This recipe covers how to create a custom Advanced Analytics report to review active tasks by assignee. This report can assist in providing information on active tasks and their progress for Project Managers, to monitor the status of tasks not yet completed.
- Skill level: Beginner
- Time needed: 10 minutes
- Plan required: Forecast Lite, Pro, or Plus plan + Advanced Analytics
- Permissions required: Designer permissions (See Getting Started with Advanced Analytics)
- Data required: Updated tasks with assignees and deadlines
Creating the report in Advanced Analytics
- In Advanced Analytics, open or create a Dashboard where you want to add the new widget.
- In the dashboard, under New Widget click on '+ Select Data' to open the data browser.
- In the data browser search for and select 'Task Assignees'.
- Click on the purple '+' button t add additional data and search for 'Task Name'.
- Click on the purple '+' button to add additional data and search for 'Task ID'.
- Before adding to the widget, hover over your selection until it's highlighted in bright yellow and click on 'More...'
- Select 'All Items' from the pop up menu.
- Click on the purple '+' button to add additional data once more and search for 'Workflow Status'.
- In the Visualization settings, select the 'Table' chart type icon to adjust the report display to achieve cleaner, more transparent view of the data.
- Click on Advanced Configuration at the bottom left.
- In the left side panel under Columns, hover over the column 'Workflow Status' to display the filter icon.
- Click on the filter icon to open the filter.
- In the 'Filter a Field' window select all Workflow statuses other than Done and click 'OK'.
- On the left side panel in the column list, click on the '+' to add a new column.
- In the 'Add a Field' menu, search for 'Task Deadline' to add a column for the task deadline date.
- Before selecting 'Task Deadline Date' hover over your selection until it turns bright yellow and click on 'More...'.
- Select 'Days' from the pop up menu.
- On the left side panel in the column list, click on the '+' to add a new column and search for 'Task'.
- The list returned will provide additional data you can add to the table, such as High Priority, Bug, or Blocked if desired.
- Now determine how you want to sort your table such as by 'Task Assignee' or 'Task Deadline Date'. Here we will sort by 'Task Assignee' to return tasks grouped by assignee.
- Once you've applied your sort order, click Apply.
- It may be helpful to have dashboard filters available to reduce the size of your dataset or to see tasks for a certain period of time or by a task indicator or to allow Viewers to manipulate the table data.
- To apply a dashboard filter, click on the '+' on the right side panel above 'Filter Your Dashboard'.
- In the 'Add Filter' window, search for 'Task Deadline Date'.
- Before selecting 'Task Deadline Date', hover over your selection until it turns bright yellow and click 'Filter...'.
- Click on the dropdown for 'Years' to change the filter to Months, Weeks, or Days. Here we will select 'Months'.
- Click on the box next to 'Months' to deselect all months, then click the boxes next to the desired months and click 'OK'.
- Click on the '+' next to Filters in the top of the right side panel to apply another dashboard filter to allow you to review tasks with indicators such as High Priority.
- In the 'Add Filter' window type 'Task'. A list of all possible filters for tasks will display.
- Here we will select High Priority and click 'OK'.
- In the next filter window, click on the box at the top to deselect all options, then click on the box for 'Yes'. This will now update the table to return all active tasks with a High Priority task indicator for the months selected in the first dashboard filter.
- You can continue adding as many additional dashboard filters as you'd like. Remember that Viewers cannot apply new dashboard or widget filters, they can only manipulate filters already existing on a dashboard.
- Your report is now ready to view.
- To clear applied dashboard filters, hover over the filter name until the pencil icon appears and then click on it to edit the filter.
- Alternatively, you can click directly on the applied filter selections in the right side panel to remove them from the filter.
- Clicking on any applied filter selection will update the selection from purple to gray indicating the selection is no longer being applied in the dashboard filter.
Note: Dashboard filters MUST be added by Advanced Analytics Designers in order to allow Advanced Analytics Viewers the control over adjusting or editing the filtered data as desired in a shared dashboard. Advanced Analytics Viewers CANNOT add dashboard filters.
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