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Filtering Content When Scheduling Resources

The filter enables you to determine which work items are displayed on the scheduling timeline (this includes which tasks and issues are displayed in the Unassigned area, as well as which users are displayed).

Before you begin filtering content as described in this section, become familiar with how resource scheduling works in Workfront, as described in "Getting Started with Resource Scheduling."

For more information about the scheduling timeline, see "Viewing Resource Assignments."

You can schedule resources or an individual team you are a member of or for any projects for which you are the resource manager.

Creating a Filter on the Working On Tab (for Teams)

Tasks and issues from the projects, users, and roles you define in the filter are displayed on the scheduling timeline on the Working On tab. Use the options in the filter to determine which projects, users, and roles are represented on the scheduling timeline.

To create a filter for the scheduling timeline on the Working On tab for teams:

  1. Click People in the Global Navigation Bar.
  2. Click the Teams tab, then click the Working On sub-tab.
  3. Click Filter.
  4. [This step is linked to from the context-sensitive help]Determine which projects are represented in the Unassigned area by specifying the following information:
    Project Priorities: Select the priority of the projects that you want to be represented on the scheduling timeline. Tasks and issues from projects with the priorities you select are displayed on the scheduling timeline.
    Only priorities from projects that include tasks or issues that are assigned to the team are available to choose from this menu.
    Project Statuses: Select the status of the projects that you want to be represented on the scheduling timeline. Tasks and issues from projects with the statuses you select are displayed on the scheduling timeline.
    Only statuses from projects that include tasks or issues that are assigned to the team are available to choose from this menu.
    Projects: Select any projects that you want to be represented on the scheduling timeline. Tasks and issues from the projects you select are displayed on the scheduling timeline.
    Your selections in the previous fields determine the projects that are available to select.
    Only projects that include tasks or issues that are assigned to the team are available to choose from this menu.
  5. [This step is linked to from the context-sensitive help]Determine which users are displayed on the scheduling timeline by specifying the following information: (By default, all team members are displayed.)
    Roles: Select the roles you want to be represented on the scheduling timeline.
    Only tasks that are assigned to that role are displayed in the Unassigned area. Only users with the roles you select who are able to be assigned those tasks are displayed.
    Users are displayed on the scheduling timeline, organized by job role.
    Users: Select the individual users you want to be represented on the scheduling timeline. 
    Only the users you select are displayed, regardless of whether they have a role assignment that matches the role assignment of tasks in the Unassigned area. 
    This option does not affect which tasks and issues are displayed in the Unassigned area.
    [! Users with Plan, Work, or Review licenses are available. Users with Request licenses are not available. - This is what it used to say. I think now instead you select specific users, not license types.]
  6. (Optional) To make further modifications to the scheduling timeline (such as changing the date range), and to make modifications to user assignments, continue with "Managing User Assignments."

Creating and Modifying Filters on the Scheduling Tab (for Multiple Projects)

You can create a new filter, apply a filter that you previously created, modify a filter that you previously created, or delete a filter. You cannot share filters you create with other users.

Creating a Filter on the Scheduling Tab (for Projects)

Tasks and issues from the projects, users, and roles you define in the filter are displayed on the scheduling timeline on the Scheduling tab. Use the options in the filter to determine which projects, users, and roles are represented on the scheduling timeline.

To create a filter for the scheduling timeline on the Scheduling tab for multiple projects:

  1. Click People in the Global Navigation Bar.
  2. Click the Scheduling tab.
  3. Click Filter.
  4. Leave the Saved Filters field blank.
  5. [This step is linked to from the context-sensitive help]Determine which projects are represented in the Unassigned area by specifying the following information:
    Portfolios: Select any portfolios that include programs and projects that you want to be represented on the scheduling timeline.
    Only programs within the portfolios you select are available to select in the Program field.
    Programs: Select any programs that include projects that you want to be represented on the scheduling timeline.
    Your selections in the Portfolio field determine the programs that are available to select.
    Only projects within the programs you select are available to select in the Projects field.
    Project Priorities: Select the priority of the projects that you want to be represented on the scheduling timeline.
    Only projects with the priorities you select are represented.
    Project Statuses: Select the status of the projects that you want to be represented on the scheduling timeline.
    Only projects with the statuses you select are represented.
    Project Companies: Tasks and issues are displayed on the scheduling timeline only when they belong to a project that matches a company you select.
    Project Groups: Tasks and issues are displayed on the scheduling timeline only when they belong to a project that matches a group you select.
    Projects: Select any projects that you want to be represented on the scheduling timeline. Tasks and issues from the projects you select are displayed on the scheduling timeline. 
    Your selections in the previous fields determine the projects that are available to select.
    Tasks and issues from the projects you select are displayed on the scheduling timeline. Only projects that include tasks or issues that are assigned to the team are available to choose from this menu.
  6. [This step is linked to from the context-sensitive help]Determine which users are displayed on the scheduling timeline by specifying the following information: (By default, only users who are eligible to be assigned a task or issue from the Unassigned area are displayed. When you select individual users, the users are displayed on the scheduling timeline regardless of whether they are eligible to be assigned a task or issue from the Unassigned area.) 
    User Companies: This field enables you to restrict users from other companies from being displayed on the scheduling timeline. 
    Leave this field blank if you want users from any company to be added. If you specify individual companies, only users from those companies can be added to the scheduling timeline. Specifying a company does not automatically add users from that company to the scheduling timeline. Instead, use the fields below to add specific users.
    This option does not affect which tasks and issues are displayed in the Unassigned area.
    User Groups:
    All users from any user group you specify are displayed on the scheduling timeline. 
    Teams: All users from any team you specify are displayed on the scheduling timeline.
    This option does not affect which tasks and issues are displayed in the Unassigned area.
    Roles: Select the roles you want to be represented on the scheduling timeline.
    Only tasks that are assigned to that role are displayed in the Unassigned area. Only users with the roles you select who are able to be assigned those tasks are displayed.
    Users are displayed on the scheduling timeline, organized by job role.
    Users: Select the individual users you want to be represented on the scheduling timeline. 
    Only the users you select are displayed, regardless of whether they have a role assignment that matches the role assignment of tasks in the Unassigned area. 
    This option does not affect which tasks and issues are displayed in the Unassigned area.
    [! Users with Plan, Work, or Review licenses are available. Users with Request licenses are not available. - This is what it used to say. I think now instead you select specific users, not license types.]
  7. Click Save New Filter.
    Your data is displayed on the scheduling timeline.
  8. (Optional) To make further modifications to the scheduling timeline (such as changing the date range), and to make modifications to user assignments, continue with "Managing User Assignments."

Applying a Saved Filter

NOTE This option applies only when scheduling resources for multiple projects (from the Scheduling tab); you cannot apply a saved filter when scheduling resources for a team (from the Working On tab) or when scheduling resources for a single project (from the Staffing tab).

You can apply a filter that you previously created. (For information about how to create a filter, see "Creating a Filter.")

To apply a saved filter:

  1. Click People in the Global Navigation Bar.
  2. Click the Scheduling tab, then click Filters.
  3. In the Saved Filters field, select the filter you want to apply.
    Your data is displayed on the scheduling timeline.
  4. (Optional) To make further modifications to the scheduling timeline (such as changing the date range), and to make modifications to user assignments, continue with "Managing User Assignments."

Modifying a Saved Filter

NOTE This option applies only when scheduling resources for multiple projects (from the Scheduling tab); you cannot modify a saved filter when scheduling resources for a team (from the Working On tab) or when scheduling resources for a single project (from the Staffing tab).

You can modify a filter that you previously created. (For information about how to create a filter, see "Creating a Filter.")

To modify a saved filter:

  1. Click People in the Global Navigation Bar.
  2. Click the Scheduling tab, then click Filters.
  3. In the Saved Filters field, select the filter you want to modify from the drop-down list.
  4. Specify what data to display on the scheduling timeline.
    For details about each available option, see Step 4 in "Creating a Filter." 
  5. Click Save.
    Your data is displayed on the scheduling timeline.
  6. (Optional) To make further modifications to the scheduling timeline (such as changing the date range), and to make modifications to user assignments, continue with "Managing User Assignments."

Deleting a Saved Filter

NOTE This option applies only when scheduling resources for multiple projects (from the Scheduling tab); you cannot delete a saved filter when scheduling resources for a team (from the Working On tab) or when scheduling resources for a single project (from the Staffing tab).

You can delete a filter that you previously created.

  1. Click People in the Global Navigation Bar.
  2. Click the Scheduling tab, then click Filters.
  3. In the Saved Filters field, in the drop-down list, click the (x) next to the filter you want to delete. 

Creating and Modifying Filters on the Staffing Tab (for a Single Project)

Tasks and issues from the users, teams, and roles you define in the filter are displayed on the scheduling timeline on the Staffing tab. Use the options in the filter to determine which users, teams, and roles are represented on the scheduling timeline.

To create a filter for the scheduling timeline on the Staffing tab for a single projects:

  1. Navigate to the project where you want to configure issues, then click the Staffing tab (the Staffing tab might be located under the More menu), then ensure that the Team Scheduling tab is selected.
    scheduling_project.png
  2. [This step is linked to from the context-sensitive help]Determine which users are displayed on the scheduling timeline by specifying the following information: (By default, only users who are eligible to be assigned a task or issue from the Unassigned area are displayed. When you select individual users, the users are displayed on the scheduling timeline regardless of whether they are eligible to be assigned a task or issue from the Unassigned area.) 
    User Companies:
     This field enables you to restrict users from other companies from being displayed on the scheduling timeline. 
    Leave this field blank if you want users from any company to be added. If you specify individual companies, only users from those companies can be added to the scheduling timeline. Specifying a company does not automatically add users from that company to the scheduling timeline. Instead, use the fields below to add specific users.
    This option does not affect which tasks and issues are displayed in the Unassigned area.
    User Groups: All users from any user group you specify are displayed on the scheduling timeline. 
    Teams: All users from any team you specify are displayed on the scheduling timeline.
    This option does not affect which tasks and issues are displayed in the Unassigned area.
    Roles: Select the roles you want to be represented on the scheduling timeline.
    Only tasks that are assigned to that role are displayed in the Unassigned area. Only users with the roles you select who are able to be assigned those tasks are displayed.
    Users are displayed on the scheduling timeline, organized by job role.
    Users: Select the individual users you want to be represented on the scheduling timeline. 
    Only the users you select are displayed, regardless of whether they have a role assignment that matches the role assignment of tasks in the Unassigned area. 
    This option does not affect which tasks and issues are displayed in the Unassigned area.
    [! Users with Plan, Work, or Review licenses are available. Users with Request licenses are not available. - This is what it used to say. I think now instead you select specific users, not license types.]