How to create a report which will list the issues based on last updated status change date? | Community
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A
anasooya
Level 2
March 27, 2024
Solved

How to create a report which will list the issues based on last updated status change date?

  • March 27, 2024
  • 2 replies
  • 1561 views

We want to create a report in workfront which should only show issues which haven't been actioned in the last 5 days ( here haven't been actioned means, the issue status has not been changed from 'Awaiting Approval' to 'Ready to Delivery' in the last 5 days)

Example: If issue status = Awaiting approval on 27th march 2024 and there has been no status change for 5 days since then, this issue should be listed in the report and flaged. I am facing difficulty finding the most accurate field to pull into filter to show the last status update date? How to do this filter config in standard mode or in text mode if someone can share the syntax please?

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Best answer by NicholeVargas

There is a field for Issue > Last Update Date that you could use, however, that can be triggered on a variety of actions, not just a status change, so it may not always be 100% accurate. 

Another way would be to create a calculated field. In this blog, example #1 provides instructions for how to create a calculated field to track dates of status changes, so this could be an option for you (granted, it would only work moving forward vs retroactively populating historical data). By capturing this date in a calculated field, you would be able to use it in filters, views, and groupings.

In your case, it would be something like this which says "If the status is Awaiting Approval (based on the status key, AWA), insert today's date." Depending on the status key associated with the Awaiting Approval status - found in your Setup area - the expression would need to be edited to match. 

Field name = Date of Awaiting Approval

Field expression = IF(ISBLANK(Date of Awaiting Approval),IF(Status="AWA",$$TODAY,Date of Awaiting Approval),Date of Awaiting Approval)

2 replies

D
DarcySm1
Level 3
March 28, 2024

There's an "Overdue Tasks not Updated in 1+ Weeks" report in the System Admin Maintenance Dashboard that you might be able to use as a model for what you're looking for. You would need to create an Issue report rather than the Task report, but the filters would be similar.

https://experienceleaguecommunities.adobe.com/t5/workfront-discussions/released-system-admin-maintenance-dashboard/m-p/550997#M102

NicholeVargas
Adobe Employee
NicholeVargasAdobe EmployeeAccepted solution
Adobe Employee
March 28, 2024

There is a field for Issue > Last Update Date that you could use, however, that can be triggered on a variety of actions, not just a status change, so it may not always be 100% accurate. 

Another way would be to create a calculated field. In this blog, example #1 provides instructions for how to create a calculated field to track dates of status changes, so this could be an option for you (granted, it would only work moving forward vs retroactively populating historical data). By capturing this date in a calculated field, you would be able to use it in filters, views, and groupings.

In your case, it would be something like this which says "If the status is Awaiting Approval (based on the status key, AWA), insert today's date." Depending on the status key associated with the Awaiting Approval status - found in your Setup area - the expression would need to be edited to match. 

Field name = Date of Awaiting Approval

Field expression = IF(ISBLANK(Date of Awaiting Approval),IF(Status="AWA",$$TODAY,Date of Awaiting Approval),Date of Awaiting Approval)

A
andreadmw
Level 2
May 30, 2024

Hi Nichole! I am in a similar place here but not having success so wondering if you could provide additional guidance.

I found this same post and just tried to use it to calculate when an issue moved to Discovery using the following:

IF(ISBLANK(Discovery),IF(Status="DSC",$$TODAY,Discovery),Discovery)
 
this gave me an error message: This is an invalid custom expression, please try again.
 
NicholeVargas
Adobe Employee
NicholeVargasAdobe Employee
Adobe Employee
May 31, 2024

@andreadmw When creating calculated fields that references the field in the expression, you have to create a "blank" calculated field first for Discovery and click Apply so the field is created in the backend of the system. Once the field has been created, you can go back in and add the expression. In your case, it would look like the following. Apologies that wasn't clear in the above message - you have to utilize curly braces { } to reference field names in the builder.

IF(ISBLANK({DE:Discovery}),IF({status}="DSC",$$TODAY,{DE:Discovery}),{DE:Discovery})

 

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