administrator access level, and it is only editable for system administrators or users with a Plan license who also have administrative user access. Select a layout template here, to update the look and field of your Workfront interface. For more information about setting up users with administrative user access, see "Access Needed to Edit Users." For more information about layout templates and how they affect your interface, see "Creating and Managing Layout Templates."
  • (Conditional) User can generate proofs (... out of ... proof licenses left): Select this field to enable yourself as a proofing user. This field is visible and editable only for the system administrator. This field also displays the number of proof licenses used in your system out of the total number of proof licenses purchased. This field is available only if your company has purchased the Workfront Proof component for Workfront. For more information about Workfront Proof, see "Proofing Within Workfront." This field is visible and editable only to users who are also system administrators. 
  • (Conditional) Permission Profile: This is a view-only field, for all users, including for system administrators. It displays he level of access you have in Workfront Proof. This field is available only if your company has purchased the Workfront Proof component for Workfront and if you are enabled as a proof user. If you want to edit the access level in Workfront Proof, you must do so by logging in to the Workfront Proof interface. For more information about Workfront Proof, see "Proofing Within Workfront."

Organization

This information is usually configured by your system administrator, when they create your Workfront account. You can also update information about your organization or organization structure in this section. Only users with a Plan or System Administrator access level can edit this section. 

Consider the following in this section:

  • Company: Select the name of the company you belong to from the drop-down list. 
  • (Conditional) Reports To: After you select a Company for your profile, you can also specify the name of your manager in this field. You can only specify one name here, and we recommend that you specify the name of your immediate manager. Start typing their name, and click to select it when it displays in the list.
  • (Conditional) Direct Reports: After you select a Company for your profile, you can also specify the name of your direct reports in this field. You can specify as many direct reports as needed here. Start typing their names, and click to select them when they appear in the list.
  • Home Team: Select a Home Team from the drop-down menu. This field is visible to users with a Plan or System Administrator access level, and it is only editable for system administrators or users with a Plan license who also have administrative user access. For more information about setting up users with administrative user access, see "Access Needed to Edit Users."  
    Your Home Team can affect the look and feel of your Workfront interface, if a layout template is associated with the team.
    For more information about layout template assignment priority, see "Understanding Layout Template Assignment Priority."
    For more information about teams, see "Understanding Teams."
  • Other Teams: You can belong to more than one team. Specify additional teams that you belong to in this field by starting to type the name of a team, then click to select it when it dispalys in the list. Belonging to too many teams may create confusion about work that is assigned to the teams. For more information about teams, see "Understanding Teams."
    This field is visible to users with a Plan or System Administrator license, and it is only editable for system administrators or users with a Plan license who also have administrative user access. For more information about setting up users with administrative user access, see "Access Needed to Edit Users."  
  • Home Group: Select a Home Group from the drop-down menu.
    NOTE This is a required field. You cannot have a user not associated with a group.
    This field is visible to users with a Plan or System Administrator level. For more information about who can edit the Home Group field, see the "Home Group" section in "Creating New Users."
    Your Home Group is the default group for all the projects and the default Home Group for all new users you create. Any custom forms you create are shared with your Home Group by default. 
    For more information about groups, see "Understanding Groups."
  • Other Groups: You can belong to multiple groups. Specify additional groups that you belong to in this field, by starting to type the name of a group. Click to select it when it displays in the list. This field is visible to users with a Plan or System Administrator access level. For more information about who can edit the Other Groups field, see the "Other Groups" section in "Creating New Users."
    For more information about groups, see "Understanding Groups."

Resource Planning

Your resource planning information affects the timeline of work assignments, the time you log, cost, and revenue of the projects you are on. Usually, this area is updated by the system administrator, a project or resource manager, or by your direct manager. 

Consider the following in this section:

  • Schedule Deactivation: Check this box if you want to schedule that your account should be deactivated after a period of time. 
    Scheduled Deactivation Date
    : Specify the date after which your account becomes deactivated.
    For more information about deactivating users, see the "Scheduling Users for Deactivation Section" in "Deactivating Users." 
    You can edit the deactivation fields of your account if you have a Plan license or you are the System Administrator. 
  • Primary Role: This is the primary job role that you can fulfill in Workfront. Every task and issue that you are assigned to is also assigned to this job role, by default. Job roles are essential in resource management.
    For more information about job roles, see "Creating and Managing Job Roles."
    You can update this field only if you have a Plan license with administrative user access, or if you are a system administrator. For more information about setting up users with administrative user access, see "Access Needed to Edit Users."  
  • (Conditional) If you selected a Primary Role, the Percentage of FTE Availability field displays. Specify what percentage of your scheduled time is allocated to this job role. The default value for the Percentage of FTE Availability for the Primary Role is 100%. 
  • Other Roles: You can have multiple job roles in Workfront. Job roles are essential in resource management.
    For more information about job roles, see "Creating and Managing Job Roles."
    You can update this field only if you have a Plan license with administrative user access, or if you are a system administrator.
    For more information about setting up users with administrative user access, see "Access Needed to Edit Users."  
  • (Conditional) If you selected one or multiple Other Roles, the Percentage of FTE Availability field displays for each role. Specify what percentage of your scheduled time is allocated to each job role. The default value for the Percentage of FTE Availability for the Other Roles is 0%. 
    NOTE If Other Roles have a 0% FTE Availability, they do not display in the Resource Planner, unless the users are assigned to tasks in these roles.
    user_settings_roles_and_dte_boxes_rp_story__1_.png
    NOTE The sum of all Percentages of FTE Availability for all roles must equal 100%. Each Percentage of FTE Availability calculates the Available Hours for each role per user in the Resource Planner. The Available Hours for each role per user depends on the available time for the user. 
    The available time for the user is calculated by Workfront depending on the method that has been selected by the system administrator to calculate the FTE in the Resource Management Preferences. 
    For more information about calculating availability for the user, see "Calculating Hours and FTE for Users and Roles in the Resource Planner."
    For more information about configuring Resource Management preferences, see "Configuring Resource Management Preferences."
  • Schedule: Select the correct schedule from the drop-down menu. The Schedule should reflect your actual work time frame. The Schedule calculates the timeline of the tasks you are assigned to.
  • Timesheet Profile: Only system administrators or users with a Plan license who also have administrative access for timesheets and hours can update this field. For more information about administrative access for timesheets and hours, see the "Timesheets and Hours" section in "Administrative Access."
    Select the correct timesheet for you from the drop-down menu. This ensures that your timesheets are generated automatically, according to the specifications set by your system administrator. 
  • Default Hour Type: Select your default hour type. This is the hour type that the system uses by default whenever you log time in Workfront.
  • Available Hour Types: Select the hour types that should be available for you to select from, when you log time. The hour types in this drop-down menu are made available by your system administrator.
  • Resource Pool: Select a resource pool that you belong to. This field is for reporting and informational purposes only, it does not affect resource scheduling or planning. 
  • FTE: The number you specify here is taken into account to calculate your availability based on the Default Schedule only when the Resource Management Preferences at the system level are set to The Default Schedule
    For example, if the FTE value is 0.5 and the Default Schedule is 40 hours, you are available to work for 20 hours a week. 
    If the Resource Management Preferences at the system level are set to The User's Schedule, the value you specify here is ignored and you are available to work according to what is specified in your schedule.  In this case, your FTE for the Resource Planner is calculated by the following formula: 
    User Available FTE = Hours from the Schedule of the User/ Default Schedule Hours
    For more information about calculating user FTE, see "Calculating Hour and FTE Availability for Users and Roles in the Resource Planner."

    For more information about creating schedules in Workfront, see "Creating Schedules."
    For more information about configuring Resource Management Preferences, see "Configuring Resource Management Preferences." 
  • Cost per Hour: Specify the amount of cost per hour for your user. For more information about tracking costs in Workfront, see "Tracking Costs." You cannot update this information unless you have access to financial data from your access level or if you are a system administrator. For more information about financial access, see "Understanding Financial Access."
  • Billing per Hour: Specify the amount of billing per hour for your user. For more information bout tracking billing and revenue, see "Billing and Revenue." You cannot update this information unless you have access to financial data from your access level, or if you are a system administrator. For more information about financial access, see "Understanding Financial Access." 

Custom Form

You can associate a custom form with your user profile. This allows you to store additional information for your user that otherwise cannot be stored in the Workfront native fields described above. 
You must have either of the following access or permissions in order to attach a custom form to your user:

      • You are a system administrator.
      • You are a Plan license user and the user custom form is shared with one of your groups. 

All users can see custom forms that have been associated with their users.

Your system administrator must configure custom forms for the user object in order for you to be able to attach a custom form to your user profile. For more information about creating custom forms, see "Creating Custom Forms."

Comment

You can record a comment on your user profile which is stored on the Updates tab of your user. 

Consider the following:

      • Post an update to each person's profile: Enter your comment in this field. 
      • Click the people icon to include others in this update.
      • Click the lock icon to make this update private to users who are in the same company as you. 

******Edit the job role FTE percentage allocation blurbs when more functionality is released: now, it says that the % is that of the user's schedule, but it will be either the user's schedule or the system schedule.