Create and Manage Custom Views in Workfront Proof

Go to the Views page.

For more information about views, see Manage Items on the Views Page in Workfront Proof.

Do either of the following, depending on whether you want to create a new custom view from scratch, or create a new custom view based on an existing standard view:

• To create a new custom view based on an existing standard view: From the drop-down menu, select the existing standard view you want to use as the basis for your new custom view. Click the View Settings icon, then click Copy to new custom view.

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• To create a new custom view from scratch: Click the New View icon.

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In the Details section, specify the following information:

• Name (required): The name for the new view. Use a unique name so users can easily find the custom view in the drop-down menu on the Views.
• Items: Select whether you want both proofs and file, proofs only, or files only included in the view. By default, both proofs and files are included.

In the Columns section, determine which columns you want to include in the custom view.

1. Click the Right arrow icon.

2. 

3. Double-click the name of the selected column.

4. You must select at least one column, and a column can be added only once.

5. Select a column from the Available columns area that you want to include in the new view.

6. The columns are moved from the Available columns list to the Selected columns list.

7. You can select from the standard columns, or you can choose Custom fields and Decision Reasons to be columns in your custom view. (If you have these configured in your account, they appear under the standard list of Available columns area.)

8. Standard columns you can include

   Active stage name	Name of the active stage in the automated workflow.
   Comments	The number of comments received.
   Counter	Shows a number of the proof that has been uploaded on your account (you have to have a proof counter option enabled in Account Settings).
   Created	The date and time the item was created.
   Creator	The user who created the item.
   Date added to proof	The date you were added to the proof.
   Deadline	The deadline for the whole proof.
   Decisions	The number of decisions given out of the expected number (e.g. 0 of 1, 1 of 1, etc.)
   Downloads	The number of times the original file has been downloaded.
   Filename	The name of the file or proof.
   Folder	The folder containing the item.
   Last activity	The date and time of the last activity on the item.
   Latest decision on	The date and time of the last decision made.
   My deadline	Your own deadline on the proofs where you are explicitly added as a Reviewer/Approver (if applied).
   Owner	The owner of the item.
   Owner country	The country registered in the system for the owner of the proof.
   Parent proof	The name of the parent proof.
   Progress	Progress bar. Displays proofs that are not yet Started, Opened, Commented on, or Decided on. This information is not sorted on.
   Proof name	The name of the proof.
   Proof type	The type of proof: Static file, Static web page, Interactive web (.zip upload), Interactive web page (https), Video, Audio, and Other. Combined proofs are identified as "Combined proof type." File type of the proof.
   File size (MB)	File size of the proof as it relates to the disk usage quota. This information provided for the current version of the proof. If there is no current version, it is for the most recent version.
   Active stage deadline	Deadline of stages in the automated workflow.
   Stage name	Name of each stage in the automated workflow. This includes past stages, active stages, and future stages.
   State	Active, Locked, Draft, or Submitted.
   Status	Pending, Changes required, Approved with changes, Approved, or Not relevant.
   Tags	Any tags attached to the item.
   Upcoming stage names	Name of each stage that has not yet started in the automated workflow.
   Version counter	The number of versions of the item.
   Proof version number	The version number of the proof.

9. (Optional) Do either of the following to move the column to the Selected columns area so that it is included in the new view:

   • Reorder any columns in the Selected columns list.

   • The order in which columns are shown in the Selected columns list determines the order in which the columns are displayed in the custom view.

   • The columns are visible in the Selected columns list in the order that you added them from the Available columns list.

   • To reorder a column in the Selected columns list, select the name of the column and drag it either up or down in the list.

   • Remove a column from the Selected columns list, by clicking the name of the selected column, then clicking the Left arrow. Alternatively, you can double-click the name of the selected column (the column is moved back to the Available columns list).

   • A column can be added only once. For example, if you move Comments column from Available to Selected columns list, the name of this column will disappear from Available columns list.

In the Sorting section, specify the following information:

• Sort by: Use the Sorting tab if you want to set a particular order in which items are listed in your custom view. If you do not select a column for sorting, the default is No column - that is, no special sort column or order.
• Only the columns you selected on the Columns tab are included in the Sort by column drop down list.
• Ascending or Descending: Select whether you want to sort the column either ascending or descending by default.

Use the Filters section to define one or more criteria for selecting items to include in your Custom view. Filters are especially helpful if you want to use your custom view as a report.

To include all items in your custom view, skip the Filters section.

Available filters:

• Field: Select the Field for this filter (Comments is the default field.) The Field list contains all the Standard fields (as in the Columns tab). The list is not limited to the columns you selected for display.

• Operator: The Operators available for the filter depend on the type of Field you selected. Select an Operator that shows the relationship between the Field and the value field. You will fill in this information later.

• Value: Select or enter your chosen value in this Field, according to the field and the Operator you selected. Depending on the Operator you chose, there might be one Value field or two or none. See the examples below.

• Filters are applied using the following logic: Filter criteria between different fields will use the AND operator. Multiple filter criteria using the same field will use the OR operator for the same field.

  If you want to see only proofs with zero comments, select the following values:

  • Field: Comments
  • Operator: Equals
  • Value field: 0

  If you want to see only proofs with two or more comments, select the following values:

  • Field: Comments
  • Operator: Greater or equal to
  • Value field: 2

  If you want to see only proofs with between 1 and 4 comments, select the following values:

  • Field: Comments

  • Operator: Between

  • Value field (first field): 1

  • Value field (second field): 4

    You can change a filter that you have added to your Custom view without any problems or remove it by clicking the cross icon next to the setup filter if needed.

    Because the Field list is not limited to the columns you selected on the Columns tab, take care when you create a filter that includes a column you did not select for display in your custom view. For example, the following filter for the view will select all proofs with a Version counter value of 2 or more:

    • Field = Version counter

    • Operator = Greater or equal to

    • Value field = 2

      NOTE

      You can change a filter that you have added to your Custom view without any problems or remove it by clicking the cross icon next to the setup filter if needed.

In the Sharing section, select which users in your account will be able to see your Custom view.

Custom views are specific to the user who creates them. By default the new Custom view is visible only for its creator; however, you can choose to share your custom view by choosing one of the following options:

• Only you can see this custom view (default): Select this option if you want the custom view to be available only to you.
• All users can see this custom view: Select this option to make the custom view available to all users on your account.
• Select users that can see this custom view: Select this option to make the custom view available only to specific users.
• Begin typing the name or the email address of the user who you want to have access to the custom view, then click the name when it appears in the drop-down list.
• If you choose to not share your view with other users at this point, you can do so later by editing the custom view.

Click Create.

The Custom view is displayed and is available on the Views page. For more information about views, see Manage Items on the Views Page in Workfront Proof.