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Workfront Usage Dashboard

Understanding how your users are leveraging Workfront can help you gauge the overall adoption of your system as well as dive into any problem areas that may need some attention. The Workfront Usage dashboard is meant for Executives, Process Owners, and System Administrator who would like information regarding system usage to analyze opportunities for improvement.

We recommend reviewing this dashboard every quarter to identify trends in usage.

This article will guide you through the content of each report as well as how to kickstart the dashboard into your system.

Overview

Workfront_Usage_Dashboard.jpg

  1. Last Login by Month and License
    • This report identifies the last time your users have logged in to Workfront. Drill down into specific date ranges and license types to identify areas to improve user adoption or specific users that should be removed/deactivated.
  2. Demand by Type over Last 12 Months
    • This report identifies how many requests of each type have come in over the last 12 months. This will help you identify which request types are being used and which ones may need to be deleted or socialized.
  3. Projects Entered over Last 12 Months by Status
    • This report shows how many projects have been created in the system over the last 12 months. This will help administrators and executives understand to what extent the system is being used for project management.
  4. Tasks Completed over Last 12 Months by Month
    • This report shows how many tasks have been completed over the last 12 months. This will help administrators and executives understand to what extent the system is being used.
    • Tip: You may want to create a filter for a specific team or group that you want to specifically monitor.
  5. Documents Added in Last 12 Months
    • This report shows how many how many documents have been added to the system over the last 12 months. This helps you understand how much the document features are being leveraged in Workfront.
  6. Notes Made in Last 12 Months
    • This report shows how many comments have been made using the system over the last 12 months. This can be used as an indicator of usage and collaboration.
  7. Activity over Last 12 Months
    • This report provides a summary of all activity in the system such as the number of status changes or the number of notes created. It's designed to give a high-level view of all work being done in WF.
    • Tip: This report contains a ‘today - 1 year’ filter. Alternatively, you could add a prompt to allow users to self-select date ranges.
  8. Activity over Last 12 Months by License Type
    • This report is the same as “Activity over Last 12 Months” but allows you to drill down into usage by License Type.
  9. Document Approvals by Status Over Last 12 Months
    • This report shows how many approvals have been made in the last 12 month. It is grouped by status to identify where approvals aren't being managed to completion.
  10. Issue Approvals by Month Over Last 12 Months
    • This report shows how many issue approvals have begun over the last 12 month. This shows how often issue approvals are being used.
    • Tip: You may want to create a filter to only show completed approvals.
  11. Task Approvals by Month Over Last 12 Months
    • This report shows how many task approvals have been made over the last 12 month. This shows how often task approvals are being used.
    • Tip: You may want to create a filter to only show completed approvals.
  12. Workfront Usage: Assignments Made Over Last 12 Months by Job Role
    • This report shows how many assignments have been made over the last 12 month and is broken out by job role. This shows how often resource assignments are being made and serves as a good indication of how the system is being used.
  13. Workfront Usage: Reports Viewed this Month
    • This report shows how many reports have been viewed this month. This shows how often reports are being used.

Dashboard Kick-Start Instructions

Follow these directions to import this dashboard into Workfront.

Step 1: Download File and Kickstart into Workfront

  1. Download the Kick-Start package from the bottom of this page.
  2. In the setup area go to System > Kick-Starts > Import Data.
  3. Go to the ‘Upload data with Kick-Start spreadsheet’ section and choose the ‘Workfront Usage Dashboard Kick-Start Import.zip’ package.
  4. Select Upload.

Usage_Dashboard_Gifs_1_Upload_Kickstart_50.gif

Step 2: Navigate to the Dashboard and Manually Add the Reports

The Kick-Start will not put the reports in the Dashboard. To attach the reports to the dashboard:

  1. Go to Reporting > Dashboards > My Dashboards and select the Workfront Usage Dashboard.
  2. Select Edit.
  3. Filter the reports to only show ones that contain “UD”.
  4. Drag the reports to the dashboard in the correct order.
  5. Select ‘Save + Close’.

 Usage_Dashboard_Gifs_2_Update_Dashboard_50.gif

Step 3: Update the Matrix Settings on Reports 2, 3, 7 and 8

This dashboard has four matrix reports and Kick-Starts cannot import these into the system. Follow the instructions below and the settings provided in the image to update reports 2, 3, 7, and 8.

  1. Click on the 2nd report from the dashboard.
  2. Go to Report Actions > Edit > Groupings.
  3. Select ‘Switch to Matrix Grouping’.
  4. Apply settings as indicated in the image below.
  5. Select ‘Save + Close’.
  6. Repeat with reports 3, 7, and 8.

Usage_Dashboard_Gifs_3_Update_Matrix_50.gif

Matrix Configuration Instructions (reports 2, 3, 8, 7)

Matrix_Grouping_Reports_Configuration.png

This article last updated on 2018-11-15 15:32:50 UTC