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Creating Schedules

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You can define your work week by using schedules. Each user and project can have a schedule, allowing Workfront to calculate timelines. Workfront has a default schedule that is used in timeline calculations when users or projects are not associated with a schedule. The default schedule comes with your Workfront system and cannot be deleted unless it's replaced with a new schedule you create. 

The system administrator identifies the hours of operation for the organization on the Schedule. For example, a schedule can be defined as: Monday through Friday, 8 am to 5 pm, with an hour break for lunch.

Workfront uses the schedule to determine when the work day starts and ends. This does not prevent a user from working on or completing work outside normal business hours. Generally, it is not necessary to create a new schedule or a schedule exception to focus on work planned in the evening.

Likewise, your organization may have flexible arrival times for your work day. You may have a set of employees that arrives at 8 am and another set that arrives at 9 am. It is not necessary to create unique schedules for each group, if the groups have similar or identical schedules. But  if the groups have drastically different schedules, their users should be associated with unique schedules. An employee understands if an assignment is due to complete at 5 pm it means the work must be done by the end of the business day, regardless of the time he/she comes to work.

It is recommended that system administrators create separate schedules for each time zone associated with the organization. Every schedule has a time zone associated with it to ensure work is scheduled appropriately for users that work in different time zones.

Understanding the Hierarchy of Schedules

If a task is assigned to a user who is associated with a schedule, and resides on a project which is associated with a second schedule, you have at least two schedules that could potentially be applied to your timeline calculations.  The following provides a brief summary of the order in which the schedules are used.

  • When a user is assigned to a task, Workfront uses the user's schedule for calculating the timeline of the task. This also includes the personal time of the user. For more information about personal time, see "Understanding Personal Time."
  • When multiple users are assigned to a task, and the users have different schedules during the timeframe of the task, Workfront uses the schedule of either the user who is designated as the primary assignee, or the schedule associated with the project. This depends on what you selected as a default for this setting in your system Project Preferences: When multiple users are assigned to a task, use the schedule of the ...
    For more information about project preferences, see "Setting Project Preferences."
  • If the user assigned to the task has no schedule, or the task is assigned only to a job role, then Workfront uses the project schedule for the timeline calculations.
  • If the user assigned to the task has no schedule, or the task is assigned only to a job role, and the project has no schedule, then Workfront uses the schedule in the system designated as the Default Schedule for timeline calculations.

Creating a Schedule

  1. Navigate to Setup in the Global Navigation Bar. 
  2. Click Schedules.
  3. Click New Schedule.
  4. On the Schedule tab, specify a name for the schedule.
  5. Select Default Schedule to identify this schedule as your default.
    You can have more than one schedule in Workfront, but you can only have one default schedule.
    You must have at least one schedule in Workfront. If you only have one, that is designated as the default schedule. 
  6. Set a daily schedule by selecting the timeframe for each day of the week.
    We recommend that you select 8 one-hour blocks over a 9 hour period of time. This accommodates for lunch or other breaks. Set a schedule by dragging the blue outline across hour blocks to highlight them. 
  7. On the Details tab, select the Groups to which this schedule is visible to. 
    If you do not share a schedule with a specific group, users in that group are not able to find the schedule and associated it with projects or other users. 
  8. Select the Time Zone for your schedule. 
  9. On the Exceptions tab, specify the exceptions to the schedule.
    Exceptions are full or half days which need to be excluded from the schedule, such as holidays or company events. 
    NOTE If you already know what your recurring schedule exceptions are, you can define your schedule exceptions for many years in the future.
    Full or partial days can be excluded from the work schedule. Click the date to select it as an exception, then select the box to define whether the exception is a full day or not.
  10. Specify the start and end time for the partial day exceptions.
  11. Click Save Changes.

Assigning a Schedule to Users and Projects

Assigning a Schedule to Users

  1. Navigate to the People area on the Global Navigation Bar.
  2. Click the People tab.
  3. Select the user who you want to associate with a schedule.
  4. Click Edit.
  5. Click Resource Planning.
  6. Find the Schedule drop-down menu and select the schedule you want to associate with the user.
  7. Click Save Changes

Assigning a Schedule to Projects

  1. Navigate to the Projects area on the Global Navigation Bar.
  2. Click the Projects tab.
  3. Select the project you want to associate with a schedule.
  4. Click Edit.
  5. Click Settings.
  6. Find the Schedule drop-down menu and select the schedule you want to associate with the project.
  7. Click Save Changes.

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