Report on Home Team for Deactivated Accounts

[MattWindsor]

Hi Community,

I needed to group a report chart by "Home Team Name" and found a previous page to help me do that by creating the value on custom form and using that to group on. That's great and works BUT.....

For deactivated accounts, the value is blank ("No Value"), but the data is still needed on the report.

Does anyone know how to include the Home Team from deactivated accounts please?

Thanks

Matt

[skyehansen]

Can you give some more clarity into what you are doing (or have done) here, for example, what type of report is it, what type of custom form, and what was the value? I personally put a custom form on the users with a calculated field for the home team and it's definitely giving a value so I'm not able to replicate your issue here.

[MattWindsor]

Hi Skye,

Yes that's my process too and it works where the users still have an active account, but the value is blank if they've been deactivated.

To give some background, the user raises the request through a request queue. I have created various issue reports filtering to the project queue, which show in a dashboard . One report identifies the Teams raising the requests, which is the users Home team.
I've create the custom form, added the calculated field, appended to the users and grouped the report on that field.

This works, but for people now deactivated, they show as "No Value" on the chart, but they still have the Home Team in their profile.

Sorry, I've just realised that I only added the custom form to Active users and not the deactivated ones

Silly mistake. My only though now is...as it's a calculated field, if they move home teams, it will point to the new team instead of the teams raising the request at the time.

So the calculated value is good for now, but doesn't make it 100% accurate, but I can live with that as it only looks at the last years.

Thanks for responding and sorry about the waffle.

Matt

[skyehansen · Accepted solution]

It might be better then to have the (or "a") Home Team calculation on the request form then, that captures the Home Team in that moment? (i.e. if the request Home Team field is blank, capture the Home Team of the user who requested it, and lock it in. Thereafter it stays unchanged no matter where the user goes)

[MattWindsor]

Hi Skye,

Sorry it's been a couple of weeks since you responded, but I'm just get backing to this.

I've tried doing a ISBLANK but this is resulting in N/A.The expression is...

IF(ISBLANK({owner}.{homeTeam}),{owner}.{homeTeam})

If I pull in the home team name ({owner}.{homeTeam}) onto the issue, it renames as is even if I change the user profile. It only changes when I manually re-calculate the issue expressions.

Ideally I would like it 100% locked in. I must be making an error in my ISBLANK. Any ideas please?

Thanks
Matt

[skyehansen]

did you do this step I mentioned in a more recent post?

https://experienceleaguecommunities.adobe.com/t5/workfront-questions/reporting-on-task-completion/td...

[MattWindsor]

Hi Skye,

I can get this to work in terms of the issue retaining the home team user at the time of entry, unless the expressions in the issue are re-calculated after the users profile is updated. Is that what you would expect? 

Thank you!

[MattWindsor]

So my ISBLANK expression...

IF(ISBLANK({DE:Requestor Home Team Locked}),{owner}.{homeTeam})

Initially sets correctly, but after the user profile is updated, it changes to N/A. After a recalculation it's back to the newest home team for the user. I can understand why it does this when I read the code.

If I just use the {owner}.{homeTeam} then after the profile change, it switches to the new home team after the recalculation without the N/A step in the middle which makes sense.

So with both these fields it's the recalculation that's updating the value. As long as no-one recalculates then it's fine? Is that normal?

Thanks, and sorry for all the questions. I really appreciate your time

Matt

[skyehansen]

hey Matt, so this question you have here is turning out to be pretty much identical to your other question (found here: https://experienceleaguecommunities.adobe.com/t5/workfront-questions/viewing-calculated-issue-filed-... ).

I'll give you a quick and general summary so you can see the trend.

1) You have a field you want to report on. 

2) You express one complication.

3) After you solve one complication, you then bring up further complications.

More specific to both your questions: you want to report on the primary contact or the contact's home team. However this information is difficult to get to. Also, it can change if the primary contact changes teams. Lastly, the primary contact themselves could change.

Because of these added complications, with your other question we ended up going instead with a workaround that allows you the flexibility to change primary contact names at any point. The trade off is that you can't store this information in a custom field, because you must constantly pull it up live in that report.

For this question, the compounding complication is that you need the flexibility to change the primary contact, but the home team must not change even if your primary contact transfers to a different team. This is starting to go beyond what I personally would ask in a forum, and begs for more time with a solution tailored to your needs, in a structured space where you can effectively troubleshoot. Others may disagree and be willing to work through to an answer -- that's just my take.

With this in mind, I suggest instead, a simple and very manual workaround that I've seen used well in several companies now, which is a dropdown field for Team Requesting This Work. You can also have this be an external lookup field that will always pull in all the teams in your instance. You might even look at creating a dependency so that it only brings up one response, which is the primary contact's home team -- but you will not be able to avoid having to make the clicks to set the answer in place; you will only make it easier by reducing the size of the list.

As I'm not clear on who would have this information (the person who created the request or the person who is changing the primary contact details), I can't recommend whether to make this a required field, or whether you should do some training or make cleanup reports.

I hope that helps.

[MattWindsor]

Hi Skye,

All good points above and I really appreciate your insight throughout this question.  The lookup with a dependency should provide me with what I need.

I never dreamed my initial question of reporting on the requestors home team would get so complicated. Lol

Thanks again

Matt