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Creating and Managing Calendars

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Workfront allows you to visualize important dates in a calendar view. The Workfront calendar shows actual, planned, and projected dates for projects, tasks, and issues. Calendars are a way to provide a visual representation of work.

You must have Edit access to Reports, Dashboards and Calendars in your access level to be able to create a calendar.
For more information about the access needed to create reports, see "Understanding Access to Reports, Dashboards, and Calendars."

There is no limit to the number of calendars a user can have.

You can add calendars to dashboards and you can share calendars with other users.
For more information about sharing calendars, see "Working with Calendars."

Creating a Calendar 

  1. Navigate to the Reporting area. 


     
  2. Click the Calendars tab, then click New Calendar.
    This allows for the creation of new calendar groupings. 
    You can have up to 15 groupings displayed.
    NOTE You can de-select a grouping to have the information hidden and re-select it to display those details. 


     
  3. Specify a name for the calendar, then press Enter. 

     
  4. Begin typing the name of a project to add to the calendar, then click the name when it appears in the drop-down list. Items from the project that you specify are added to your calendar. 



    Or
    Click Add Advanced Items to display task, issue, and project information simultaneously. (For more information about the options available when adding advanced items, see "Adding Advanced Project Information to the Calendar.")
  5. (Optional) Add multiple groups of items to the calendar by clicking Add to Calendar, then repeat Step 4.

Adding Advanced Project Information to the Calendar

You can add advanced project information to a calendar when adding the project or after the project has already been added.

To add advanced project information to a calendar:

  1. Navigate to the calendar where you want to add advanced project information.
  2. (Conditional) To add a new project to the calendar, click Add to Calendar, then click Add advanced items.

     
  3. (Conditional) To edit an existing project, click the drop-down arrow next to the project that you want to edit, then click Edit.


     
  4. Specify the following grouping and date options:
    Name this group of items: Specify a name for the grouping.
    Color: Select a color for the grouping. All items from this grouping are displayed in this color on the calendar.
    On the calendar, show: Choose how the dates will show. Information can be shown as a span of time based on the end date, start date or duration.  
    When Actual dates are not available, show: Select whether dates show as projected or planned when Actual dates are not available. Because of the a nature of information, items shift on the calendar if the dates shift.
  5. Click Tasks, Projects, or Issues.
  6. Click Add more Tasks, Add Projects, or Add Issues, depending on the item type you are adding to the calendar.
  7. Use the drop-down menu to indicate the field source and field names. Use these to set what items should display on the calendar (for example, Late Tasks). 


     
  8. Select how objects in this grouping are labeled when the calendar is viewed.
    In the Set the Tasks/Projects/Issues labels to be the field, select any of the following options: 
    Task Name: (Applies to Tasks only) Displays the individual task name for each task displayed in the calendar grouping.
    Issue Name: (Applies to Issues only) Displays the individual issue name for each issue displayed in the calendar grouping.
    Iteration Name: (Applies to Tasks only) If the task is part of an iteration, displays the name of the iteration in the calendar grouping.
    Parent Task Name: (Applies to Tasks only) Displays the name of the parent task for each task displayed in the calendar grouping. 
    Project Name: ( Applies to Tasks and Projects only) Displays the individual project name for each task displayed in the calendar grouping.
    Custom: (Applies to Tasks, Projects, and Issues) Select this option if you want to use a custom value as the label name. You can use the value of any default expression that ships with Workfront, or you can use the value of any default expression that has been created in your system.
    • To use the value of a default expression: In the text field, type an opening bracket ( { ), begin typing the name of the expression that you want to use, then click it when it appears in the drop-down list.
      For example, type '{percentcomplete' and click it in the drop-down list to set the label to display the percent complete of the object when viewing the calendar.
    • To use the value of an expression that has been created in your system: In the text field, specify the expression name in the following format: project:name 
      A preview of the custom label is provided for reference.
  9. ​Click Save.
    If the default label options are not available for a certain object, the object name is shown instead. For example, when the Parent Task label is selected and there is no parent task associated with the object, Workfront displays the object name when viewing the calendar.

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This can be improved with information from Working with Calendars. Combine the two?! Or ...