Advanced reporting part 1

Hello everyone and welcome to advanced reporting First off. Let me tell you who I am. My name is Dan Perkins I’ve been with work front for a while and I’ve been able to act in multiple different roles I started off as a partner consultant and I’ve been able to Join work front as a trainer. I’ve mentored I’ve trained I’ve consulted and in a project manager now First off let before we even get into the terms Let’s actually jump into the system because I’m going to just kind of get our our brains started on how to use the Reporting system. We’re gonna start off by creating a basic report by using Projects by group, you know something very very simple Right, but Kind of talk a little bit about these later because we’ll get to those so I’m gonna switch this over. I’m logged in as Jennifer Campbell She is different than probably the person you’ll have in your your test drive the person in your test drive is Joan Harris That’s no problem. This same functionality Will be available to you no matter what? so what I’m gonna do is I’m going to go to my reporting area and just Just simply create a report and this is a my late projects by group So I’m gonna start off thinking about or at least breaking this down my late projects so it’s mine their late and Their projects so there is a couple of options I could do I could do a project report which is probably the the best way or the Most clean way to do this, but if you would like to you could also do a task report Because if you’re thinking about a task tasks all belong to projects, right? And if you wanted to you could report on a task that shows you all of the data for that project But just to make everything simple. Let’s start with just a project report And The view right the view can be changed Right now I’ve got the standard view going on its name owner description start on do on complete But I can change it, you know, I can add multiple columns, right? I have different Types of objects fields and field sources each one of these Different rows that you see here each one of these is an object Right and in each object there is a field Now because where I am starting off I’m starting off in a project report and you’ll always notice that the object that you are using For your report will show up at the very top of your list But then below that you will have different objects or actually different fields if you want to look at it this way, too That are associated with your project So you can associate a scorecard a process a category Now this may be something that people are not quite aware of but a category within workfront is actually a custom form So anytime that you’re looking for a custom form or trying to report on a custom form use category So that’s what I’m gonna do here. I’m gonna actually add a category and I’m gonna add two columns here one is going to be for I’ll look up category and I’ve gotten two different options. I can do a project category name I Could also do category ID, but that’s not the one I want I want category name and then also I could do the other option which is category name Which is actually looking at the object category and looking at its name Okay, now I’m going to show you I’m doing these because I want to show you the differences between these two now I can change this however, I want by Shifting my fields around I can remove anything that I’d like maybe I don’t need the description right now So we’ll just keep it as this the next thing that I can do is go to my groupings and Remember I’m I’m gonna call this I’m actually gonna rename this this report so that I I keep an eye on it I’m gonna say this is my late Say late projects by Now Here’s a hint anytime that you hear or see the word or think of how you’re you want to sort your Your data whether it be for a project or for a user or for a task You’ll most likely say by group or by this or by that Anytime that you say the word by that just know that that’s more than likely 99% is that’s going to be a group, right? And That’s all I’m going to do here You can see that there’s other areas that we can look at but I’m not going to focus on those today I’m just gonna do done So first we have our group All right, so we’re gonna do by group and there’s different options you can see who entered this project Who the group name is for the project the owner group Right. So these are all referencing a group but in different ways So in this case, we might be looking at the sponsors home group or the owners home group But that home group might be different than the group associated with the project This is what we want is to find it by group name All Right, then next we’re gonna skip over to filters now, how do I know my projects are late There’s multiple ways to find that out one of the one of the easiest ways is there is a field that is used for for tasks status or tasks projects and issues called progress status and With progress status it has three different options you can do You can view whether the project is at risk. It’s behind or it’s late or on time And this is really the simplest way to filter anything that is late Now late means that it is past the Completion date the planned completion date now. There’s another option that I could do we can do a filter for planned completion date and What we can do is say that the planned completion date is less than today So for instance if we’re looking at right now 115 ish or 120 or whatever 130 what we can do is choose today and say that it is Less than today. I mean choose that day again Right, this is saying the same exact thing. So if it is less than This particular time then it means that I’m looking at late projects There’s one more option to show that these are late projects Hey, I’m not going to remove this really but what I’m going to do is say that this is still less than but I’m gonna use a wild card and And that wild card is today With this wild card what this is saying is at midnight of today That is where I am actually searching So at as of midnight if the plan completion date is less than today at midnight then this is a late project and The great thing about the wild card is it will be different for tomorrow It’ll be different for the next day or for next week. So my wild card will help it so that my report is dynamic It’s going to shift based off of this wild card Now each of these are these are basically saying the same thing I’m just going to remove this to make it clean. So it’s very very simple Right now the other thing is my late projects So in order for this to work, I need to make sure that I’m looking at my late projects Now I’m going to say that I am the owner of these projects you could be you can also use Project user Okay, that could mean that maybe I’m not necessarily the owner but I am a part of the project as part of the project team Right I’m gonna leave it as owner and you can choose either owner name you can choose owner ID But either way you can start typing in Jen Campbell’s name, right? Now One of the best options if I were sharing this report my late projects by group with multiple people the best option Here rather than putting my name because if I shared this with other people they would only see my late projects like group not theirs so we’re going to change this and say this is a wild card the nice thing about a Project or anything that’s associated with the user and you type in the dollar dollar symbols It will give you those an example. So user dot ID if you type it in You do have to make sure that it is all capitalized All right Okay, so I feel like we’ve got everything we need we’ve got all of my late projects by group so then the next thing I might want to do is let’s see if We can filter these projects by using a prompt All right, so rather than looking at The main filter what I want to do is provide a filter for these users or for people I’m going to be sharing this report with so that they can use the the prompts or a filter on the fly There’s a couple of options, right? Now I’m gonna say my late projects by group and then come down here at the very bottom That’s where you can use your report prompts Right So prompts are going to help you to further filter your results at the very time that the report is generated Now you don’t have to use those prompts. You can just run the report based off of what your filters have already given you Or you can switch your repot near your prompts around. I’m going to start off with one that is planned completion date and And that’s just all I need All right it’s going to allow me to filter based off of planned completion date and then we’re going to do group and Then rather than do group ID in this case. I’m going to do group name It works either way, but I just like to see the actual name here And there is a difference between them. So for instance if I have If I wanted to look at the Internal code that is associated with a group So let’s kind of back up just a little bit more Anytime that you enter anything into work front Workfront will associate that item with a brand new unique code and We call those codes IDs So For instance in this environment all of the different groups will have their their own unique IDs But the problem with those is that those unique IDs can be very very long and they’re they’re Not something that you Will typically see right you want to see it by name? So Rather than seeing something that is a BFG 5 9 3 7 2 5 X Q Y Z You would rather see something that says the group marketing or the group IT Okay, so now I’m gonna go ahead and select done And Then just to double-check One of the things that you’ll learn in this class is that you can you can just double-check your work by adding columns Right. So for instance here, I’m gonna add another column because we’re gonna be looking at My late projects by group first. I’ve got the column owner which shows my projects Then I’m gonna have the group name so that it shows which group and Then I’m also going to show Progress status And then finally one more thing just to not necessary but I just want to show it is by plan completion date That way I can actually use these to verify if my report is running accurately So next what I’m going to do is just save and close You Start to see here’s my my prompt where I can start by filtering anything I want in the plan completion. I can choose the by group name if it contains or equals something Right, I’m actually gonna leave this as any this means that it’s just gonna run the the report filters So I’ll run this report and here are my late projects By group some marketing my projects the group Late and I can also verify based off of the completion date All right So guys today now that we understand kind of got our brains working a little bit now Next thing we’re gonna focus on is a little bit of advanced filters And there’s a lot of things that we can do with advanced filters that we can’t do Using what’s called our standard builders. So what you see here? And we’re going to be doing our filters with text mode So before we do get into this tool and start building out some of these filters I do want you to please keep in mind that everyone in this class all 41 of you You May be at different levels when it comes to coding or database configurations. I know that I’m not I’m probably maybe somewhere in the middle But having said that the examples I’m going to be using in today’s class. They are going to be fairly basic elementary examples And a lot of them you can do using the standard filter or the standard builder But they’re going to help me to demonstrate these concepts for learning right now in order to help us with our text mode database First off we’re going to go to a site right now this is where we’re going to actually go to support dot work front comm and Then I’m going to do a search just for API or API Explorer Now this site Anytime that we’re looking at anything as far as API on the work front site. This is really to help integrate your work front system with other types of applications like Salesforce Jira or You know net suite any of those But within the work front Database there are different types of Fields or different types of coding and The type of coding that you’ll find for work front is in the API Explorer What I’ll do is just copy and paste this in the chat window and The way that the API Explorer works is it will show you a Table of all of the objects that are available within work front now This is kept up to date pretty regularly, but there are a few few fields or Items in here that may not necessarily be here yet, but they will be so I wanted to show you How you can start using this first? You can scroll through this entire table Which can be kind of daunting or if you are looking for something specific like a project If you’re going to be creating a project report Then you can start typing in project and it brings up all of the different objects that you can use with projects Project financial data is a pretty awesome report option, but I’m not going to use that right now what I want to look at is the project itself and Then you’ll see within the project. There are other fields Okay, these are all the fields that are associated directly with a project So you can have a BC completion state You know, that means that there is some summary info some goals now BC that stands for business case So it’s asking what is actually complete on the business case Now if I click on one of these fields it’s going to open up more information Some of them will have possible values. Some of them will not they’ll just be a string Now when I’m talking about a string in in coding world string is a collection of Letters or numbers or just something that is used as that is not I Guess I Guess like if you give someone a name My name is Dan Perkins. That is a string But then in work front there are some items that have more than just strings. They could have numbers They could have a planned completion date. They can have the number of logins that someone has and there’s multiple types of Fields that we have Now let’s actually come back here. Let’s start talking about some of the things that you’ll see now just real quick I will switch over to show you how this is So within work front it reads everything as Camel case that means that the first letter of a word is lowercase but then the word or all the words within that are Connected they do not have any spaces and then the next letters or next words each Following word has a uppercase letter. So it’s kind of the humps of a camel, right? When we do talk about the builder interface that’s going to be that standard builder window which you see here and Then if we’re talking about text mode, that’s where we switch this builder interface over to text Okay, and that’s where we’re going to be living for the next three days Now I’m going to show you a little bit about that API if Now I’ll go through this kind of quickly API is just a way for people to To communicate or for apps to communicate No, and this API man for instance He’s the one who’s going to be that connector that API connection that actually helps to make sure that the apps are actually talking and Speaking the same language or a language that they can understand Now in these API Explorer Again you’re going to see multiple types of tabs You have your different objects and within your objects. You have different fields all of these available fields here They are the ones that are connected to that that first primary object However, if you needed to you might want to find out what is this? project’s portfolio what Portfolio is this project connected to if I’m looking at that in the fields area in fact, I can scroll down Let’s see a little bit further Notice that it gives me a portfolio, but it’s only giving me that portfolio ID and Portfolio ID if you remember that’s going to be that, you know, 25 character long Numeral and alpha-man alphanumeric code I don’t want that when I’m actually doing a search necessarily or actually a View what I might want to do is be able to reference what that? Portfolios name is so the next tab that it gives you in this API Explorer is the references tab So this way I can actually go to a portfolio and it brings me The URL to actually go to that portfolio if I can wanted to I can also look at group so let’s go back to our project here and Look at our group Or actually let’s go to our column. I just want to bring this up notice that in there are different columns here that some of these have a a Not a decimal and a Colon, yeah a colon Anyway, some of those have a colon anytime that you are using some sort of colon that means that you are referencing outside of a project Right, so looking at this for instance if I switch this and show you what this looks like in the text mode You’ll see that reference says group colon name, but then if I switch this back to Standard mode you’ll also see that I am referencing because I am NOT in the project Section of my my column. Okay, so I’ll be referencing Group, I can reference alignment scorecard Portfolio program notice if I choose this as portfolio I’ll have that ability to choose name and that will have that that colon so that means that I am able to reference outside of The project or outside of a project area I’m going to change this back to group name and come back to the API Explorer. So one of the other things that I want to bring up is There is a a couple of different types of fields that we’ll be looking at One of them is status now notice that this is a very long list What I’m going to do in my browser is just do command or control F and that’s going to bring up this This box right up here so that I can search my window that is visible so that you can actually see that So I’m going to actually search for status It gives me 16 different options. I can just click through or tap my Enter all the way through till I get to the right status and this is the one I want Where did that go? Oh, it went back. Okay, let’s go back There we go Okay. So now I wanted to bring up this one because it has possible values these possible values actually end up being the key that these statuses are And connected to When you’re creating statuses within work front you have to create some sort of key and That is how the system quickly sees what that key is So for instance if I go to my setup area just to show you what some of those statuses look like You can see them right here Right curd DED on H that is how where your keys come into play So if you are ever wondering when you’re creating your custom status, you’re like, why am I even putting in this key? This is why so that you can reference it later Because as you see here your custom statuses will not show up until you in here But you’ll have to know what they are based off of what you see in your key All Right now there’s other areas that we can look into but we’re not going to really dive into But you can explore on our site the support site for instance collections Collections are useful because they can show you a list of items that are associated with a project So for instance, you may have several hours that are on a project then you can use this list You may have several tasks or job roles or several updates notice each one of these could be multiple and That gonna that’s gonna bring up a great point because when we are making our references I’m gonna bring this up now so that we kind of have it in our head But then we’ll talk about it more later, but when we are making our references up Remember that idea of up We are referencing something that is a single object so if we start at a project we can go up to a program Because a project can only be associated with one program we can go up to one Portfolio because a project can only be associated with one portfolio And as you can see here a project can only be associated with one of these items in the reference area But if we are going down from a project to tasks or a project to Issues or even from a portfolio to projects. That’s where we would maybe Dive into collections, which we’re not going to do today But if you would like to learn more go ahead and search for that on our support site for collections Now these other two tabs are mainly used for your API when doing integrations or even just finding out what The actual information is in in a project So for instance, you could do a search you would post that search in your URL For an actual duration You Can do a search for a Or actually perform specific actions now again. These are more so that the people who are Creating those connections between their different applications have the ability to use these different actions these different search types etc So now we understand hopefully we have a good idea about the API Explorer But I’m going to be using this a lot over the next three days And the reason that I’m using it a lot is because I want you to get used to using it as well right So now going back to our little view here we’ve already talked about what everything is we’re really going to focus on fields and references for the most part today Okay I’m talking a little bit about what you see in a text mode For structure and syntax remember the the idea of a camel case camel case means that the first letter of a of a name is lowercase but then the following name or first letter of the following words are Uppercase anytime that you have an ID Then you’ll have the ID as uppercase and yes Brian. I will be sharing these slides Alright now in this case we’re looking at a different types of filters We’re looking at an attribute is of certain value and name as a certain name The percent complete is a certain value and so you start to get that idea of how those texts Text field or text mode works. We capture this information the the camel case From our API Explorer So coming to our fields for instance if I wanted to look for the actual hours Actually that will skip that one for a second, but if I wanted to look at Just something random budget status right you notice that the budget status is in that camel case and for the most part you can Just go based off of what that the field name is to know what that API key is So in this case, it’s budget status business case status. All right, there’s a little bit of difference here It’s just adding label category ID Completion or completed hours right now. There’s a few here that we want to I wanted to bring up because they are going to be quite different and Those are these Anytime that you have to deal with hours for instance hours becomes work Hours Becomes work So if you have planned hours, that is the work that’s required if you are using actual hours That is the actual work required And if we have original planned hours, obviously, this is what we originally had It could be part of the baseline and the other thing to note is any issue Issues in work front are looked at as the opposite of tasks. So anytime that you run into or are looking to Filter or create a view or grouping off of issues note that you will always call them up tasks again for opposite tasks and This one is pretty pretty snazzy because it will show you the number of open issues on a project or on a task And then you can also use the data types to make sure that you have a good view of the data types So you can see that the data types are pretty good Okay All right. Now we have talked a little bit about the next thing that’s our data types and These are the way that your your values will be shown within work front. You have whole number data types That means that there’s no Word or phrase or an alphanumeric Line and then double that means that you are using two decimals at the end Calendar date, you know, how do you want to see the date? It can be that I’m showing based off of the specific date here or we can also look at date and time And Then one of the things that is a little bit different it’s not necessarily in your fields data So for instance if we’re I’m looking at field type This is really going to be when you’re referencing some other object so for instance if I was referencing a Tasks project then you would see what’s called a beam or colon and So if I were referencing here I’m looking for what the last name is of the person who entered a project or a task or a document then I would say entered by notice it’s in camel case and Then bean or colon last name, which is also in camel case and then we say it equals Smith So now let’s actually get into the and statements within work front, but before we go there Let’s actually take maybe three questions. What questions do you guys have at this moment at this point in the Training or at least the webinar? So While you’re bringing up those questions I do want to kind of point out we’re not going to be Continuing the entire time we’re going to take a couple of breaks We might take a five to eight minute break just depends on on what you guys would like We’re going to be taking two breaks Through this class just to make sure that everybody is able to stand up stretch get a drink of water go use the restroom Run across the street buy a kitten whatever you’d like Okay, so Kim you asked what are the URLs in the API Explorer in some of those examples so Let’s talk about some of them. So for instance here If you’re talking about this one the budget status, this means that there are multiple values that it’s looking at Alright, so enumerate it’s a type of value and it’s going to have multiple values here You might come down to status Let’s look actually do that search There we go All right, and then you’ll see another type here Okay. Now there’s other time or other types of Fields or actually URLs that you’ll see so for instance in the referencing area. You’ll see each one of these reference objects has a URL and what that’s going to do is just take you to this object in the API Explorer So if I’m looking for groups, this is how I would reference so it would be project and then it would go to group and Then from here I can reference the project or the group’s name. I Can reference the if the group is public I can also further my referencing to see Okay, who entered the group or who is the parent group? Right and they’ll they’ll take me to those different areas and Then for LD 5 to 6 the time I’m planning on finishing this We are planning on going the whole three hours if we get finished early, that’s great. But the last portion of this class I’m just gonna leave open for for Q&A All right, great questions. Thank you very much Okay So let’s start with our and statements Okay, we’re gonna create a Report But we’re gonna use the standard builder actually, what I’m gonna do is not really create a report but create a filter and Let me tell you my reasoning for for using a filter rather than a report The great thing about using a filter is that that filter can be saved for later use It can be used on multiple reports. It can be used for multiple users It could be shared system-wide, but I don’t have to share an entire report So this one’s great I’m going to create just a filter but the basis around this is the same when you’re creating a report Right notice that I have multiple reports here or multiple filters but you can add more each one of these filters that you see on this list are actually the standard filters and These are available to anyone who has access to them Now there’s some of these that I can customize however, I will not be able to save them I’ll have to be able to create a brand new Filter All right now I’m going to go ahead and create a new filter This one is going to be called our and statement And what we’re going to be doing is using description To Find a project report or a project that has the words Technolad technology industry and green in the the description Right, so let’s go ahead and try that with the standard builder first we can go ahead and simply use description Right Seems simple enough and Then what I’m going to say it contains Right because if I say it equals then it has to have that Exact wording. Let’s say it contains so we’re gonna search, you know anything that happens to have Tech log Right now the reason I’m using technologue is because they may have the word as technologies for technology You know, so I just want to leave it as that next I’m going to add that same filter project description Do another contains and this one will be industry Now again because this could be either industries or Industry I’m gonna leave this as in distir so the system will actually look at anything with that industry Next we’ll do another one. So description Do it contains the word green Okay, so that makes sense right we’re looking for a project in which the description contains technologue or Indistir or green Now if I save my filter It’s gonna show me that report that show or that project that says technologue Indistir or green the reason it shows me this is because we only have one project that has Anything in here like Indistir green or technologue? However, let’s take a look at our filter Notice that all of the other filter options are gone It only saved one now. It seems pretty random people have asked me. How does it choose which one it saves it to me? I I’m I haven’t practiced with this enough to understand which one it is saving. It could be based off of you know what was entered last it could be based off of a Alphabetical but I honestly I don’t know but Just understand that this is not what I’m looking for. What I want is to find green Indistir and technologue. So in order to do that You might say okay. What if you just did the project description? As an or statement Now That’s possible But the problem with this is it’s either going to be looking at the project in Description contains the word green or the project description contains the word industry Here’s another example if we wanted to find a project that is is in a specific status Hmm yeah in a specific status And we wanted actually that’s a bad example, let’s say that maybe the project portfolio Is specifically you know marketing maybe or information technology, but then the program is something other than information technology So program And I bring this up because you might actually have programs That are named applications infrastructure or just projects that are also not only in the information technology portfolio But you might have a marketing portfolio that also contains projects So in this case it would be looking at either the portfolio or the project So it could be either the portfolio is information technology or It would be looking at the program is projects So it could be pulling all of the projects from information technology and all of the projects That are in all of the the program’s projects Okay So let’s go ahead and put this back in let’s do description Again it contains the word green And then after class I will get to those questions either through email or I’ll be able to address them at the end of class So let’s go ahead and put this back in let’s do description If I tried to add that project description I’ve already tried this before but You’re not able to do project description contains industry And then switch this because this is where we’re going to do our and statements We’re going to do switch it to text mode, but it only keeps one right in this case again It kept the last one so it’s very different. So what I’m going to do is just copy and paste What you see here And In this case one of the well, actually, let me show you something. I’m gonna switch over to text mode And show you that if I did do description Contains green but change this to or This is what you would see in the back end or in the text area text mode area. So it says or colon one colon or or being one being Description equals green so i’m just going to change One thing here, so we’re going to say and And Right and then what i’m going to do is just copy this Change the name here or change the description i’m looking for Change this from and dot two or and and colon one to and colon two All right, and so what this is going to do is force the system to use the and statements It’s not going to remove them. They’ll all stay now you can go up to four total and uh four total Statements. Okay. This one would just have to be and colon three colon and then you can do whatever you want Right But that’s as far as you can go You can’t go any further or else it’s not going to work. So i’m going to just leave it as this Once i’m finished i’m going to save this as uh the same filter But you could save it as a new filter if you wanted to so save that Now I have my and statement My filter is working and again, I can double check that by going to the filter just to make sure that everything stays here And just to copy paste switch this over to text mode And it kind of makes it look all gaudy gook, right? All right, so that’s why you cannot do that in the the standard builder you have to do it in the text mode And so from here now that we’ve gone through the and statements Next thing that we’re going to do Is we’re going to start talking about our different types of qualifiers So again a qualifier is going to be that equal to or the uh, the different options that you see there, but the qualifier comes From our filter so for instance here i’m looking at my different filters If I just left this one, you know take out all actually let’s go. Let’s take out all of these other ones And just look at this top one says description equals green That equal sign that’s going to be a qualifier Right, it’s saying it equals however we can modify this qualifier by using the underscore mod functionality And then we can say This now this the ci contains that means it is case insensitive So it means that it’s looking for you know, anything that is capitalized maybe the middle Letter is capitalized but the rest of them are lowercase the case does not matter So that’s where that case insensitive comes into play now You could use this as case sensitive just by removing the ci and that means that it is case sensitive Now, let’s take a look at some of the available modifiers actually the available modifiers That we have in our system All right, you’re you’re in All right, you’re you’re in um used to equal not equal Now there’s other ones like in This is used when you’re looking at multiple items Or multiple statuses for instance, maybe what you want to say is the status of these tasks is in Current planning or approved actually this would be a project But this is taking these and saying it’s an or statement So current or planning or approved because obviously you cannot have a project that is in all three at the one time Okay, we also have some different Types of qualifiers there’s between that’s used on dates. You can use it on anything numerical But notice with these not only do you have the modifier the underscore mod? But you also have an underscore range and all three of these are are required when you’re doing a sort of modifier with a range Right, so if you are happening happening to use a uh Maybe you’re looking at a specific date that is in between certain dates. Then you would want to say the beginning date And then the ending date so it’s between those two You also have less than I apologize for that. You also have less than here. You can see the contains again This means that it is not case sensitive, but you have the other option over here where it is case sensitive or case insensitive Okay You also have some other ones that you might not have seen before like sounds like So this will look for anything that sounds like the word there that could be there there or there Okay So again when I share this with you, please please feel free to take a look at it for the most part you will not necessarily need to really memorize all of this because most of what you Find In the standard builder is available or at least you can see it right here. The only one that I have not for sure seen Um is well actually the only ones I have not seen is like Sounds like And then these two at the bottom so equal so equal what is case insensitive Right now the contains typically that is case insensitive all the time But you can make that you can modify it and make sure that it is case sensitive All right, so we’re going to use this we’re going to actually create a uh, um a Statement by Just doing a scenario. So for instance, i’m going to create a a Way to see all working tasks right So when I talk about all working tasks, that means that the tasks that do not have a parent or that are not a parent task All right, just to give a quick view of what a parent task is Right. So any of these that are bolded they have a drop down next to it That means that that is a parent task and then we have child tasks below Right. So we’re going to be filtering on simply the child tasks Now I can do that filter right here in a project and that that great thing about this is it’s it’s going to be available to me No matter where I am So let’s actually do that Now the other option well, actually i’ll do it here the other option is I can use a task report For instance, we have all tasks here and rather than modifying the entire report What i’d like to do is actually filter right here. This will save my filter for future viewing Right. So i’m going to do a new filter And what we’re looking for here is tasks with no children so again tasks with out children Okay So where do we start I can start by adding a filter here? But really I don’t know what to look for So if that’s the case, i’m going to go to my api explorer And first let’s filter for task All right, i’ll open this up and then next thing I want to do is maybe find out you know, what what are parents? What are children, you know? Maybe maybe what I can do Is search for parent? Okay, so you have parent id parent lag parent lag type That really that’s okay But it doesn’t really help me get to where I want because for instance if I say that my parent id Is blank then that means that the the task i’m looking at might be a parent Or if the parent id is not blank then still that means that my task could or could not be a parent task Right. So next let’s do children This is perfect That’s exactly what I want. So I need number of children So we’ll take this notice that the field type is an integer. That’s a whole number and i’m going to take this api key You’ll see this api key also on the right side sometimes it is a tiny bit different But for the most part you can go ahead and select all of this key and copy it All right, and that will give you your um, your Your camel case that you’re going to use for your report Right So now i’m just going to start off So now i’m just going to start off completely from blank let’s start off with this. Okay. So the number of children We’ll say is equal to zero Right Now one of the things that I could do let’s say that the number of children is equal to zero and that means that this is Definitely a working working task Right So let’s let’s actually test this let’s say done save my filter Right And so then you can see all of these but let’s test these and see exactly so for instance this conceptual mock-ups Right notice that this is a uh, let’s see. It doesn’t tell me the exact task, but I can look at conceptual mock-ups And right here, all right, so that one is not a parent task that’s perfect Now if you wanted to you could modify this a little bit further Going back to that, uh tasks without children Right and then i’m going to customize this filter And then we can say number of children All right number of children in this case if I wanted to do some sort of modification let’s go back to our View or actually Qualifiers here A couple of options that I could do Is equal but I already have that equal sign It’s basically the name equals or the number of children equals zero right now this modifier This is an option but it’s basically doing the same exact thing If I wanted to look for something that is not equal to Um one or two or something like that, then I can use the any Or what I can do is say less than Right If I used one of these if I chose for instance less than I would probably want to say it is less than one But the way to make this a modifier is first I have to modify The the field by adding the underscore mod And then say equals and let’s say it is lt for less than Okay So we’ll do that Make sure that we have the same amount i’m going to go ahead and select done save filter And another way to check if this is working right for you well actually for me um in this case i’m seeing that there are 408 tasks that do not have a parent task. However, if I I did the opposite, let’s actually customize this filter and say parent or tasks with children So I’m going to say parent And in this case rather than saying that it is number of children is less than one I’m going to say number of children is greater than zero Okay, so now just the opposite now i’m getting 149 tasks 149 versus Oh, I What I meant to do guys i’ll actually do this real quick. What I meant to do is actually save this as a different filter, so let’s do lt change this to without And then save as new filter that way I have both available There we go, so I can switch back and forth now this one’s 408 the other one was 149. Let’s look at all And that gives me 257 All right, so that’s our total Now another option here i’m going to do is um, let’s look at tasks that have Actual hours on them that are greater than 10 So for instance, i’m going to go ahead and use this same report, but we’re going to filter Do another filter notice that there’s no filter here for hours yet. We’re going to do one say Um tasks with actual hours Greater than 10 Now you can name these however you like i’m just doing it this way to make sure that it makes sense But here we’re going to do this so actual hours Remember, what do actual hours look like in the tasks area? So if I do a search for hours, i’ve got original planned hours Planned hours alignment planned hours actual hours here. We get two different options Now they’re both going to give me The same results, but they will be a little bit different one is going to show me some decimals The other one is going to show me the whole number the integer Here’s the one that i’m going to use for today, but you can use either one if you like both work I’m going to use actual hours and you can do a search actual hours All right, let’s actually do this let’s do hours And the only one that comes up here is actual hours, but let’s see what this looks like Because we can say is greater than 10 Right So if the actual hours are greater than 10, we’re going to switch this over to our Our text mode and notice this one is using our actual At work, which is going to show me a double So two decimal places at the end. The other thing to see is that it is also using an h Let’s actually take off that h and leave it as this Because I want to show you what the system does Oh, yeah, one other thing that I wanted to do is just make sure that the report is showing me the hours Okay, let’s do a couple of others hours Okay So now you can see actual hours where the hours are greater than 10 Let’s just double check this one more time. So customize my filter notice that all of these actual hours. They’re definitely greater than 10 Let’s switch back to our standard mode Let’s try something else so now if it goes actual work required i’m going to copy this So I’m going to go ahead and remove that And place that right here, whoops, there we go And then i’m going to remove that h again I notice it gives me a more rounded out Option so but the thing is it’s also showing me hours that are one three The reason it’s doing that guys is because this system work front stores hours And any time of type of duration in minutes, you may not see that at the the uh, the user level but It’s storing it in minutes. And so there’s a couple of options All right. So what I can do Coming back to that filter Customize this filter So let’s try this with the h at the end to make sure that it is saving it as hours Okay, but in this case with the actual work required you cannot do that What you would need to do is convert that the um the number of hours into minutes Now one of the things that you’ll notice here is I cannot change this. So here’s a workaround You if you are a system administrator or if you are have access to this this would be great for you to know because You may run into a situation where you make a mistake on a a filter or something like that There’s a couple of ways to fix this So for instance, I can go back to my reports I can open up all tasks So I can go back to my report It’s going to bring me to the task or the report default And then I can go ahead and customize this report But it again it’s not going to let me so In this case, what I need to do is go on the back end of work front Find the interface in the interface. There are going to be filters views and groupings And your team members So first I did create a task filter view Or filter and so i’m going to choose this one Next what I can do is edit it I’m going to remove that h and from here. Let’s go ahead and convert this into six, uh, or actually 60 minutes per hour and if there’s 10 hours That’s 600 minutes Right so then If I refresh my page here And go down to tasks There we go Okay. Now I do need to switch this to Hours, where did the hours go? There we go. So now you can start to see okay now We are not seeing any hours that are less than 10 or 10 or less Right So that I wanted to bring that up to you so that you understand that minutes are converted into Or actually hours are converted into minutes in work front. However, they if you are using that work Let’s see Remove this if you are using the actual work field Then that will give you or that will allow you to add the letter h capital h at the end So that it will automatically convert that into hours Okay We’re going to do one more. Let’s do one more. Let’s say that the actual hours in this case is greater than the planned hours So this is a great segue into what laura asks where Can two fields be compared for instance filter actual duration Versus plan duration or actual completion date versus plan completion date. This is how you would do this So i’m going to go ahead and come to a filter. Actually, let’s create a new filter And we’ll say that the actual hours is greater than planned hours, yep All right, so let’s do this we’ll do actual hours Right then we can do greater than and then what i’m going to do is just type in here let’s do planned Work required Right, so that’s not going to do anything for me if I save the filter, right? It’s not going to save that act, uh, well, but it’s at least not giving me an error, right? But I can switch this over to text mode And then it’s saying actual work is is uh planned work required actual work is greater than So the thing I need to do here Is just add the word field i’m going to test this this I may need to just double check this in a To make sure that it’s working correctly, but let’s go ahead and save this filter Yeah, it’s not working accurately so let’s go ahead customize this filter let’s change this to a little bit more required Actual work Required Try one more Okay, so that’s not working so next what I need to do is just double check and I will show you Um how I would find that so for instance what I would do is look at my support site And do field And then let’s do let’s just do this Maybe compare fields How to compare fields and conditional formatting that that would be an option Here’s a most requested reporting text edit Okay, let’s do this one. Then i’m going to just search this entire page for field All right, so this first one not the right one And we’re looking for filters All right, so here we go That’s what it should look like. So capitalized field actual completion date in this case field is greater than the planned completion date Right, so for example here let’s actually double check this Going back to actually, you know what here we go So See actual hours is greater than actual work required field colon planned work required So let’s make sure that we have the right api stuff So we’ll do down here Actual hours We have two options you can do double or integer, let’s just make sure we’re copying this right actual work required And then planned hours There we go, so it’s work required So, what do I have here See planned work required so we’re just going to say it’s actually just work required And notice that the first letter is going to be lowercase the next letter is going to be or the next word has uppercase So next let’s go ahead and save this filter Go back to our report So Change the filter back to actual hours is greater than planned Right now it’s still not showing me my hours yet, but let’s actually switch this over to hours And then you can see actual hours is greater than in all of these cases Right So again the way that I I did that is not only did I I try it on my own But if it wasn’t working I did a search in the api or the support area To just double check, you know, what is that supposed to do now? I had everything correct except for my api key And that’s totally fine. You know guys you’re going to run into that all the time In fact, what i’m going to do is just copy and paste that in the chat window That way you have that you can use that for instance for you. Laura, you can use that for actual duration versus plan duration Or any of those, okay? So next guys what we’re going to do is just talk about wild cards Right Now I already uh, I did this. Let’s see create a report. I want to see if we need to go through this So we’re looking at projects no, we don’t need to we already did this great so then we have our wild cards Notice that there are two different types of wild cards. There’s user based Where the user based options look at some sort of attribute based off of the logged in user So if I log in then I will see something different than if Jen logs in or if Laura logs in If Laura logs in Right and so based off of if I have um a specific role that i’m assigned to right? If i’m assigned to a specific role and I need to Create a filter to search that role Then I can just use dollar dollar user role capital id And that can be shared with multiple people rather than just for myself Not only is it going to save you from creating multiple reports But you can just create one single report and share that with everyone So that they can see all of their their projects their tasks their work Based off of their role their team their group Right notice that some of these Some of these Can contain multiple items like teams groups or roles And in order for you to to use these one of one of the options is to make sure that you use the s at the end Now team and group both contain a home so that is your main or main group Right now to find those qualifiers what i’m going to do Um, I will be sharing these qualifiers with you, but You can also do a search on the website on support.workfront.com for different types of qualifiers Or you can even search filter qualifiers A little bit more down here your date based variables The dollar dollar today like I mentioned earlier that is where you’re looking at Where you’re looking at exactly midnight of the the start of today Where your now comes into play is the exact current time that that that uh report is run Now anytime that you refresh the report it will now it will update that now So this is nice. Let’s say if you’re looking for a very very Specific time frame Versus if you’re you have more of a generalized, you know anything greater than midnight of today Actually less than or greater than right Okay, but then you can combine these different wildcards the date-based wildcards with different Attributes. So for instance, we’ve got quarters hours dates weeks month or year But then you can combine them as well with a beginning or end to specify for instance We’re looking at the beginning of last year or the end of next week And depending if we’re looking at next week or last year We’ll be using a plus or minus Okay, your plus is to look at future times or future dates Minus is to look at any past dates So So for instance over here it gives you a couple of examples like beginning of um Two weeks from today or the two weeks from the beginning of this week, right? So let’s create a couple of options now i’m going to create a task Or a task report or a task filter that looks at all tasks that are assigned to my role Now some people might have multiple roles so for instance, um in the joan harris test drive, there’s a guy named rick rick has like 20 different roles Okay, that’s a little more a little more than he actually does have but if we look at jen And look at how many roles she has let’s go down to resource planning. She only has one she’s a project manager And you can see here that she has allocated a hundred percent of her time as a resource manager now let’s say that if she has if she wanted to also allocate her time as Um, maybe a consultant i’ll just do consultant here I saved it quick before I could do So coming back down here I can be a consultant as well But it’s asking me do I want to um, you know specify what allocation I can spend If I choose this You know, this is just random. You don’t have to really worry about it right now But they just know that they do have to add up to a hundred percent I can have multiple roles Maybe like a designer. Let’s say that this one is ten percent So then I change this to 70 right Right So then i’m going to go ahead and save changes Let’s create another filter again. I’m looking at the all tasks report just creating different filters for that report So we’ll do a new filter here look for all tasks in my roles Right So let’s take a look i’m going to go to the api explorer We’re going to filter tasks and then we’re going to look at role Just search for role And this is the one I get so it’s just one item right it’s not role ids it’s role so if I copy this And then i’m going to come in here and just let’s paste it. Uh Actually, i’m going to show you let’s do role And it’s doing the same thing here. So role id And then if I type in the dollar dollar symbol, it only gives me one option It doesn’t give me the ids So then in this case what I need to do Is switch this because it’s only going to be looking at that primary job role And remember her primary jen’s primary job role Is a project manager, but it’s not going to be looking at any um assignment To any role that is not a project manager Right, so we’d be looking for designers or consultants So in this case all I need to do really the only thing I need to do is just add that s Because this means that it’s not just looking at the primary job role it’s also looking at my um, all other job roles Okay, so then i’m going to select done save my filter And you can see that there are 51 tasks that are assigned to me Or not assigned to me directly, but actually assigned to A job role like mine. Now. This is this is nice because then I can say okay, i’m a project manager I can work on this. So then what I could do is come in here and actually customize this let’s say Let’s switch this back to Text mode notice that it does bring up that dollar dollar user dot role ids, which is great So in this case, it saves it but also let’s say that I want to say the assign Maybe assignment Users We’ll do either id or we can do name it doesn’t matter in this case But we’ll say it does not actually we’ll just say it is blank So this means that i’m looking for any unassigned Task that is assigned to a job role, but not assigned to a user that is in my job role And so let’s do all Unassigned tasks in my roles save as new filter Didn’t give me that right away. So let’s actually customize this go back here Assignment users id is blank But we can see some more let’s say let’s do user Assignment role assigned to One of the items that I could do is just assigned to Id and we can say is blank Okay It still gives me 51 tasks. You can see that there are uh, is no one assigned to that job role. So we’re good Okay Okay. Now the thing about this though is you might start noticing that these are You know, you may want to build on top of these different filters. So for instance here, we got a hundred percent complete Do I really need to see these tasks if they’re already complete? So in that case I would build on top of this and say all right task percent Is less than 100 All right. Now i’m just using the standard builder, but that’s that’s totally fine. It’s giving me exactly what I need Now there’s a question here norma asked when building filters Can you also customize colors for example show all parent tasks in different colors? You can’t do that in the filter section But there is an option Or a way that you could do that using views under conditional formatting So if you’re you’re interested in that do a search on our site for conditional formatting And that will help you So that you’re you’re able to find that Right on so let’s do another one this time. We’re going to do a Another task report where we’re looking at tasks where the planned start date is earlier than today This time i’m just going to do it all in text mode We’re going to create another filter Do a new filter here And say um, let’s see tasks with Planned start Date earlier than today Okay Okay, so let’s switch this over to text mode directly Go to our api explorer again, we’re in tasks. So we’re going to search planned start date There we go, we can copy this Right, so now we’re looking at planned start date And then we’re going to say it’s um is earlier than today So in this case, I do need to type in Um, I I could type in the the exact date, you know, february 20th 2018 or I could just do dollar dollar today Or if i’d like to I can also do now Now Either one will work now is just going to spread that or be more precise And we can do this. Let’s do planned start date Underscore mod Now we’re just looking for anything that is starting earlier today than today that means that it’s going to be You know, maybe it i’m running behind on it. Maybe not just depends if i’ve actually started it So then i’m going to say it’s less than Right So now i’ve got planned start date is equal to dollar dollar now And then planned start date is less than which is modified So i’m going to save that And we can check that so is the planned start date of these earlier than today. Do you see any? I’ve got 122 tasks here if you see any Actually, i’m going to go this way if there’s any that is earlier than today or even earlier than right now Then we can find that out now in this case, it’s not quite showing me but I could see on this task itself What is the planned start date? Okay, so this planned start date is was today at 9 am Which is obviously, um earlier than right now, so that’s perfect So You can see kind of the benefit of using um now versus today Because it’s showing you the the most accurate Number of tasks that are are Maybe starting late or have have an earlier date Now you can do this oppositely. Maybe if you’re looking for planned completion date is earlier than now So we can customize this filter and instead of start date we go to completion And we just swap these out And that’s all we need to do is just say it’s earlier than now Next select done save filter. Oh, I did need to reach uh, change the name of that So now we’re looking at anything that was due before today And customize this back here and say um planned start date, let’s save this as Now remember I I already looked this up the planned start and planned completion. So That’s where you start to get A better idea of what these can do. So i’m going to save this as new filter Actually before I do that, yeah, let’s save it as a new filter And go back And then I can modify this one to say planned completion date, oh go back Yes Oh goodness completion, there we go. All right Next save that and now we’re looking at those plan completion dates Next we’re going to be looking at referencing objects Okay. So for instance in this case, we’re looking at a referenced object because we’re looking at the bean So what type of object are we? actually using For our report or our filter most likely this is a task Right because the percent complete is a hundred it does not mean that or it is not associated with a project from this location But the status that we’re searching for or at least filtering on is specifically looking for the project status Right, so here’s where our references are going to start coming into play Because this is one of those topics that you are going to use most likely more than anything else that we have gone over so far Right Now again with the referencing You wanted to you want to think of it as a bottom up? reference Object so we can start referencing from a task level Up to the tasks project to the tasks projects program to the tasks projects programs Portfolio, so hopefully you can start to see how that referencing starts from the bottom the most lowest level and goes up to the the Overarching level it’s kind of like the hierarchy Okay, we can even go deeper. Maybe the user Is assigned or the user assigned Has a manager And so we can reference that person’s manager and that manager may be associated with a um a group Or a specific group and then that group could also be associated with a A company and so we start to see this hierarchy Of referencing So for example here what we’re doing is doing multiple referencing From the task level. So where do I get all of this is actually in the api explorer so at the task level If I wanted to reference the tasks project status Then I can come to the reference of the reference tab of the task Look at the project And then that will take me to the url of the project itself Notice up here, but then I can also use that url to come down to my status. So think of it this way Sorry, it’s kind of a an annoying area, but let’s do this so if I start at a task level If I am able to reference Or if I am able to use something from the fields column, then i’m not referencing anything I’m not going up in any uh any hierarchy or down in any hierarchy But if I once I move on to the next column the reference column That’s where my first Um set of bean or colon comes into play Now the funny thing about this is let’s go to our task view And then let’s look at a new filter I’m going to do project status. Okay So first I do have that project id, right? And if I do a search here, let’s do project id Just a random one And switch this to text mode notice that there is no bean here but if I need to reference outside of uh of the standard Texts or the standard fields Then I need to actually move on to the next level. So here Remember I needed to go to project And if I find status Then this is going to switch me over to my first reference So like I mentioned earlier What i’m going to be showing you can be done in the standard builder for the most part some of these things cannot But in this case you can reference the project status And say it is either current or in planning And then let’s switch this over to see what that looks like Okay So now it looks a little bit different Let’s go back to our View here now with this one it it places a comma between the current and planning, right? however, if you wanted to it looks a little messy, but To be honest, what is in between here is actually a tab so if I put in a tab and then I do another tab And say that the the planning or the status is approved Then that would work as well Okay Now you didn’t see that tab very well right here because it didn’t make that as big of a tab But I am using the tab. It just looks like i’m using a space but it is the tab But what I can do is just switch this out do a comma Comma And then switch this over it’ll provide the same Right Next let’s say that the percent complete is less than 100 for these tasks So we’re looking at any task that is less than 100 On a project that is in current planning or approved status And we’re going to call this our um in complete tasks oops Do Greater than or equal to today All right So let’s switch this Again, you can see that that did take that um and changed it from The comma to those tabs, but let’s do this next one right So we have project status The next one we’re going to do is anything greater than today or plan to be completed greater than today So i’m in the task First thing I do is go down to my project to reference that now again We’re looking at planned completion dates. So that’s going to be simple to find But if I put just planned completion date here It’s only looking at the the task so the tasks planned completion date So in order to reference that project I need to specify project Planned completion date and again i’m going to go ahead and say is um today Is um today We’ll copy that do it again project Planned Completion Date modify And then equals greater than or equal to All right, so then it’ll save filter go ahead and close that And we can just double check anything that is um due Actually, I chose the wrong one, but let’s do so do anything greater than today Honestly I’m only seeing the tasks due date, right? So let’s actually take a look Now just look for project planned Completion date And we can look at the the text mode for these later for the views, but i’m just going to show you what they What it shows? All right. So the planned completion date. It has to be greater than today Which looks like it is so the the earliest completion date is three two, so that’s great Now the one thing I didn’t get to was that the the percentage on the task Is less than 100 Let’s come back here Modify that actually let’s get back here. There we go It’s there now we’re not seeing anything that is complete Okay Okay, so next let’s actually do another report This is a scenario where we may need to create a report that looks at projects in just the it group Right, so this is another way to reference we’re going to go to the projects area this time Do another state, um do another filter Actually, i’m going to make this in. Yep. Just making sure I was in all projects do a new filter And then we’re going to do one for um it projects So let’s go back here Okay, let’s just simply switch over to our text mode And let’s look at our api explorer to see what we need to do now. We are already in the projects area So let’s actually look at group If I search through notice that the only option I have here is group id Id the nice thing is with filters You can use this You can use this anytime now if you are using a uh, grouping or a view This is where it comes in most handy To to reference so if I come here do references and reference the group then I can click on group And then find name So the last part is going to be um, just mostly focused on creating prompts custom prompts And it’s nice to use those custom prompts now i’m going to talk a little bit more about them but First let’s actually take a little bit of a step back and talk about um a Let’s see if I can find what i’m looking for. There we go. So we’ll talk about a Specific exercise now i’m going to do What we did before but this time it’s going to be a task that’s looking at Any tasks that are on projects where the progress status Or the project itself is late at risk or behind So again, that’s progress status Now there’s two different types of uh, you know ways to view that now we’ve got the progress status as well as condition So if I open up this this task here You’ll see that the condition is on target So the difference here is that your condition can either be a manual setup Where you can manually say that this condition? Is on target at risk or in trouble and this is useful let’s say that if you have a a Request queue that never is expiring or a never-ending project And you don’t want it to be on that radar of being late or at risk And so what you would rather do is just have it be on target all the time That’s where you would use the condition type of manual Your progress status though. That is where the system your work front environment will actually take a look at the tasks And their their uh, start on due on dates How quickly or how well they’ve been progressing looking at their percent complete? If there have been any hours, um assigned or actually actual hours posted against or for the task And then it will say whether or not that task or the project of that task is late behind at risk or on time So there is a little bit of a difference so let’s actually look at this we’re going to create a new filter And it again it’s going to be looking at tasks so in this case if I wanted to look at All of the tasks that are on um late at risk or behind projects It’s not really going to help me here Because I can look at late projects, but it’s not showing me all of those tasks What I could do is dive into each one of those projects to see their individual tasks But that’s not very useful right now. So what i’m going to do Go back to the all tasks report And we’ll create a new filter And here we’re just going to say um where the tasks Project is late At risk or behind Right Now i’m just going to switch it completely over to text mode That way we’re using the api explorer We have to again the first thing that we’re going to be doing since we’re referencing the project’s progress status Let’s start off with project Okay, so that we have our project colon i’ll zoom in a little bit and so you can see it better And then we can switch our filter. Let’s actually filter to project Right then we have our field Right then down here if we want actually if we started at a task level, right? Because that’s where our um, our report is really pulling is looking at tasks if I wanted to look at project Project id projected start projected duration approval projected. I don’t have a progress status The progress status here is um specific only to the task So in this case, I will be referencing by going to reference Then project And then on the project I don’t need to reference any further I just need to bring up the the field which is progress status Okay, and then I can collect that api key And then I can click on the progress status Api key Take this over to my um project here And then let’s say it’s going to be late at risk or in um or behind but the thing is This work front system will not recognize if I just put in late So I need to use these keys or values lt for late bh for behind or rk for at risk And the simple way to do that is just say lt comma rk comma or bh Okay Then What this is saying is that the project progress status is in Late at risk or behind and there’s a problem with this because the project Cannot be in all three Um progress statuses at one time it can either be in one or even on time So what I need to do is modify this So let’s go back to maybe take a look at our qualifiers Here Now if I left this as equal it’s still going to say, you know that the project itself is in late at risk or behind That’s true lillian has a great uh, great point here so you can definitely point out Or she points out that you can just change that to on time So that’s a really great quick way to do that, but why do it the easy way? No, just kidding. No, that’s great I’m, just going to continue with this but with what jillian is saying is we can say ot That is our on time Okay, we got or actually it should be on my bad So on and then we would just copy again this And underscore mod And say ne for not equal That’s perfect. Thank you lillian But I want to bring this up because this um, this functionality Allows the system to kind of take an or statement so it is looking at it is in Current planning or approved or it is in at risk or behind or um late Okay, so we’re going to just modify this a little bit we’re going to change that to in Now if you wanted to do not in Sorry, switching this back over then it would be not in not in In not in But again, we’re going to switch this say lt for late B h for behind and rk for at risk just to double check Okay, there we go Right Now I’m gonna zoom out just real quick. Okay. There we go. Just needed to see that save filter is like where did my save go? There we go. So all of these projects, um, are these tasks on these projects are On One of those late at risk or behind projects, let’s add a view And maybe modify So progress status and notice here when i’m looking at the the Um Project I can do the progress status showing me that it’s late Notice that it is um using that colon but it will look a little bit different if I switch to text mode I’m going to hold off for now Before showing you the text mode We’ll do that tomorrow Okay, so now all behind late There’s nothing that is on time Awesome All right, so Now guys, let’s actually start looking at our custom prompts With custom prompts. I do have to build an actual report because I cannot create a custom prompt From my filters my or yeah my filters area I don’t have that ability. So we’re going to go to a report And we’re going to use that same report we used earlier that my late projects by group This time let’s actually make a copy This is great because when you copy You’re able to quickly change, uh, maybe not modify the original but just modify Um another one if it needed a tiny bit of modification like with prompts Actually, we’re going to say with custom prompts Right Then again come down to report prompts What I can do is come to my filters, right? You can change your filters if you want to you can modify your prompts I’m actually going to keep these prompts here So that you can see how they work together Right So to add a custom prompt we have this option down here. It’s custom prompt And first thing it’s going to ask you is what are we looking for? So we can do this is our group Now it’s not searching for that you’re actually creating this um, this prompt itself so it could be group name Right And then we can specify what groups are in here we’re going to start off with it The tab over we will create a condition but I just want to start off with sales it marketing And management And I have these all capitalized. You don’t have to One other thing to note is you could make one of these the default if you wanted Right So now how do we get this to show? um the the Just it Let’s actually go back to our uh our previous report The original one my late projects by group And we are going to actually edit this and look at Sorry this filter we’ll start with um group name Or we could do even group I uh group id Let’s do group name and we’ll start with it Okay Okay then We can switch this to text mode and see what that looks like. All right, switch it over to um Id let’s actually change that Notice this is kind of a trick as well guys If you are looking if you want to change A field or something like that from showing the group id or any id You can come to the text mode just change this to name And then you can put in the actual name like it Right now this is showing in that’s fine. We can definitely use in that’s totally fine But I can also just use it So let’s actually do that. I’m going to use group name equals it Group name equals it And that’s how it’s going to show then We’ll do group name equals sales Group name equals um marketing and then finally management Now if you were curious, um, if you wanted to do group id equals Um the gobbledygook number then what you can do here is actually let’s run this report But edit this and show group id All right So then this is where you would get that id so if I wanted to notice i’m looking at marketing So I can go to this area Switch this from name to id and choose That number Okay I can do the same thing for all of the other Groups, but i’m just going to go ahead and select done save and close And notice the prompt will bring up these other prompts, right? So I can choose it Looks like that that’s not bringing up anything with it My late projects, let’s actually remove our filters here We want don’t want to show all late let’s actually just leave it as all projects And then do it Okay And then we can switch back over to our prompts Switch over say sales All right, so there’s no projects under sales But do notice that actually let’s run this one more time. There are some projects under sales notice When I am switching this over and say marketing I need to make sure that the group name is either at any So they will automatically change or uh use Just marketing so in this case i’m going to do this one more time just to make sure it’s working Whoops And then come over to my prompt All right, so the name is not going to show up as marketing because i’m actually using the id but if I used management for instance And then switch this over it will show up as management so in this case it is working it’s working just fine for me So then what I can do is just remove that previous group prompt and why would I do that? Let’s actually come back real quick and take a look. Okay, so we have management here and if I choose switch this back I may be A person who needs to run this report, but I don’t know who is Or which group I need to use? So we have all of these right But if I only want to direct people to use these four groups when they’re referencing a Project or a group or something like that then I am controlling that i’m helping it so that they don’t get lost in other groups Right. So maybe I don’t need them to see all dashboards or all projects. Maybe just accounting Right So I can do that. So in this case I am removing the prompt To help my uh, my users to quickly adopt And not have to worry about okay, which group do I need to find? I can’t remember the name. Let’s go ahead and Do this, right? So now that group is gone or that grouping is gone And it’s showing me the right stuff All right, so next The other one now planned completion date Can be even more daunting than group. The the nice thing is is it gives you some some basic um Basic qualifiers here And it can help you find some specific qualifiers like Maybe last month Anything completed by the group last month? Okay Right But if you just if your users only use a specific set here Maybe like do today last week this week last month this month Then you can help them by creating a specific prompt for them Right now in this case Let’s actually go to our filter I’m going to show you what this does. So let’s actually do planned completion date We can say all right, we’re going to do today And then switch this over to text mode And this one’s pretty simple it equals today. But what if we’re looking for a range so do between now and last week So Let’s switch this let’s do um last week Okay, so now we have this range between the beginning of last week to the end of last week Switch this to text mode and now we start using that range remember the range is part of our Qualifiers that helps us to Figure out different dates or between different numbers And so we’re going to have to use that as well But also notice that there are multiple lines here When i’m creating a prompt And if I want to use that prompt for for something like this then notice that I only have one line to use So I’m going to go to the next page and I’m going to go to the next page The system is not going to recognize That If I copy and pasted this into that that prompt it’s not going to recognize any line breaks So here is a tip guys here’s one of the best options is to actually use a document Whatever you want, but i’m going to go ahead and paste all of that here And then the way that the system will recognize a line break in a single line Is by using what’s called the ampersand So i’m going to do ampersand And just kind of combine them all so anytime that you see ampersand On a single line then that means it’s a line break for For this particular one right So now this is saying plan completion date is between Is today beginning of last week? And then we’re modifying it to say it’s between And then saying the plan completion date range start or ends at the end of last week So again, let’s mark this actually should be able to see that right here So i’m going to keep this open so that we can verify it Report prompt now i’m going to create a new Custom prompt we’re going to call it. Let’s do date range selection All right, we’ll start off with today actually we’ll just do today Do today And then in our condition, this is where we actually put in the uh, the filter we can say planned completion Date Right. So if you if you’re not sure where this came from again, you go to the api explorer Since I am looking at projects. I would want to make sure i’m looking at planned Completion And then I can copy and paste this All right, then in this case I just I can do two things I can do dollar dollar now or dollar dollar today And this is all I need for this first line I don’t need any others. You could use an equal qualifier, but it’s it’s basically already using an equal qualifier here So then let’s use our next one. We’re going to say do last week Okay Now here’s why I would start with a Start by using a text document or something like that Because as I start to type this Dollar dollar today And then do the beginning of last week and Planned completion date Notice that it starts moving everything Um, and I I can’t really expand this I do. Okay. Thank you. Thank you for pointing that out Completion date Then we’re going to modify equals um between Another ampersand planned completion Equals actually underscore range this time equals Dollar dollar today end of last week Okay, so now I’m just going to copy this paste it here so I want to verify it does it look the same I think so Okay And then just to save on time if I wanted to do for instance do a If I wanted to do for instance do this week Then what I can do is just come back over to my uh list here and instead of saying do Beginning of last week. We’ll just do beginning of the week That means this week to the end of this week ew Okay Take that copy it paste it over here We can scroll to the right or left to just verify And then we can do do last month Again All i’m going to do here is just copy and change one thing and that’s going to be an m do last month Okay If I were you I’d kind of keep this these documents on hand, you know, maybe create a uh, An excel sheet or other type of document and then do this month And then again, all I need to do is come here change this one thing So There we go Next Select done. I don’t need to worry about that filter anymore. It’s gone. So we’ll save and close And then let’s choose our date range. Let’s start with today Looks like there’s nothing due today, but we can verify if that report is working If our plan completion date up here changes to today, all right, we can also do last week Verify that that’s working Also this week now we need to change this And you know, maybe this is the case there is nothing due Until maybe last month or this month Okay, so this is last month See did we change this beginning of this month Yep Okay Now if you wanted to you can verify this let’s say um, let’s remove all of these filters or these prompts And we can start looking at the planned completion date. Is there anything that was due? last week last month or this week or last week And I can see nope. There’s not And there was that one that was due last month and it was late but what if we wanted to do let’s add to this Add one more and say do And say do next month So same thing here, let’s actually copy and paste this And instead of doing a minus sign i’m going to do a plus because we’re looking into the future the future So There we go done save and close Let’s look at next month There we go anything due next month so perfect then Finally with our report prompt what I can do is just simply remove the original plan completion date that way my users Can just stick with what I give them here All right, i’m going to walk through one more exercise Just to show you what some other possibilities are but we’re going to do a task report And look at a drop down that looks at all future projects all late projects as well as my projects And just call them our quick filters, okay, so i’m really just using a one simple prompt Let’s do that go to our reporting area Task report And we’ll call this our uh tasks with quick prompt Do our report Add a prompt another custom prompt here and we’ll say all future projects Oh wait That should be on the next line We’re going to call this whole thing quick prompts The next one all late projects Okay So this one we’re actually going to be referencing because if we’re in a task report and we want to look at projects Then there’s a few things that we might want to do we want to look at projects that have a planned completion date that is um greater than today And then also we want to make sure that the status of those projects is not complete Right So let’s actually select done here And then let’s go to our filters kind of mess around So first we need to find the project plan completion date I do planned completion date The task is available, but we want to find project now What I would recommend if you’re still struggling with this is to start off in the api explorer If you are in a task You can still follow this this way. You’re you’re making sure you are following the uh Um the referencing so task move and reference the project From project I go to the planned completion date And then I can reference that so now I know i’m going to be doing A planned or project planned completion date, which will also look like Something like this, but let’s say it is greater than today So Okay, switch this to text mode And i’ve got my first one, okay, it doesn’t need that range and so i’m going to just simply copy this And paste it Let’s actually do this Paste that right here Use my ampersand And that’s my first um first portion I’m going to add more because what I want to also make sure is that the project status Is Not complete i’m going to do it the the harder way Because I want to show you how you can do it. It is in A certain status it’s not incomplete but it’s in either idea required or a request or approved or planned or current So here we start off with project Right, then we can reference we know in the api explorer the next referenced item I’m in project then I reference status There we go now notice it’s lowercase status make sure you’re capturing that Whoops there we go. So we have project lowercase status Now what i’ll do is actually do that and then I say it’s equal to We can go back to our ip, uh api explorer if you also want to filter out any custom statuses you can go to your your um Your statuses here if there’s anything here that you need to include or exclude then you can choose that But i’m going to go ahead and choose all of these So we’ve got idea Actually, let’s copy this copy this and paste it so we can all see Right, so i’ve got current i’ve got idea planning Um requested Approved And I think that’s it Now, of course, there is the option I could just say it’s not equal to complete dead rejected And that would work too But then my next line here project status And we’re going to modify is equal to in And we can bring this up at the ampersand And that’s my next line, however in the uh The prompt again, I only have one line Right if I want to look at just one line here But I have two different types of filters Like this one got a project status filter and a uh completion date filter What I need to do is add an ampersand beside between those two Okay, so this is the first section and then starting with this project status here that’s your second and they’re They’re split up by the ampersand or the and symbol Right So now we have project plan completion date equals today project plan completion date is greater than Okay And what i’m going to do just in case you would like i’m going to post that in the chat window All right next we need to do our all late projects, so let’s go back here And i’m going to copy and paste what I already had So to look for anything that’s late Now there’s a couple of options Right we can do progress status Right You can copy this maybe bring this over and this will help us to get a couple of options, right? so progress status here will say that here are the values Down here, let’s make this our progress or project statuses And So there’s several things I could do I could say that the project plan completion date Is equal to today and then instead of using greater than I can just switch this out and say less than And then the project progress, uh project status is this the other option is I can actually take Maybe All this And then say and Progress actually we’ll start with project Progress status equals late And then we can say and if you wanted to this is not necessary do project progress Status Underscore mod Equals in as an option Or equal or one of the two anyone works So i’m going to do both of these just to show you how they both would work All right. So here’s that one all late progress Status And then move this get that out of here and then save and close Okay, so we have our quick prompts. We’ve got all future projects And we can double check anything that is due in the future, all right, so this doesn’t look like it’s right So if it’s greater than today Actually, this is looking at the the task status So let’s actually change our report just a little bit And say project progress Project planned completion date Okay So now we’re looking at anything that is due in the future, right? All future projects Okay And I need this back here, there we go So anything due in the future looks like we are doing okay, we’ve got 517 tasks Due in the future Right So we’re good And then let’s prompt or change the prompt see if the late projects will work That’s not working All right, so if that’s not going to work let’s actually check and see if the all late progress status works that’s not working either So let’s double check how many tasks total do we have We have 557 Let’s look at our prompt again all future projects We’ve got 517 so we should be seeing 40 that are um late Or if they’re not late then that means that they are Something else is going on. So let’s take a look at our prompt here. Yeah project status Is equal to that And then we’re going to say it’s in and project progress status is late let’s remove this So There we go Hopefully you guys are getting um kind of the gist of this understanding the point why we would want to use these custom prompts And if this one is not going to work what i’ll do is just test it by creating a filter Yep, not working So Let’s see Tasks Project Progress status Is equal to late and then the status of the project Next time i’m going to do not equals Actually complete or dead or rejected or on hold All right, so it’s not giving me anything so that must mean that we don’t have any projects that are late And are in a current status so that’s okay So we are that is working, right?