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Getting Started with Workfront Reporting

 

Reports provide visibility into what is happening with users and work. Using reports, you can display information about objects in Workfront. For information about understanding objects and how they can be reported on in the Workfront application, see "Understanding Objects."

Understanding the Components of Reports

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Reports are a combination of the following three elements in Workfront:

For information about report elements, see "Reporting Elements: View, Filter, Grouping."

To enhance your reports, you can add the following elements:

  • A chart: a visual representation of the results in your report. 
    For information about chart reports, see "Adding a Chart to a Report."
  • A matrix grouping: summarizes the information of the report in an aggregated table format.
    For information on matrix reports, see "Creating a Matrix Report."
  • A prompt: an open filter that you can customize and apply differently every time you run the report. 
    For information about prompts, see "Working with Prompts."

When building a report, you can modify any of these elements individually in the report builder. 

Another way of enhancing the relevance of the information included in your reports is by applying conditional formatting to your views.
For information about using conditional formatting, see "Using Conditional Formatting in Views."

 

Understanding System Reports

Workfront provides several system reports that come loaded in your system by default. 
After entering information in your system you can use these reports to display the information visually. 

For information about how to access system reports, see the "Accessing Built-in Reports" section in "Using Workfront Built-In Reports."

For more information about what system reports are available, see "Using Workfront Built-In Reports."

Creating Reports

In addition to the system reports that Workfront provides, you can create your own customized reports to meet the needs in your organization. 

To create a report you can do one of the following:

  • Build a report from scratch.
  • Copy a built-in report and save it as a copy.
    For more information about saving a built-in report as a new report, see "Saving Default Reports as New Reports."
  • Copy an existing report that someone else built and save it as a new copy.
    You must have at least permissions to View a report created by someone else before you can copy it. 

For information about creating reports, see "Creating a Report."

Prerequisites for Creating Reports

  • You must have a Plan license to create your own reports.
    For information about the Workfront License Types, see "Understanding License Types."
  • Your system administrator must give you access to Edit reports in your Access Level.
    For information about granting access to Edit reports, see "Creating and Modifying Access Levels."
  • You must define one object that you want to report on. Reports are object specific in Workfront and you must start with selecting an object type before you can start building the report. You can only report on objects available in the Workfront interface.  

Understanding Report Ownership

When creating a report, you become the Owner of that report. If later your account is deactivated, the reports you built become inaccessible to other users. 
For information about changing the Owner of a report, see "Changing the Owner of a Report." 

Creating Reports in the Builder Interface

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We recommend that you use the report building interface first to build a new report. The interface offers a streamlined set of tools that walk you through putting elements together to create the report you want. You have objects and fields that you can select from lists and add to all your reporting elements. 
For more information about creating reports in the report building interface, see "Creating a Report." 

For a list of objects that you can report on, see the "Reporting on Objects" section in "Understanding Objects."

For a list of the fields about your objects that you can display in reports, see "Understanding Fields in Lists and Reports."

Creating Reports in Text Mode

At times, you might be not able to find certain fields in the builder interface, but they might be available in the API. 
For information about what fields are available in the API, see "API Explorer."

For information about how to use the API Explorer, see "Using the API Explorer."

NOTE You cannot report in the Workfront interface on objects that are not available in the report builder. However, you can report on fields associated with the objects in the report builder if those fields are available through the API. To do this, you must use the text mode interface. 

Text mode enables you to create more complex Views, Filters, Groupings, and Prompts by allowing you to use fields that are not available in the standard mode interface. 

Understanding Text Mode Terminology

You must use a specific syntax to use the Workfront text mode interface.

For more details about our lines of codes and how we refer to objects and fields in the text mode interface, see "Understanding Text Mode."

Calculated Columns, Conditional Formatting, and Other Uses of Text Mode

Outside of reporting on fields that are not available in the builder interface, you can use text mode to display calculations or comparisons between certain fields.

For a list of the most common uses of text mode in a report, see "Understanding Common Uses of Text Mode."

For information about including calculated custom data in reports, see "Calculated Custom Data in Reports."

For information about comparing fields in conditional formatting, see "Comparing Fields in Conditional Formatting."

You can also refer to collection fields using text mode in reports.
For information about using text mode to display collection information in a report, see "Referencing Collections in a Report."

Text Mode Samples

We have a library of samples of the most used text mode Views, Filters, and Groupings. 

To browse this library and use some of the samples we offer, see "Using Custom View, Filter, and Grouping Samples."

Understanding the Tabs of a Report

A report can contain several tabs when you run the report in the interface.

For information about running a report, see "Running Reports."

On each tab, the information you include in the report is displayed in slightly different formats. Choose the format that best fits the needs of your organization. 

You can make any tab the default tab of the report. The default tab is the first tab that displays when you click the name of a report to open it, and it is the tab that displays when you place the report on a dashboard. 

Depending on what elements you choose in your report, your report can have the following tabs:

Details Tab

The Details Tab of a report displays the object of the reports and the attributes that you choose for that object in a list form. Every report has a Details tab. 
report_Details_tab.png

 

Summary Tab

Reports that include a Grouping have a Summary Tab.

The same information displayed in list format on the Details tab is summarized and aggregated according to the groupings in the report on the Summary Tab. 

For information about Groupings, see "Creating and Customizing Groupings."
report_summary_tab.png

Matrix Tab

Reports that include a Matrix Grouping have a Matrix Tab.

The same information displayed in list format on the Details tab is displayed in a table format, grouped by the groupings in the report on the Matrix Tab. 

When you add a Matrix grouping to a report, the Summary tab is replaced by the Matrix tab. 

For information about building a Matrix Grouping, see "Creating a Matrix Report."
report_matrix_tab.png

Chart Tab

Reports that include a chart have a Chart Tab.

Consider including a chart in your reports for impactful dashboards for your executives. Charts are an concise way to display the information in a report. You can expand a chart element by clicking it to display the items included in that element. 

For information about building a report with a chart, see "Adding a Chart to a Report."
report_chart_tab.png

Prompts Tab

Reports that include a prompt have a Prompts Tab.

A prompt allows you to add a filter to a report every time you run the report. When you add a prompt to the report, the Prompts Tab becomes the default tab of the report automatically. This cannot be changed to another tab. 

For information about building a Prompt for a report, see "Working with Prompts."
report_prompt_tab.png

 

Sharing Reports 

After you create a report, you can share it with other users.

You can share a report with other users in the following ways:

Giving Sharing Permissions to a Report

You can give sharing permissions to another user to View or Manage a report you create. You can give another user a level of permissions equal or lesser than yours. You can also make a report public using sharing permissions. For information about sharing a report, see "Sharing Reports."

Scheduling a Report Delivery

You can schedule a report for delivery. The users you are sharing the report with receive an email with an attachment of the report results. The attachment can be in the following formats:

  • HTML
  • PDF
  • Excel
  • .TSV

For information about scheduling a report delivery, see "Setting Up Report Deliveries."

Exporting the Results of a Report

You can export the results of a report to the following file formats

  • PDF
  • Excel (.xls and .xlsx formats)
  • Tab Delimited

For information about exporting the results of a report, see "Exporting Data."

After the report is exported to one of these formats, you can share it with other users by emailing it as an attachment or printing it. 

Adding a Report to a Dashboard

You can add a report to a dashboard and share the dashboard with other users. For information about adding reports to a dashboard, see "Adding a Report to a New or Existing Dashboard."

Creating Calendars

If you want to display your data in a calendar format, you can create calendars instead of reports.

For information about building calendars, see "Creating and Managing Calendars."

For information about using calendars, see "Working with Calendars."

Understanding Report Usage

After creating reports and sharing them with other users, you can track how often they use these reports. 
For information about report usage, including how often they are viewed, by what user, and what dashboards they display on, see "Understanding Report Usage."

Understanding Common Terms Used in Reference to Reports

The following terms are used in reference to Workfront reports: 

Term or Phrase Definition
Advanced Options

Refers to the link on the Columns (View) tab of the report builder that provides the ability to do the following:

  • Set column conditional style formatting of text and images based on criteria you select.
  • Relabel your column.
  • Format the values in your column. 

For example, you may want to show all parent tasks in bold, or you may want to display the Planned Completion Date in red if the task is late.

Attribute The field of an object as defined in the database. It is used in a text mode expression.
For example, the Status field is displayed as status when used in a text mode expression. 
Bean or JavaBean A Bean represents a reusable-programming element. The term Bean identifies relationships between different objects in the Workfront application. It is important to be familiar with these relationships as you attempt to display additional attributes about an object that are not available in the basic reporting tools. 
Builder Interface or Report Builder The Builder Interface is the series of drop-down menus containing fields displayed in the Columns(View), Filter, and Grouping tabs. It provides an intuitive mapping of the Bean relationships to assist in identifying the columns in a view, the criteria of a filter, and the common attributes of a grouping.
Camel Case

Camel Case refers to a specific way to write programming elements to string multi-word attributes together. When spelling an attribute in Camel Case, the first letter of the first word is lower case, there is no space between the words, and the first letter of any subsequent word is uppercase.

For example, Home Group would be written as homeGroup, Resource Pool would be resourcePool, and Actual Start Date would be actualStartDate.

Chart

A tab inside the report builder, a report tab, after you save the report, as well as an optional element of a report which allows you to add a chart to any report. You must define a Grouping in the report before you can create a chart. 

The following are types of charts that can be added to any report: 

  • Column
  • Bar
  • Pie
  • Line
  • Gauge
  • Bubble

For more information about adding charts to reports, see "Adding a Chart to a Report."

Details This is one of the tabs of a report, after you save the report. It displays the findings of your report, displayed in the view and grouping of your choice. 
Expression An Expression is a written formula in text mode to convey information to be searched for or displayed when using the text mode interface. It is typically one line in a larger text mode statement.
Fields

Refers to the attributes of your objects. For example, "Status" is a field for Project, Task, or Issues. "Portfolio Manager" is a field for the Portfolio object. 

You can also have custom fields which you create yourself and add to Custom Forms. 
For information about creating Custom Forms, see "Creating Custom Forms."

Field Name  The value of an attribute that is displayed in a view, or used in the condition of a filter, or as the common element of a Grouping. The options for the Field Name are dependent on the Field Source selection. 
Field Source  The value of an object that is displayed in a view, or used in the condition of a filter, or as the common element of a Grouping. The options in the Field Source are dependent on the object type of the UI Element being created. The Field Source allows you to reference attributes from objects other than the object type of the UI Element. 
Filter A main report element which determines which results display in the report. 
Form  Used interchangeably with "Custom Form." Fields and sections are added to forms, which are then attached to an object to extend the number of fields you can associate with an object. 
Grouping  A main report element which identifies how a list of results is organized. The Grouping creates horizontal bars throughout the report to group the results by common attributes defined when creating it. Groupings are used in Matrix Reports to aggregate data, as well as in charts, to determine the axes of charts. 
Object or Object Type An Object is an Workfront application element (i.e., Project, Task, Group, Company, Filter). The Object Type is used when creating a new Report, View, Filter, or Grouping to identify which object is the focus of the report. Reports can have only one object type, which is the main object of the report. 
Parent objects may be referenced in the same report. 

For more information about the hierarchy of objects, see the "Understanding the Interdependency and Hierarchy of Objects" in "Understanding Objects."
Prompt

An optional report element that can be added to a report when you need to run a different filter before every time you run the report. 

For information about Prompts, see "Working with Prompts."

Qualifier or Condition Modifiers

This field appears in the following areas of a report:

  • on the Filter tab
  • the Advanced Options screen for the column in the Columns (View) tab. By defining a qualifier you can compare the Field Name to another field or value.
  • in a Custom Prompt
    For information about Custom Prompts, see the "Creating a Prompt" section in "Working with Prompts."

For example, when building a filter for tasks with a Planned Completion Date of Today, you would select Equal in your Qualifier field, and today's date in the Date field:

Task> Planned Completion Date>Equal>(today's date)

In this scenario the Qualifier is Equal
For more information about qualifiers, see "Filter and Condition Modifiers."

Report  The combination of a View, a Filter, and (sometimes) a Grouping. The purpose of a report is to display data consistently across the interface, to distribute information, and to eliminate the need to run the same search or query on a regular basis.
Statement Consists of several expressions that are put together to define what information displays in a report when using text mode. A statement can be created for a View, Filter, Grouping, or for a Custom Prompt in a report. 
Summary This is one of the tabs of a report, after you save the report. This tab is created only when you define a Grouping for the report. It summarizes information based on the Grouping defined during report creation and gives a quick overview of the aggregated objects of the report. It does not display every object in the report, just those which are aggregated.
Text Mode Interface Provides the ability to create or modify the code of custom Views, Filters, Groupings, and Prompts originally created through the Builder Interface. It is suggested that report elements are initially created through the Builder Interface and then converted into the Text Mode after they have been saved to simplify the coding of advanced Views, Filters, Groupings, or Prompts.
User Interface (UI) Refers to the components or building blocks of what displays on the screen of a user at any given time. 
View (or Columns) One of the main elements of a report. It identifies the column headers that will be displayed in the list of a report.
This article last updated on 2018-05-22 18:10:15 UTC