How to see everywhere an object is used system-wide?

Question

We're about to overhaul our user structure, so first I'm doing as much prep/research as possible to mitigate system risk (i.e., reports erroring out, users losing permissions, generally things catching on fire during working hours).

I am trying to identify everywhere in our instance that involves a specific Team. The users and tasks/issues were easy, but now I need to identify:

every report that filters by this team in any capacity
any queues using this team in its routing rules
...? Any other system areas I could be missing that would be impacted if this team were to be deactivated.

Is there a way to view this info for objects like Teams, Job Roles, etc?

Thank you!

skyehansen · Accepted Answer

there's no single way to view this information without using a third party app -- so as you thought, you need a series of reports.

my "team footprint" reports (I'm sure I'm missing some) include:

* layout templates assigned to team

* sharing set up for everything, but primarily: project, template, template's project, reports, dashboards

* team assigned as the primary team, team assigned as a secondary team, team assigned as part of a queue's routing rule

* team tagged in notes

* team assigned as part of approval workflows (approval processes, proof and document approvals -- some of these will not be reportable, you'll just have to audit those areas somehow)

* team being used in filters, or in filters on reports (it's best to just run a report usage report, and then delete any report if it hasn't been viewed in over a year)

* it's quite rare, but teams can also be part of a custom field picklist (dropdown) or expected answer in some sort of external lookup or typeahead field

To answer your first bullet point, you will probably get at the filters most easily using this and similar code:

https://experienceleague.adobe.com/en/docs/workfront/using/reporting/reports/custom-view-samples/view-reporting-elements-used-reports

Maddy-Martin · Answer

I've solved the second bullet point of my original question (still looking for insight on the others though). In case anyone else is wondering how to see any routing rules a team is associated with:

Create a new Queue Topic report
Add columns for the queue project name, topic group, default assignee, default team route, default job role route, etc. You will need to use a little bit of text mode to get some of these.
(optional) use this text mode to group by Topic Group:

group.0.displayname=Topic Group
group.0.linkedname=direct
group.0.namekey=parentTopicGroup:name
group.0.valuefield=parentTopicGroup:name
group.0.valueformat=string
textmode=true

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