Viewing Items in a List



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

Viewing a List in Compact Mode - this needs to be a bullet point (add at a later time)

Understanding Default Workfront Lists

Objects can be displayed in lists in Workfront. A list is a grid that contains a number of objects, information about them, or other objects referenced from them. 

The following are some characteristics of lists in Workfront:

  • Lists are object specific: one list can only reference one type of object. Other objects that are directly connected to the object of the list can also be referenced in the same list.  
    For example, on a list of tasks you can find task information like Assignments, Start and Due Date, and also project information, as well, like Project Name or the name of the Project Owner.
  • Lists refresh automatically every 5 minutes to update the information that other users in the system might update elsewhere. 
  • Some Workfront areas and tabs come preconfigured with default lists of objects. 
    You can customize most of the preconfigured lists. 
  • The system administrator can create custom lists that could be applied to various areas of Workfront. 
    For more information about creating system-level lists, see "Creating and Sharing Default Filters, Views, and Groupings."

The following are examples of system lists in Workfront and the areas or the tabs where they display by default:

Workfront Area/ Object Workfront Tab Workfront List
Projects Projects List of Projects
Projects Portfolios List of Portfolios
Reporting Reports List of Reports
Reporting Dashboards List of Dashboards
People People List of Users
Timesheet All Timesheets List of Timesheets*
Documents   List of Documents
A Portfolio Projects List of Projects
A Portfolio Programs List of Programs
A Program Projects List of Projects
A Project Tasks List of Tasks
A Project Baselines List of Baselines
A Project Billing Rates List of Billing Rates*
A Project Billing Records List of Billing Records
A Project or a Task Issues List of Issues
A Project or a Task Risks List of Risks
A Project or a Task Expenses List of Expenses
A Project, Task, or Issue Hours List of Hour Entries
A Project, Task, Issue, Portfolio, Program, User Documents List of Documents
A Task Subtasks List of Tasks
A Task Predecessors List of Tasks*

*You cannot customize the list on the specified tab. The system administrator can build a customized list at the system level, or you can build a report for this object if you have access to Edit reports.   

Understanding List Elements

A list contains certain building elements that define what information displays on the screen as well as in what format it displays. You can find several system list elements that are available by default, and you can also create custom ones to meet your needs.

Any user can customize list elements and can share them with other users they have access to see. Customizing the list elements will customize the information in the list and how it displays. 

You can customize lists in the following areas of Workfront:

The building elements for lists are the same as the building elements for reports. 
For more information about creating and customizing the building elements of lists and reports, see "Reporting Elements: View, Filter, Grouping."

The building elements of a list display at the top of every list, by default.
They are sticky and do not move as you scroll through the list. 


The following are the building elements of a list: 

  • Filter: Defines the amount of information you display on the screen by filtering out useless information based on criteria you specify. 
    For more information about filters, see "Creating and Customizing Filters."
  • View: Defines what information you display on the screen. You can select to display fields about the object of the list or information about other objects referenced from them. 
    For more information about views, see "Creating and Customizing Views."

  • Grouping: Separates the objects on the list in areas by a common criteria.
    For example, the issues in a list can be displayed in sections by Status, or Priority that the issues have in common.
    You can have up to three layers of groupings in a standard grouping, and you can add a fourth layer if you are configuring a grouping in text mode. 
    For more information about groupings, see "Creating and Customizing Groupings."

    For more information about text mode, see "Understanding Text Mode."

Customizing the Look and Feel of Lists

You can customize the look and feel of a list, the column arrangement, or sorting order of items. 

The customizations you make on lists are visible only to you and are temporary. They are reset when you log out and log back in.

To customize the look and feel of a list:

  1. Navigate to a list in Workfront.
  2. (Conditional) Groupings are collapsed by default in a list.
    Click anywhere in the blue line indicating a grouping to expand it and display the information listed in it.
    To expand all groupings, click the arrow to the right of it.
  3. Mouse over a line that separates two columns and drag it to the desired width, then drop it to modify the width of the columns. 
  4. Mouse over a column header to display the hand tool, then click to drag the column and drop it to another spot. 
    For more information about customizing the width and the order of columns in a list, see "Modifying Column Width and Order."
    NOTE You cannot modify the order of the columns in a list of projects in the following sub-tabs:
    • Projects I'm On
    • Projects I Own
    • All Projects
  5. Click one of the column headers to select it, then keep the CMD key pressed on your keyboard and click additional column headers to sort by them. You can select up to three column headers this way. The list is sorted by each of the selected columns in the order of your selection. 
    All modifications you make to the list are saved instantly. 

Understanding the Difference between Lists and Reports

Both lists and reports are grids that contain information about a type of object. 

The following table outlines the similarities and differences between lists and reports:

Functionality List Report
Anyone can create them  ✓  
Only users with a Plan License or the System Administrator can create them  
A default set is available from Workfront
Customizable in standard mode
Customizable in text mode
You can share them with other users
You can share system wide  
You can share outside of the system   ✓ 
You can export to .pdf, Excel, and Tab Delimited formats  
You can schedule for delivery in an email   ✓ 
You can add to a Layout Template  
You can add to custom tabs  
You can add to a dashboard ✓** 
The results can be customized before displaying it, by using a prompt  
You can display in a chart  
You can edit objects in inline edit

**You can customize lists for reports that are placed on a dashboard, only if the creator of the report has configured the list elements to be visible on the dashboard.

NOTE You cannot add a list to a dashboard without creating a report and adding it to the dashboard first. 

For more information about building a report, see "Creating a Report."
For more information about creating custom tabs, see "Creating Custom Tabs."

Editing Objects in Lists

You can edit the objects and their information inside a list by editing them inline.

For more information about inline editing objects, see "Inline Editing Objects."

Configuring the Number of Items to Display in a List

You can change the number of items that display in a list, if there are more than 100 items.

NOTE Changes you make to the number of items to display on a page are reverted when you log out of Workfront or close your browser. Changes might also be reverted after a period of 8 hours.

To configure the number of items that are displayed on a page:

  1. Navigate to the list where you want to modify the number of items that are displayed per page.
    In the Production environment, 100 items display by default. If there are less than 100 items in the list, All items display.
    In the Preview environment, 2000 items display by default. If there are less than 2000 items, All items display.
  2. (Optional and conditional) If you want to show a specific number of items on the screen, click the Showing drop-down menu, then select to display 100, 250, 500, All, or 2000 items.

    The results of your list are paginated to show 100, 250, or 500 items per page.
    You cannot display more than 2000 items in a list. 
  3. (Optional and conditional) When you have multiple pages, click the backward and forward arrows to navigate from one page to another. The pagination area remains sticky as you scroll through the list, and is available at the bottom right corner of the list.
  4. (Optional and conditional) If the list contains more than 2000 items you cannot display all the items inside Workfront. 
    To see all the items in the list, click Export.
  5. (Optional and conditional) Select from the following formats:
    • PDF
    • Excel
    • Excel (xlsx)
    • Tab Delimited
      This exports a copy of the list to one of these formats and saves it on your computer.
  6. (Optional) Open the exported list using the appropriate application. 
    All the items in the list are displayed in the exported file. 
Applying Quick Filters to Lists

Understanding Quick Filters

You can apply quick filters to find items fast in a large list.

The purpose of a quick filter is to help you navigate directly to those items in your large lists that are of importance to you, so you can quickly review, update, or share them with others.

If you want to apply a permanent filter to a list of objects, we recommend that you build a filter for your lists instead. 
For information about how to build filters in Workfront, see "Creating and Customizing Filters."

Currently, you can apply quick filters to lists of projects only in the following sub-tabs: 

  • Projects I'm On
  • Projects I Own
  • All projects

Understanding Quick Filter Considerations

Consider the following when applying quick filters to a list:

  • Using quick filters, you can find items that match your keywords only on the list that displays on the screen. If your list has multiple pages, quick filters do not find items that are on a page that is not displayed. 
  • You can filter by using keywords for any field that displays in the view of the list. 
  • If your list has collapsed groupings, they are expanded when you use quick filters.
    When removing the quick filter, groupings are collapsed again.
  • Groupings retain the aggregated information of the original list, regardless of the quick filters applied, or any changes made to the objects on the list.
  • Changing the grouping, view, filter, or sort of the list removes the quick filter criteria.
  • If you have more than one grouping in the list, the quick filter finds items only from the first grouping. All other groupings are hidden. 
  • You cannot save a quick filter. If you want to save a quick filter, consider building a filter for the list. 
    For information about how to build filters in Workfront, see "Creating and Customizing Filters."

Applying Quick Filters 

  1. Navigate to a list, then click the quick filter icon. 
  2. Start typing your keyword in the Filter page box.
    You can use any word that displays in the view of the list.
    A list of items that match the search criteria display in the list dynamically, as you type, and all other items are hidden. 
  3. (Optional) Select all or several of the items in the list, then click Export to export them.
  4. (Optional and conditional) Select from the following file types:
    • PDF Landscape
    • PDF Portrait
    • Excel
    • Excel (.xlsx)
    • Tab Delimited
      Only the items you found in the quick search export to the file you selected. 
      NOTE You must select some or all items in the limited list before exporting them, otherwise the complete list without the quick filter is exported.
  5. (Optional) Click the filter icon or refresh the page to clear the quick filter and return to the original page. 

Viewing a List in Compact Mode

Depending on how much information you display on each line of a list, each line can sometimes occupy a large area of the screen. This prohibits displaying a large number of items on the screen at one time. 

You can reduce the amount of space each line occupies on the screen by displaying the list in compact mode.

To view a list in compact mode (this needs to be a numbered list):

Navigate to a list in Workfront.

Click the Compact Mode icon in the upper right of the list. (insert screen shot here)
The list displays in compact mode. Some information may not be visible on each line of the list anymore.

(Optional) Continue using the list, and inline edit the information in compact mode, if needed. 


STAYS: After production and this might be over multiple releases, remove the reference to preview. 

This contains information about Compact Mode, so don't make it public before beta 1 release of 18.2 >>> needs screen shot when this is designed! >>> make sure this does not show in live (also the extra bullet point) 

This article last updated on 2018-05-31 18:58:46 UTC