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Creating and Managing Workfront Calendars

Workfront allows you to visualize actual, planned, and projected dates in a calendar report. 

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").

Understanding Calendar Reports

A Workfront calendar is actually a dynamic report that provides a visual representation of your work. A Workfront calendar should not be confused with a Home Calendar, which is a view available in the Home area. To learn more about your Home Calendar, see "Understanding the Home Calendar View."

You can display date information in a calendar report for the following objects:

  • Tasks
  • Issues
  • Projects

When a new user is created, Workfront automatically creates a personal calendar for the user. In addition, users can create calendars and can access calendars shared with them by other users. There is no limit to the number of calendars to which a user can have access to in Workfront. 

Within each Workfront calendar, you can create calendar groupings that allow you to narrow the focus of the calendar. For example, you could have a calendar grouping that displays the dates for all tasks on a specific project, the marketing team members currently working on the project, and the overdue issues assigned to the project team.

You can have quick access to your calendars by displaying them on a dashboard. To learn how to add a calendar to a dashboard, see "Editing Dashboards."

Accessing a Workfront Calendar

Your ability to access calendars in Workfront is determined by the system administrator through your access level. For more information about the access level needed to view calendars, see "Understanding Access to Reports, Dashboards, and Calendars."

To view Workfront calendars:

  1. Navigate to the Reporting area.
  2. Click the Calendars tab.
  3. (Conditional) If you do not have access to your personal calendar, unshare the calendars that have been shared with you, then refresh your calendar view.
    Your personal calendar displays and you can then allow other calendars to be shared with you.
    To learn more about shared calendars, see "Sharing a Calendar" in "Working with Calendar Reports."

Creating a Workfront Calendar 

To create a calendar, you must have Edit access to Reports, Dashboards, and Calendars in your access level.

For more information about the access needed to create calendars, see "Understanding Access to Reports, Dashboards, and Calendars."

  1. Navigate to the Reporting area. 
  2. Click the Calendars tab, then click New Calendar.
    NewCalendar.png 
  3. Specify a name for the calendar, then press Enter
    NameCalendar.png
     
  4. In the Project name field, begin typing the name of a project from which you want to add calendar events, then click the name when it displays in the drop-down list.
    CalendarProjName.png
    Items from the Project and its associated tasks and issues are added to the calendar.
  5. (Optional) Create and add a calendar grouping containing additional items for the calendar.
    1. Click Add Advanced Items. 
      CalendarAdvOptions.png
    2. Select the items and options you want to be included in the calendar grouping.
      For information about the options available, see "Adding Advanced Project Information to the Calendar."
  6. (Optional) Add multiple projects and calendar groupings to the calendar by clicking Add to Calendar, and then repeating Steps 4 and 5.

Creating Calendar Groupings

Calendar groupings allow you to display objects that are relevant to a project currently displayed in a calendar.

You can have up to 15 calendar groupings displayed within a single calendar.

  1. Navigate to the calendar to which you want to add a calendar grouping.
  2. (Conditional) If you want to add both a new project and a calendar grouping, click Add to Calendar, then click Add advanced items.
    AddAdvancedOptions.png
  3. (Conditional) If you want to add a calendar grouping to a project already on the calendar, mouse over the project name, click the drop-down arrow next to the project name, then click Edit.
    EditCalenderGroup.png
  4. Specify the advanced options you want to be included in the calendar grouping.
    AdvanceOptions.png
    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 the selected color on the calendar.
    On the calendar, show: Choose how the dates will show. Dates can be shown as only ending or beginning dates or as a span of time, based on the starting and ending dates of the event.  
    When Actual dates are not available, show: Select whether dates show as projected or planned when actual dates are not available. Depending on the options selected, items might shift on the calendar if the dates change.
  5. In the What would you like to add to the calendar? section, click Tasks, Projects, or Issues.
  6. Click Add Tasks, Add Projects, or Add Issues, depending on the object type you are adding to the calendar.
    FieldName.png
  7. In the drop-down menu, begin typing the field name, then select the field source of the object you want to display on the calendar (for example, Late Tasks).
  8. Set a condition statement for the calendar grouping.
    CondStmt.png
    To learn about setting conditions, see "Filter and Condition Modifiers."
  9. (Optional) Specify additional objects for the calendar grouping by repeating Steps 5-8
  10. In the Set the Tasks/Projects/Issues labels to be the... field, select how the objects in this calendar grouping are labeled in the calendar. 
    Label Applies to Description
    Task Name Tasks Displays the task name for each task displayed in the calendar grouping.
    Issue Name Issues Displays the issue name for each issue displayed in the calendar grouping.
    Iteration Name Tasks Displays the name of the iteration in the calendar grouping if the task is part of the iteration.
    Parent Task Name Tasks Displays the name of the parent task for each task displayed in the calendar grouping. 
    Project Name Tasks and Projects Displays the project name for each task displayed in the calendar grouping.
    Custom Projects, Tasks, and Issues

    Displays a custom value that you specify.

    You can use the value of any Workfront default expression or you can use the value of any custom expression created in your system. 

    • To use the value of a default expression, type an opening bracket ( { ), then select the desired expression from the drop-down list.
    • To use the value of an expression created in your system, specify the expression name in the following format: project:name

    The custom label is displayed in the Preview field.


    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 you are viewing in the calendar.
  11. Click Save.

Editing an Existing Workfront Calendar

You can modify an existing calendar by adding or deleting a link to a project. You can also modify calendar groupings associated with a calendar.

  1. Navigate to the Reporting area. 
  2. Click the Calendars tab, then select the calendar you want to modify.
  3. (Optional) To change the name of the calendar, click the calendar name field, then make the desired changes.
    TitleChange.png
    If you have shared the calendar with other users or teams, the modified calendar name is automatically updated in their calendar view. 
  4. (Optional) To add a project to the calendar,
    1. Click Add to Calendar.
    2. In the Project name field, begin typing the name of a project from which you want to add calendar events, then click the name when it displays in the drop-down list.
      CalendarProjName.png
      Items from the Project and its associated tasks and issues are added to the calendar.
  5. (Optional) To add a calendar grouping or to modify an existing calendar grouping,
    1. Mouse over the project name, click the drop-down arrow next to the project name, then click Edit.
      EditCalenderGroup.png
    2. Specify the advanced options you want to be included in the calendar grouping.
      For more information about advanced options, see "Creating Calendar Groupings."

 

This article last updated on 2018-08-02 18:27:14 UTC