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Workfront Cleanup Dashboard

Keeping Workfront clean from unused objects is a long-standing best practice but one that can seem daunting without the right tools. This dashboard is designed for System Administrators or Process Owners to easily find Workfront Data that may need to be cleaned up to help improve the user experience.

We recommend reviewing this dashboard every quarter to help keep Workfront clean.

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

Overview

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  1. Projects 100% Complete but NOT in Closed Status
    • Identify projects that should be completed and are not. To help ensure users are not distracted by excess work data on their dashboards, old projects should be completed or deleted.
  2. Number of Projects by Template
    • Display how many projects have been created in the system, grouped by their Template. This can be useful to determine the projects with no template or templates with low usage that could potentially be deleted or archived. Projects in the “No Value” column were created without using a template which may present a governance problem.
  3. Projects 0% Complete - Not Updated in 2+ Weeks
    • Identify projects that are not being used. To help ensure users are not distracted by excess work data on their dashboards, unused projects should be marked as on hold, completed, or deleted.
  4. Overdue Tasks (0% completed) not Updated in 1+ Weeks
    1. Identify tasks that should potentially be completed and are not. To help ensure users are not distracted by excess work data on their dashboards, old tasks should be completed, canceled, or deleted.
  5. Users by Layout Template
    • This report will show which Layout Templates use the most/least. This can be used to help aid data cleanup and persona user interface management.
    • Tip: Some Layout Templates may be applied using Groups, Teams, or Companies rather than Users themselves
  6. Unregistered Users (Have Not Logged In)
    1. This report can be used to identify users that can potentially be deactivated in the system.
  7. Request Queue Issues by Queue Topic
    • Displays how many issues/requests have been created in the system to date, grouped by their Queue Topic. This can be useful to determine old/unused queue topics that may need to be cleaned up/removed.
  8. Project Issues (Non-Request Queue) by Queue Topic
    • Displays how many issues/requests have been created in the system to date, grouped by their Queue Topic. This can be useful to determine old/unused queue topics that may need to be cleaned up/removed. This is most commonly used when marketing teams use Master Projects for Campaigns.
  9. Project Issues by Queue Topic (with Resolving Project)
    • This report will show how many issues/requests have been created in the system to date, grouped by their Queue Topic. This can be useful to determine old/unused queue topics that may need to be cleaned up/removed.
  10. Usage of Task Constraints
    • This will give a sense of how schedulers are using Task Constraints. The best practice is to use mainly "As Soon As Possible". Tasks with "Must Start", "Must Finish", "Start On Or After" or "Finish On or After" have likely had their dates manually changed by the PM. This results in less schedule flexibility (Tasks can start late, but not early).
  11. Number of Projects by Custom Form
    • This displays how many projects have been created in the system, grouped by their Custom Form. This can be useful to determine projects with no custom forms or forms with low usage that could potentially be deleted or archived.
    • Tip: Projects can have multiple custom forms attached. Groupings will be based on the "First" custom form attached.
  12. Pending Document Approvals by Request Date
    • This report will find all Document Approvals that are pending an approval. This report can be used to delete approvals no longer needed. Additionally, it may reveal an overall problem with the approval process.
  13. Template Audit
    • This report should highlight missing attributes on templates that enable a project manager to create templates faster. Attributes such as - Custom Form(s); Schedule; Resource Pool; Resource Manager(s); Document Folder Structure; Milestone Path; Project Approvals; etc
  14. Project Audit
    • This report will highlight missing attributes on templates that enable a project manager to create templates faster. Attributes such as - Custom Form(s); Resource Pool; Resource Manager(s); Milestone Path; etc.
  15. User Audit
    • This report should highlight missing attributes on User Profiles.

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 Cleanup Dashboard Kick-Start Import.zip’ package.
  4. Select Upload.

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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’.

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This article last updated on 2018-11-15 04:35:54 UTC