Get started with lists in Adobe Workfront
You can view lists of objects in Adobe Workfront to get information about them, such as their start and due dates, users assigned to them, and other objects that are associated with them.
The following are some characteristics of lists in Workfront:
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Lists refresh automatically every five minutes to update information that other users in the system are updating elsewhere.
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Some areas in Workfront are preconfigured with default lists of objects.
You can customize most of these preconfigured lists.
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A Workfront administrator can create custom lists to apply to various areas of Workfront.
For more information about creating system-level lists, see the article Create, edit, and share default filters, views, and groupings.
Access requirements
You must have the following access to perform the steps in this article:
To find out what plan, license type, or access you have, contact your Workfront administrator.
Object lists
Below are some types of object lists that you can find in Workfront and some of the areas where they display by default when you have rights to view an object.
- This list is not comprehensive. Each of these object lists can also appear on a report or a dashboard. For example, a Project report or a dashboard that contains a Project report also displays a list of projects.
- In this list, “select” means that you need to click the name of the item, not the checkbox to the left of the name.
- Portfolios
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Portfolios >select a portfolio >Programs
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Programs
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Projects
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Portfolios >select a portfolio >Projects
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Portfolios >select a portfolio >Programs >select a program >Projects
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Projects >select a project > Tasks
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Projects >select a project >Tasks >select a task >Subtasks
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Projects >select a project >Tasks >select a task > Predecessors*
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Projects > select a project >Issues
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Projects >select a project >Tasks >select a task > Issues
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Projects >select a project >Tasks >select a task >Subtasks >select a task > Issues
- Reports
- Dashboards
- Teams > Iterations
- Users
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Documents
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Portfolios >select a portfolio > Documents
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Portfolios > select a portfolio >Programs >select a program >Documents
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Projects >select a project >Documents
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Projects >select a project >Tasks >select a task > Documents
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Projects > select a project > Issues >select an issue > Documents
- Timesheet s > All Timesheets*
- Projects >select a project >Billing Rates*
- Projects > select a project > Billing Records
- Projects >select a project >Risks
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Projects >select a project >Expenses
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Projects > select a project >Tasks >select a task >Expenses
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Projects >select a project
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Projects >select a project >Tasks >select a task >Hours
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Projects >select a project >Issues >select an issue >Hours
- Setup >Custom Forms NOTE: This is currently available only in the Preview environment
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Setup >Groups
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Setup >Groups >select the parent group >Subgroups
- Setup >Teams
- Setup >Companies
- Setup >Schedules
- Setup >Layout Templates
You cannot customize the list on the specified area. A Workfront administrator can build a customized list at the system level, or you can build a report for this object if your access level allows you have access to edit reports.
List elements
A list contains certain elements that define its format and the information that displays. You can find several system list elements that are available by default. You can also create custom elements to meet your needs.
The following are the elements of a list:
Filters keep unnecessary information out of a list, based on the criteria that you specify.
For more information, see Filters overview.
Views define which fields (columns) you display on the screen.
For more information, see Views overview in Adobe Workfront.
Groupings separate the objects on the list in areas based on the criteria that you specify.
For example, the issues in a list can display in sections by status or priority.
You can have up to three layers of groupings in a standard grouping, and you can add a fourth layer if you are configuring a grouping in text mode.
For more information about groupings, see Groupings overview in Adobe Workfront.
For more information about text mode, see Text Mode overview.
These elements display at the top of every list by default. They are sticky and do not move as you scroll through the list. Mouse over the icon for each element to identify them.
You can can customize list elements in the following areas and share them with other users:
- Any system default list found in the section Get started with lists in Adobe Workfront in this article
- Any report that is shared with you
The building elements for lists are the same as the building elements for reports.
For more information about creating and customizing the building elements of lists and reports, see Reporting elements: filters, views, and groupings.
List actions
You can complete the following actions in a list:
Edit objects and their information directly in the list.
For more information, see Inline edit items in a list in Adobe Workfront.
Update tasks and issues at the project level using the Summary panel.
Tip: The Summary is not available for all objects and it is not available in Task or Issue reports.
For more information, see Summary overview.
Customize the look and feel of a list, column arrangement, sorting order of items, or number of items that display.
Note: Changes you make to the number of items to display on a page are reverted when you log out of Workfront or close your browser. Changes might also be reverted after a period of 8 hours.
For more information, see Modify how a list displays.
Apply a quick filter to find only items that are important to you so that you can quickly review, update, or share them with others.
Important: You can find items that contain a search word using the quick filter, whether that item is visible on your screen or will display after you scroll to the bottom of the page. When you use your browser's search capabilities, you can find only items that are already visible on the screen. If your list has multiple pages, quick filters find only the items on the current page.
For more information, see Apply the quick filter to a list.
Export a list of objects from Workfront. When a list contains more than 2000 items, exporting the list is the only way to review all of the items on one page.
For more information about exporting a list, see Export a list. For more information about export formats and limits, see Export data.
List toolbar
The following table lists many of the icons available in the toolbar and indicates what happens when you click them:
Insert a task above the selected task.
This is available only for tasks.
Insert a task below the selected task.
This is available only for tasks.
Open the dialog box to add the selected issue to an iteration.
This is available only for issues.
Indent or outdent the selected task.
This is available only for tasks.
This is available only for tasks.
Display the list in the Gantt Chart view.
This is available only for projects and tasks.
Display a list of filters and additional options to manage filters, including creating one.
On a small screen, the Filter name is replaced by the filter icon. A blue dot displays on the Filter icon when you apply any filter other than "All."
Display a list of views and additional options to manage views, including creating one.
On a small screen, the View name is replaced by the view icon. A blue dot displays on the View icon when you apply any view other than "Standard."
Display a list of groupings and additional options to manage groupings, including creating one.
On a small screen, the Grouping name is replaced by the grouping icon. A blue dot displays on the Grouping icon when you apply any grouping other than "Nothing."
Choose whether you want to save the changes you make in a task list automatically or manually.
For information about editing tasks in a list, see Edit tasks in a list.
This is available only for tasks.
Display or hide the Summary box for the selected item.
This is available only for tasks and issues.
For information about the Summary panel in the new Adobe Workfront experience, see Summary overview.
The difference between lists and reports
Both lists and reports are grids that contain information about a type of object.
The following table outlines the similarities and differences between lists and reports:
You must have access to filters, views, and groupings to be able to create them. For more information, see Grant access to filters, views, and groupings.
You must have access to filters, views, and groupings as well as reports, dashboards, and calendars to be able to create them. For more information, see Grant access to reports, dashboards, and calendars.
You can customize lists for reports that are placed on a dashboard only if the creator of the report has configured the list elements to be visible on the dashboard.
For more information about building a report, see Create a custom report. For information about creating custom sections , see Create custom tabs or sections.
The difference between the updated and the legacy lists
There are two types of lists in Workfront:
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Legacy lists
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Updated lists
Both types of lists appear in the Adobe Workfront.
All lists and reports in the Adobe Workfront are updated lists, except for the following:
- Lists in the Setup area
- Lists in the Reports area
The following table shows some of the differences between the legacy and updated lists in Workfront: