Each report has four settings that affect how the report displays on a dashboard:
Run this report with the Access Rights of:
When the Report loads, show the:
When the report loads on a dashboard, show: <number> items
Show Prompts in Dashboards
Change these settings on an existing report from Report Actions, then Edit. Once you’re in the report builder, click Report Settings in the top-right corner. You also can establish these settings when creating a new report.
The first section — Report Options — contains three of the four settings.
1. The first setting is “Run this report with the Access Rights of.” With this feature, all users — regardless of their access level or permission level on items inside the report — see the same results in the report as the user designated in this field.
For example, the report shown in the video is set up to run with the access rights of a project manager, who has access rights to everything in the Events Marketing portfolio. When a team member, who has access rights only to the work they’re assigned, views the report in a dashboard, they see the same results the project manager sees.
However, because of the team member’s limited access rights, they can only View certain information. They can’t open items they don’t have access to. This visibility gives users a high-level view of what is happening in their organization. For example, when a report is on a dashboard, Review license users can see more than their access level would normally allow. This is especially useful for managers or executives who may not work in Workfront but still require certain levels of visibility into the work being done.
If you leave the “run this report with the access rights of” field blank, then the report runs using the access rights of the user viewing the report. Which means that users may see different results when they have different access levels and permissions on individual Workfront items.
2. The next field is “When the Report loads, show the...”
Select which tab on the report should be the tab initially displayed when the report runs.
By default, reports display the Details tab. But if you’ve added a chart to the report, you probably want that to display by default. So select Chart. You also can set the Summary tab to be the default. No matter which tab is the default, you can still toggle between the different tabs once the report has run.
3. The third setting option is: “When the report loads on a dashboard, show:”
This allows you to select how many items show in this report when it’s on a dashboard. The more items you set, the more space the report takes up on a dashboard. Workfront recommends showing as few lines as possible.
Quick tip: Sort using your desired field in the column area to bring the highest priority items to the top.
You can use the “show more” at the bottom of the report to display more items in the list. Or just click the report name to open the full report.
4. The last setting — Show Prompts in Dashboards — is found in the Report Prompts section of the Report Settings.
This option is available only when there are prompts created for the report. When turned on, the report in the dashboard displays the prompts for you to set before running the report. Otherwise, the report will run normally, without displaying the prompts for you to use.
These four report settings are very useful in optimizing reports for dashboards so you and your stakeholders see the information you need!