Filter the Unassigned and Assigned Work areas

Transcript

In this video, you’ll learn how to adjust the timeframes for both the Assigned and Unassigned Work areas, how to filter the user list in the Assigned Work area, and how to filter the Unassigned Work area.

Workfront provides the data you need to make the best decisions about the work you’re doing, data like what work needs to be done, how much time it’s going to take, what resources are available, and when those resources are available. The data can also hinder you from making those decisions because it’s coming in all at once. That’s why it’s recommended that you use the filters in the Workload Balancer to help you focus on priority work.

The Assigned and Unassigned Work areas have different filters. That means a filter you create for the Assigned Work area does not affect the Unassigned Work area.

Both the Assigned and Unassigned Work areas are set to start with the current week and show work assigned to users and work scheduled to be done within the next four weeks. This can be modified to show a shorter timeframe or a longer one and can show work in the past or future.

You can always click “Today” to return to the present time. Whatever timeframe you’re looking at, it affects both areas of the Workload Balancer. This way, you can see users’ workloads during the same time period, as well as work that still needs to be assigned.

By default, the Unassigned Work area is blank. This allows you to choose which Unassigned Work to focus on first and allows the system to load the Work Balancer faster. For instance, if current projects in the “Events Marketing” portfolio are a priority and work from those projects needs to be assigned as soon as possible, set up the Unassigned Work filter like this.

Click the filter icon in the Unassigned Work area. Click the “New Filter” button.

Select “Portfolio Name.” There are several common objects and fields to choose from or you can click on “Search All Fields” to see even more, including custom fields.

Leave the qualifier set to “Equals.” Click the down arrow in the search dropdown menu and select “Events Marketing.” We can add additional filters at this point or apply and save this filter as it is. We’re going to click “Save as New,” then create another filter to filter by project status just to show you how that’s done. Click the “Apply” button. Click the “Save as New” button.

Then, name the filter and click “Save.” The next step is to filter on current projects. Click the “New Filter” button again.

Select “Project Status.” We’ll take the shortcut this time. Click the down arrow in the search dropdown menu and select “Current.” Click the “Apply” button. Click the “Save as New” button.

Name the filter and click “Save.” Multiple filters can be applied or un-applied using the check box to the left of the filter. Saved filters can be shared with other users by clicking on the three dots menu and choosing “Share.” This list not only shows tasks without any assignment, but tasks that are assigned to a job role or a team.

Unassigned Work is grouped by a project and is automatically collapsed for easier control over what shows in the list, expanding the groupings at any time to show each task needing assignment within that project. Depending how many tasks show in the list, the Unassigned Work area may need to be enlarged. Hover over the line between the Unassigned and Assigned Work areas. Then, click the line and drag it up or down. Now that the Unassigned Work is showing, it’s time to take a look at users’ current workloads to know who is available for additional assignments.

The Workload Balancer’s Assigned Work area has no filters by default, so we’ll start by creating a filter to show users who are part of the teams you belong to. Click the filter icon in the Assigned Work area. Click the “New Filter” button. Select “Team Name.” Leave the qualifier set to equals. Click the down arrow in the search dropdown menu and select “All my Teams.” Click the “Apply” button. Click the “Save as New” button.

Now, name the filter and click “Save.” Depending on the number of teams you’re associated with, further filtering may be needed. For example, you want to look at the copywriters and copy editors within those teams. To do that, select “Job Role Name,” leave the qualifier set to equals, and enter the job role names in the space provided.

Click the “Apply” button, then click the “Save as New” button, and finally, name the filter and click “Save.” Now, you have another saved filter which you can toggle on or off like the first filter.

The number on the filter icons shows how many filters you have applied.

The list refreshes to show the users and their allocations. By adjusting timeframes and filtering both the Unassigned and Assigned Work areas, you can focus your attention on specific aspects of work and users, ensuring you can make better decisions about assignments. -