Follow
Creating and Customizing Groupings

The results of a report or a list can be organized with a grouping. Groupings categorize information based on a particular piece of information.

Understanding Groupings

Your access level dictates how a grouping is saved. If you created the grouping originally, you can save the changes, otherwise you are prompted to save a version of the grouping. If you make changes to a grouping you have shared with others it impacts them as well.  

By default, groupings are shown in a blue highlight in your report or list. The results of the report or list are listed under their individual grouping, with no highlight.

You can add up to three groupings to a report. You can organize your information with up to four groupings by creating a matrix report. For more information on matrix reports, see "Creating a Matrix Report." 

In a standard grouping report, the first grouping is darker blue, the second and third groupings are lighter blue. You cannot customize the color of the highlight for your grouping, or the font of the grouping name. The number in parentheses after the name of the grouping represents the number of results under that grouping. If your report spans multiple pages, ensure that you display All the results in the report or list to get an accurate count for your results under each grouping. 

 

You can customize the information in existing groupings, create new groupings based on existing groupings, or create new groupings from scratch.

Creating or Customizing a Grouping

Customizing an Existing Grouping

  1. Navigate to a list of objects that contains the grouping that you want to customize.
  2. Click the Grouping drop-down list.
  3. Select the grouping that you want to customize.
  4. Click the Grouping drop-down list, then click Customize Grouping.



    The interface builder for customizing the Grouping is launched.
  5. In the Grouping Preview section, click Add Grouping to define how you want information in the report to be organized. A preview of what the grouping looks like in the report is shown below. 
  6. Begin typing the name of the field that represents the way that you want to organize information in the report, then click it when it appears in the drop-down list.
  7. Repeat Step 4 and Step 5 to define additional groupings.
    You can define up to three groupings for organizing information. You can further organize your information with up to four groupings by creating a matrix report. For more information on matrix reports, see "Creating a Matrix Report."
  8. Click Save Grouping to replace the current grouping with your changes.

Creating a New Grouping Based on an Existing Grouping

  1. Navigate to the report that contains the grouping that you want to use as a basis for your new grouping.
  2. Click the Grouping drop-down list.
  3. Select the Grouping that you want to use as the basis for the new grouping.
  4. Click the Grouping drop-down list, then click Customize Grouping. 
    The interface builder for customizing the grouping is launched.   
  5. In the Grouping Preview section, click Add Grouping to define how you want information in the report to be organized. A preview of what the grouping looks like in the report is shown below. 
  6. Begin typing the name of the field that represents the way that you want to organize information in the report, then click it when it appears in the drop-down list.
  7. Repeat Step 4 and Step 5 to define additional groupings.
    You can define up to three groupings for organizing information. You can further organize your information with up to four groupings by creating a matrix report. For more information on matrix reports, see "Creating a Matrix Report."
  8. Click Save as New Grouping to save your changes as a new grouping.

Creating a New Grouping from Scratch

  1. Navigate to the report where you want to create your new grouping.
  2. Click the Grouping drop-down list.
     
  3. Click New Grouping.
    The interface builder for creating the grouping is launched.
  4. In the Grouping Preview section, click Add Grouping to define how you want information in the report to be organized. A preview of what the grouping looks like in the report is shown below. 
  5. Begin typing the name of the field that represents the way that you want to organize information in the report, then click it when it appears in the drop-down list.
  6. Repeat Step 4 and Step 5 to define additional groupings.
    You can define up to three groupings for organizing information. You can further organize your information with up to four groupings by creating a matrix report. For more information on matrix reports, see "Creating a Matrix Report."
  7. Click Save Grouping.

Aggregating Values in Groupings

You can aggregate the data displayed in your report in your grouping line by summarizing the values in each column of the report. For more information about summarizing column data in a grouping, see "Summarize this column by."

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.

Sorting by a Grouping

Groupings cannot be sorted. Views can be sorted. In order to sort  a list by the value captured in the grouping, you must include that same value in one of the columns of the view and apply the sorting in the view. This way, the list sorts by the value in the grouping indirectly (it sorts by the value in the view which is also captured in the grouping). For more information about creating views and sorting by values inside the views, see "Creating and Customizing Views." 

Removing a Grouping

The ability to remove a grouping functions differently depending on whether you initially created the grouping, or the grouping was shared with you. You cannot remove a default filter.

  • If you created the grouping and you remove it, the grouping is removed from the Workfront system. The grouping is no longer available to any users who you previously shared it with.
  • If the grouping was shared with you and you remove it, the grouping is removed only for you. The user who originally created it and any other users it has been shared with still have access to the grouping.

To remove a grouping:

  1. In the Grouping drop-down menu, click Remove Grouping.
    The My Groupings dialog box is displayed.
    All groupings that you have rights to remove are available to remove. Other groupings are displayed as dimmed.
  2. Click the (x) next to any groupings you want to remove, then click Done.