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Enabling System-Tracked Update Feeds

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Understanding Update Feeds

Update feeds display on the Updates tab of an object and provide an audit trail that document the following events:

  • Changes on object fields
  • Actions made on an object

System update feeds are generated by Workfront. Admin can customize the system update feeds by specifying the not comments entered by users, but rather system updates about changes that occurred on fields, or actions that have been performed on a particular object.

For example, if you want the system to record when someone changes the name of an issue, you can add the field Name for the Issue object to be tracked in the update feeds. The system records the changes made on this field, the name of the user who made those changes, as well as a time and date stamp of when the change happened. These records appear in the update stream of that issue. 

Tracking Fields

Understanding Objects with Editable Update Feeds

Some field changes are documented in the update feeds by default. System administrators can also add both built-in as well as custom fields to be tracked in the update feeds of some objects. Calculated custom fields cannot be tracked in the Update Feeds.

Most objects in Workfront have an update stream where the system records changes made to fields or certain actions performed on those objects. However, not all objects in Workfront have editable update feeds. Only the following objects can have an update stream that can be configured by the system administrator: 

  • Project
  • Task
  • Issue
  • Portfolio
  • Program
  • User

The following objects cannot have update feeds that are configurable by the system administrator. However, they do have an Updates tab that captures system update feeds:

  • Templates
  • Documents
  • Timesheets

Adding Fields to the Update Feeds

Some fields are activated by default to be tracked in Workfront. System administrators can add built-in or custom fields to be tracked in Workfront in the update stream. The fields you enable for tracking in the Update Feeds area are tracked for every specified object, throughout the entire Workfront interface. 

To add fields to the update feeds:

  1. Navigate to the Setup area in the Global Navigation Bar.
  2. Expand Interface, then click Update Feeds.
  3. ​Click Add Fields and select the object for which you want to add a field to be tracked in the update stream. 

    The Add Fields box is displayed.
  4. Start typing either a built-in field or a custom field for that object, and click to select it, when it appears in the list. 
    Notice that the desired field may already be tracked, in which case you cannot add it a second time from the list.
  5. After adding all the desired fields, click Add Fields.
    The built-in fields that you added show under the Built-in Fields sub-tab.
    The custom fields you added show under the Custom Fields sub-tab.
    The All Fields sub-tab show both the built-in and the custom fields that are being tracked. 

Limitations of the Number of Fields in Update Feeds

You can only track up to 300 built-in and custom fields in the update feeds. If you want to track additional fields that are not displayed in the All Fields Sub-tab, you must first remove existing tracked fields. 

For more information about removing fields from the update fields, see "Removing Fields from the Update Feeds."

Removing Fields from the Update Feeds

As a system administrator, you can remove fields from the update feeds that you no longer want to track. The information about the previously tracked field is preserved in the update stream for that object. Future information associated with changes for that field is no longer added to the update stream. 

To remove fields to be tracked in the update feeds:

  1. Navigate to the Setup area in the Global Navigation Bar.
  2. Expand Interface, then click Update Feeds.
  3. On the Tracked Fields tab, select the All Fields sub-tab.
    This shows both built-in and custom fields that are currently being tracked.
  4. Select the field you want to stop tracking, then click Remove
  5. Click Yes, Remove It to confirm the removal.

    The field is removed from the Update Feeds list, and Workfront no longer records the changes made on that field. 

Tracking Actions

You can enable several actions that can be performed on objects to be captured in the update stream. For example, if an assignment to a task or issue is modified, you can enable the Assignment is changed action in the Update Feeds, and the system records a comment in the update stream of tasks and issues, indicating the following:

  • The user who was removed or added to the assignment
  • The user who made the change
  • A time and date stamp of when this action occurred. 

The actions you enable for tracking in the Update Feeds area are tracked for every specified object, throughout the entire Workfront interface. 

The following is a list of actions that can be enabled to be tracked in the update feeds, as well as their default status:

Action Objects Default Status
Assignment is changed Tasks, Issues

Enabled

Baseline is deleted Projects

Disabled

Billing record is created or deleted Projects

Enabled

Document is created or deleted Projects, Tasks, Issues, Portfolios, Programs

Enabled

Expense is created or deleted Projects, Tasks

Enabled

Hour is logged or deleted Projects, Tasks, Issues

Enabled

Issue is deleted Projects

Enabled

Task is deleted Projects

Enabled

Someone's Access is changed Projects, Tasks, Issues, Documents, Portfolios, Programs

Enabled

To enable or disable actions to be tracked in the update feeds:

  1. Navigate to the Setup area in the Global Navigation Bar.
  2. Expand Interface, then click Update Feeds.
  3. Click the Actions tab. 
  4. Select an action to enable it, or deselect an action to disable it.
  5. Click Save
    If you deselected an action, previous actions that have been tracked on objects are saved in the current update streams of those objects, but new actions are not recorded anymore, going forward, based on your changes.