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Understanding Fields in Lists and Reports

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IMPORTANT This article should be used as a reference to understand the fields that are visible through the report builder in Workfront. The fields available in the report builder are listed in the following table in alphabetical order. We are currently updating this information and as a result this table might not be complete. We will remove this disclaimer when we consider this information exhaustive. 

Workfront fields are available to be configured in the following reporting elements:

  • Views
  • Filters
  • Groupings
  • Prompts

For more information about reporting elements, see "Understanding Reporting Elements."

For more information about building reports, see "Creating and Managing Reports."

When creating a report, you can select what objects or fields associated with those objects you want to show in your report. Those will become your report columns, groupings, filters, or prompts. You can build standalone views, filters, and groupings for lists of objects, as well, in the same manner you would build them inside the report builder. 

The following table is a list of commonly used objects and fields that you can display in reports and lists. Not all fields are available on all objects:  

Actual Hours

In a project, task, or issue report, Actual Hours are the sum of all hours logged on the project, task, or issue. 

Allocation Date

You can find this field in a Resource Estimates and a Project (Financial Data) report. You can build these reports when trying to understand how resources are budgeted for work, or the amount of Planned Hours that is assigned to your resources.

The Allocation Date is the first day (Sunday) of a week in which the allocation of a Job Role to a task starts. A resource (Job Role) can have as many Allocation Dates as it has weeks during the Duration of the tasks that it is assigned to. If tasks span over multiple months, then the first day of a month can also become an Allocation Date, if it falls within the Duration of the task. 

For example, you can have a Job Role assigned to a task that spans over 3 weeks and has 90 Planned Hours. These hours are spread evenly during the duration of the task, which makes every day assign 6 Planned Hours to your job role:

Daily Planned Hours = Total Planned Hours/ Number of Work Days during the Duration of the task

As a result, there are three Allocation Dates, one for every Sunday of every week during the Duration of the task, each with a certain number of Planned Hours associated with them. 
If the task starts in the middle of the last week of a month and ends two weeks after the beginning of a new month, the task will have four Allocation Dates: one for every Sunday of every week during the Duration of the task, and one for the first day of the new month. 

To make the most use of this information, we recommend that you build a Resource Estimates or a Project (Financial Data) report and add a matrix grouping for Allocation Date, and group the results weekly, monthly, quarterly, or yearly for the most accurate data. 
For information about building a matrix grouping, see "Creating a Matrix Report."

Approver Decision

In the Proof Approval report, displays proof approval decisions for proofs that are no longer active.

Assigned To

In a Task or Issue report, this field displays the Owner of the task or the issue, or the Primary Assignee. You can filter or group by this field, as well. 

Assignments

In a Task or Issue report, this field displays a list of all entities (users, job roles, teams) that are assigned to the task or issue. You can filter by this field only in a text mode filter. You cannot group the report by this field. 

Budget Status

Shows whether the project is currently added to the capacity planner and if the budget calculation has been completed for it.

If the project is not added to the capacity planner, its value is "Not Included." 

If the project is added to the Capacity Planner but is excluded from the budget calculation, the value is "Included but not Calculated." 

If the project is added to the Capacity Planner and included in the budget calculation, the value is "Included and Calculated."

Budgeted Completion Date

Date when the budgeting of resources ends, as defined in the Legacy Resource Estimates area of the Business Case of a project, or the Capacity Planner. The field is available in project and task reports. 

Budgeted Cost

In a project report, this shows the total cost estimated to be associated with the project when the project launches.

The Budgeted Cost for the project is calculated using the following formula:

Budgeted Cost = Budgeted Expense Cost + Budgeted Labor Cost

For more information about calculating Budgeted Cost, see "Calculating Budgeted Cost." 

Budgeted Labor Cost

In a project report, it shows the labor cost associated with the project, taking into account the Cost per Hour rate of every job role and the amount of Budgeted Hours estimated in the Resource Budgeting area of the Business Case that is needed for each role to complete the project. 

The Budgeted Labor Cost in a project report is calculated using the following formula:

Budgeted Labor Cost = SUM(Job Role Cost per Hour * Budgeted Hours per Job Role)

For more information about calculating the Budgeted Labor Cost, see "Calculating Budgeted Labor Cost."   

Budgeted Start Date

Date when the budgeting of resources starts, as defined in the Legacy Resource Estimates area of the Business Case of a project, or the Capacity Planner. The field is available in project and task reports. 

Can Start

Shows if a task is ready to start to be worked on.  The system checks for the following things before it marks a task as "True" for the "Can Start" field:

- If the task has a parent, it checks to see if the value of "Can Start" for the parent it set to "True". If the value for the parent is "False", then all the subtasks have the value of "Can Start" set to "False", as well. 

- It also checks to see if the predecessors of the task are complete. If they are complete, the "Can Start" value for the task is set to "True". If any of the predecessors is not complete, or has a status of "Complete - Pending Approval", then the "Can Start" value for the task is set to "False". 

Category

A category is a custom form. You can build reports for this object and you can show it in other object reports, as well.
Not all objects can have a custom form, or category.
The following objects can have a custom form: 
- Project
- Task
- Issue
- Portfolio
- Document
- Expense
- Program
- User
- Company
- Iteration

Condition

It is a visual representation of the progress of a task, issue or project. 

For projects, the condition can be manually set by the project owner or it can be automatically set by Workfront, based on the progress status of the project. For more information about project condition, see "Understanding Project Condition." 

The possible values for the project condition are:
- On Target
- At Risk
- In Trouble

For tasks, the condition is set manually by the task owner.
The possible values for the task condition are:
- Going Smoothly
- Some Concerns
- Major Roadblocks

For more information about task condition, see "Setting Condition on Tasks."

For issues, the condition is set manually by the issue owner.
The possible values for the task condition are:
- Going Smoothly
- Some Concerns
- Major Roadblocks

Condition Update

Shows the current condition of tasks, projects or issues.

This option shows the most recent updates that the owners of tasks, projects or issues have provided in the 'Update Status' field, along with the new condition. 

Comments made on condition updates are not displayed in the 'Condition Update' column; only the main update is displayed.

Constraint Date

If you are using a Task Constraint that is tied to a specific date, such as Must Start On, then that specific date becomes the Constraint Date of the task.

The following task constraints update the Constraint Date field:

  • Must Start On
  • Must Finish On
  • Start No Later Than
  • Start No Earlier Than

NOTE Constraint Date is only viewable in a report or customized view.

Constraint Day

If you are using a Task Constraint in a template task that is tied to a specific day, such as Must Start On, then that specific day becomes the Constraint Day of the template task. 

The following task constraints update the Constraint Day field:

  • Must Start On
  • Must Finish On
  • Start No Later Than
  • Start No Earlier Than

NOTE Constraint Day is only viewable in a report or customized view.

Dashboards

You can add this field in a report or a list of the report object, to display the dashboards on which the report is listed in a list.

You can use this field to filter for reports that are listed on a specific dashboard, as well.

For more information about including dashboard information on report object reports, see the “Understanding What Reports Are Listed on Dashboards” section in the “Accessing and Organizing Reports.”

Days Late

Shows a date difference between Planned Start and Today if the Actual Completion Date is missing.

Also shows a date difference between Actual Completion and Planned Completion, when an Actual Completion Date is present.

Duration

This field appears on projects, tasks and issues. It is the number of days between the Planned Start and the Planned Completion Date of the object. 

For tasks, the Duration is an editable field if the Duration Type of the task is not Simple. If the Duration Type of the task is Simple, or if the Task Constraint is Fixed Dates, the Duration is a calculation performed by Workfront. 

For issues, the Duration is always an editable field and it should represent an estimate of a number of days that would require the issue to be resolved. 

For projects, the Duration is a calculation performed by Workfront and it represents the difference in days between the Planned Start of the earliest task and the Planned Completion of the latest task on the project. 

For more information about the difference between Duration and Planned Duration for tasks, see "What Is the Difference between Planned Duration and Duration?"

End Date

In a Rate report, this is the date when a new billing rate for a job role at the project level ends. The hours associated with the project that are before this date are multiplied by this billing rate to calculate the revenue on the project.

Flags

This is the same field as Status Icons, but it is only available for the following views:

  • Templates
  • Expenses

For more information, see "Understanding Built-In Status Icons in Views."

Group Administrator

In a Group report, this field displays the names of the users designated as Group Administrators in the Group.
For more information about Group Administrators, see the "Understanding Group Administrators" section in "Creating and Managing Groups."

Group with Administration Access

In a Layout Template, Timesheet Profile, or Schedule report, this field displays the groups whose group administrators have access to modify the template. You can also filter this report by this field.
For more information about Group with Administration Access, see “Creating and Managing Layout Templates.”

Handoff Date

The date when a task becomes available for work. The Handoff Date is a calculation and cannot be set manually.
For more information about the Handoff Date, see "Understanding the Handoff Date of a Task."

(Hour) Owner

In an Hour report, the Hour Owner is the user to whom the hours are attributed. This is different than the user who is actually logging the time. These two entities can sometimes be two different users.
For more information about logging time for another user, see "Recording Time."

Kanban Flag

In a Task Report or Issue Report, the Kanban Flag field displays the flag status that is set on the story on the Kanban board. Possible values are On Track, Ready to Pull, and Is Blocked.

For more information about setting flag status on stories on the Kanban story board, see "Using Flags on Stories" in the article "Using the Kanban Agile Story Board."

Last 10 Viewers

In a report list, it displays the names of up to 10 users who have viewed the report most recently. 
For more information about usage information in report lists, see "Viewing Report Usage."

Last Condition Note

Displays the update last entered on an object by the owner of the object.
This field is helpful to display the owner's most recent activity or interaction on an object.

The Last Condition Note column is empty if the note text of the last note of an object has been deleted. When a new note is entered on the object, it becomes the last note and it displays again in the column. 

Last Note

Displays the update last entered on an object by any user.
This field is helpful to display the most recent activity or interaction on an object.

The Last Note column is empty if the text of the last note of an object has been deleted. When a new note is entered on the object, it becomes the last note and it displays again in the column. 

Last Viewed By

In a report list, it displayed information about the user who viewed the report last.
For more information about usage information in report lists, see "Viewing Report Usage."

Last Viewed Date

In a report list, it displays the date on which the report was displayed last. 
For more information about usage information in report lists, see "Viewing Report Usage."

Legacy Budgeted Cost

In a project report, this shows the total cost estimated to be associated with the project when the project launches.

The Legacy Budgeted Cost for the project is calculated using the following formula:

Legacy Budgeted Cost = Budgeted Expense Cost + Legacy Budgeted Labor Cost

For more information about calculating Legacy Budgeted Cost, see "Calculating Budgeted Cost." 

Legacy Budgeted Hours

Number of hours budgeted for the project in the Legacy Resource Estimates area of the Business Case or in the Capacity Planner.
If there are multiple job roles, this is a summary of the budgeted hours for all job roles. The Legacy Budgeted Hours are calculated after you have used the "Set budget to schedule" feature, or after you have defined how many of the Planned Hours should be budgeted, in the Resource Estimates area of the Business Case of the project or in the Capacity Planner. 

Legacy Budgeted Labor Cost

In a project report, it shows the labor cost associated with the project, taking into account the Cost per Hour rate of every job role and the amount of Legacy Budgeted Hours estimated in the Legacy Resource Estimates area of the Business Case that is needed for each role to complete the project. 

The Legacy Budgeted Labor Cost in a project report is calculated using the following formula:

Legacy Budgeted Labor Cost = SUM(Job Role Cost per Hour * Legacy Budgeted Hours per Job Role)

For more information about calculating Legacy Budgeted Labor Cost, see "Calculating Budgeted Labor Cost."   

Legacy Resource Pool

The Legacy Resource Pool is a collection of job roles associated with a project or a user. The functionality of the Legacy Resource Pools is displayed in the tools available in the Legacy Resource Planning tab of the People area. For more information about Legacy Resource Planning, see "Resource Planning." 

License Type Limit: Planner Limit

In a Group view or report, this shows the maximum number of Plan licenses that can be assigned to users who have the respective group designated as their Home Group.

License Type Limit: Worker Limit

In a Group view or report, this shows the maximum number of Work licenses that can be assigned to users who have the respective group designated as their Home Group.

Note Text

Displays the text of an update entered by an user on any object. 

Parameter

A parameter is a custom field. You can build a report for all parameters, or custom fields in your system. 

Planned Completion Date

You can manually set the Planned Completion Date to a date of your choosing. If you do not set the Planned Completion Date, Workfront sets it automatically. When set automatically, the Planned Completion Date is: Planned Start Date + Duration

For more information, see "Planned Completion Date."

Planned Cost

A total of the Planned Labor Cost and the Planned Expense Cost of the project. This does not include the Planned Risk Cost on the project.  

Planned Duration

A task's Planned Duration is usually the same as the task's Duration. It represents the difference in days between the Planned Start and the Planned Completion Dates of the task. 

When the task has a Duration Type of Effort Driven, the Planned Duration can differ from the Duration of the task, based on how many resources you assign to the task. 

For example, if a task with a Duration Type of Effort Driven has a Duration of 3 days and you assign one resource with a full time schedule to the task, the Planned Duration is 3 days, as well. If you assign three resources with a full time schedule to the same task, the Duration stays 3 days, but the Planned Duration becomes 1 day. The Planned Duration also changes the Planned Start and Planned Completion dates of the task, to reflect the new Planned Duration. As a result, the timeline of the project is affected as well. 

For more information about the difference between Duration and Planned Duration for tasks, see "What Is the Difference between Planned Duration and Duration?"

Projects and issues don't have a Planned Duration. 

Planned Duration Minutes

The Planned Duration Minutes of a project or an issue is the Duration of the project or issue in minutes. 

Tasks don't have a Planned Duration Minutes field. 

Template Tasks have a Planned Duration Minutes field which displays the Planned Duration of the task in minutes. 

Planned Expense Cost

Total of the Planned Amounts of all the expenses on the project.

Planned Labor Cost

For a task, the hourly rate of the user or role, multiplied by the number of hours assigned to the user or role. 

For a project, it is a total of all Planned Labor Costs of all the tasks.  

Whether the rate of the user or role is used depends on the Cost Type that is selected for the given task, as described in "Modifying Cost Types for Individual Tasks" in "Tracking Costs."

Planned Risk Cost

The total of the Potential Cost of all the risks on the project. This amount is not included in the Planned Cost of the project.

Proof Deadline

In reports that contain the Document Version object (such as a Document Version report and Proof Approval report), displays the day of the week, date, time of day, and year of the proof deadline.

Proof Decision

In reports that contain the Document Version object (such as a Document Version report  and Proof Approval report), displays the decision status of the proof (pending, changes required, or approved)

Proof Name

In reports that contain the Document Version object (such as a Document Version report and Proof Approval report), displays the proof name.

Proof Pages

In reports that contain the Document Version object (such as a Document Version report and Proof Approval report), displays the number of pages included in the proof.

Proof Progress

In reports that contain the Document Version object (such as a Document Version report and Proof Approval report), displays the progress status of the proof (Sent, Opened, Commented, Decision Made).

For more information, see "Understanding Proof Progress" in the article "Viewing the Progress and Status of a Proof."

Ready

This is a field on a task report which indicates whether an Agile task has been marked as "Ready" on the backlog. This flag only applies to Agile tasks, which are tasks assigned to an Agile team. 

Resource Managers

Resource Managers can perform resource scheduling actions on a project. 

When you use this in a report, a list of resource managers is displayed, with each resource manager on the project separated by a comma (there can be up to 10 resource managers on a given project).

For more information, see "Designating Resource Managers."

Resource Manager IDs

Same as "Resource Managers" (above), but this is for the filter.

Use this option  when creating a filter to find a specific resource manager.

Begin typing the name of the resource manager that you want to use in the filter, then click the name when it appears in the drop-down list.

Resource Managers can perform resource scheduling actions on a project.

For more information, see "Designating Resource Managers."

Resource Pool

A collection of job roles associated with a project or a user. The functionality of the Resource Pools is displayed in the tools available in the Resource Planning tab of the People area in the Production environment. 

Resource Pools

In project reports, Resource Pools show all the pools associated with a project.  Resource Pools are collections of users that can be associated with a project. This object cannot be used in a grouping.
For more information about the functionality of Resource Pools see the "Resource Planning" section. 

Scheduled Report

When you build a report of reports, you can display information about the schedules of the report, if the report is scheduled for delivery using the Scheduled Report field. This field shows multiple values, one for each schedule of each report, in a bulleted list. For more information about scheduling reports, see "Setting up Report Deliveries."

Because this field shows multiple values, it cannot be used in a grouping. You can access it only in a filter or a view. 

Source

Indicates the parent object of another object. For example, a document attached to a task has the name of the task in the Source field of a Document report or view; an issue logged under a project has the name of the project in the Source field of an Issue report or view. 

Start Date

In a Rate report, this is the date when a new billing rate for a job role at the project level starts. The hours associated with the project that are after this date are multiplied by this billing rate to calculate the revenue on the project.

Status

Shows the most recent status of tasks. This is the 'New,' 'In Process,' and 'Complete' statuses that users can select when updating a task.

For more information about task status, see "Updating Task Status."

Status Icons

You can add the built-in Status Icons field as a column in your views to enhance visibility into key points about your objects, like:

  • An object has documents attached
  • An object is associated with an approval process
  • An object has additional notes associated with it
  • An expense is billable or reimbursable 
  • A task is on a critical path
  • A user belongs to a company, a team, or is located in a different time zone 

You can add the Status Icons field in the views of the following objects: 

  • Tasks
  • Issues
  • Projects
  • Template Tasks
  • Templates
  • Expenses
  • Documents
  • Users

For more information, see "Understanding Built-In Status Icons in Views."

Status Update

Shows the most recent status update on tasks. 

This option shows the most recent status updates that users have provided in the 'Update Status' field.  

(To show the 'New,' 'In Process,' and 'Complete' statuses, use the Status column.)

Comments made on status updates are not displayed in the 'Status Update' column; only the main update is displayed.

For more information on statuses, see "Updating Task Status."

Subscribers

Lists the subscribers to projects, tasks, or issues.

When you use this field in a report, a list of subscribers displays, with each subscriber separated by a comma.

For more information, see “Subscribing to Items in Workfront.”

Total Hours

In a project report, Total Hours display the rounded sum of all hours on the project, the last time the project finances were calculated.

Actual Hours reflect the exact hours logged on the project. Typically, the Actual Hours should match the Total Hours.

If the Total Hours appears significantly different than the Actual Hours field, you must Recalculate Finances on the project. 
For more information about recalculating project finances, see "Recalculating Finances."

Thumbnail / Large Thumbnail 

In a Document list or report, it displays a preview of the document in a thumbnail.

Do one of the following:

  • Select Thumbnail to view a 33-66 pixel-wide thumbnail in the report.
  • Select Large Thumbnail to view a 400 pixel-wide thumbnail in the report.

The size of the thumbnail adjusts when you modify the width of the column in a list or report.

View Icons

This is the same field as Status Icons, but it is only available for the following views:

  • Documents

For more information, see "Understanding Built-In Status Icons in Views."

Views Last Month/ Quarter/ Year

In a report list, it displays the number of times the report has been viewed during the last, quarter, or year. 
For more information about usage information in report lists, see "Viewing Report Usage."

Views This Month/ Quarter/ Year

In a report list, it displays the number of times the report has been viewed during this month, quarter, or year. 
For more information about usage information in report lists, see "Viewing Report Usage."

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*****ALWAYS READ THIS BEFORE YOU CREATE A NEW DRAFT: ALL WRITERS ARE WORKING ON THIS ARTICLE. IF YOU WANT TO UPDATE THIS, DO A SEARCH AND MAKE SURE THAT THERE ARE NO OTHER DRAFTS THAT WILL OVERWRITE YOURS, OR THAT YOU WON'T OVERWRITE SOMEONE ELSE'S!****

After 18.2, when the Resource Budgeted Hours might come back, this needs to be added back in:

Planned Budgeted Hours = In a Resource Budgeted Hour report, the Planned Budgeted Hours are the hours budgeted for a project, job role, or user in the Resource Planner. 
For more information about budgeting hours in the Resource Planner, see the "Budgeting Allocations in the Resource Planner" section in "Planning in the Resource Planner." 

This article last updated on 2018-08-07 18:53:00 UTC