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Understanding Fields in Lists and Reports

The highlighted information on this page refers to functionality not yet generally available. It is available only in the Preview Sandbox environment.

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:  

Column

Function

Active Proof Stages

Allows you to view the proof stage that is currently active on each document version in the report. The name of the stage is displayed in the "Active Proof Stages" column. If no stage is currently active on the document version, the column is blank

Actual Cost

Total of Actual Expense Cost and Actual Labor Cost on the project. This does not include Risk Cost. 

Actual Expense Cost

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

Actual Labor Cost

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

For the project, the Actual Labor Cost is a total of all the Actual 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."

Actual Risk Cost

Total of all the Actual Costs of the project risks (found under the Risks tab of the project, or in the Business Case). Risk Cost is not included in the Actual Cost of the project.

Allocation Date

When building a Resource Estimate or a Resource Budgeted Hours report, this field shows the date of the first day of any of the weeks included in the Duration of a task or issue.

For more information about task duration, see “Understanding Task Duration and Duration Type Overview.”

For example, you have a task assigned to the Project Manager role that starts on October 1 and ends on October 10. This task spans over two weeks, based on the Planned Start and Completion Dates. If you budget 20 hours for the task in the Resource Planner, the task will have 10 Planned Budgeted Hours allocated for the first week and 10 Planned Budgeted Hours for the second week for the Project Manager role (by default, the hours are distributed evenly by week).

If you build a Resource Budgeted Hours report, the task is displayed with two Allocation Dates: one that matches the first day of the first week and one that matches the first day of the second week in its duration. Issues assigned to resources could be budgeted in the same way as tasks. For more information about budgeting in the Resource Planner, see the “Budgeting Allocations in the Resource Planner” section in "Planning in the Resource Planner.”

Approval Path Completion Date

The date that the current approval path is scheduled to be complete (the Completion Date). If there is not a current approval process in progress, this is the Completion Date of the most recent approval path. 

(For more information about approval paths and processes, see "Creating Approval Processes.")

 

This field is available when creating or modifying views and reports for projects, tasks, and issues.

Approval Path Start Date

The date that the current approval path was triggered. If there is not current approval process in progress, this is the Start Date of the most recent approval path.
An approval path is triggered when the status of the project, task, or issue is changed to a predetermined status. For more information about approval paths and processes, see "Creating Approval Processes."

 

This field is available when creating or modifying views and reports for projects, tasks, and issues.

 Assigned To

This field is available in Task and Issue reports. This field shows the Task Owner or Issue Owner, or the primary assignee of the Task or Issue. 

Assignments 

This field is available in Task and Issue reports. This field shows all the entities assigned to a Task or an issue, including job roles and teams.

You cannot use this field in a report grouping, because it displays multiple values. 

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 resource budgeting is over.

Budgeted Hours

Number of hours budgeted within the project. If there are multiple job roles, this is a summary of the budgeted hours for all job roles. The 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. 

Budgeted Start Date

Date when the resource budgeting is started.

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.

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.

Group Owners

Displays all users who have been designated as a Group Owner.

 

For more information about Group Owners, see "Creating a Group."

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 "What is the Handoff Date?"

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. 

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." This field is named "Resource Pool" in the production environment. 

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 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." 

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.

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 filter by 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. In the Preview Sandbox environment, this field has been renamed to "Legacy Resource Pool." For more information about Legacy Resource Planning, see "Resource Planning." 

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 in the Preview Sandbox environment, see "Resource Planning (Preview Environment Only.)"

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 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.”