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laurence_jayawardane
laurence_jayawardane
Level 4
June 2, 2021
Solved

Reporting: list all users assigned to a job role

  • June 2, 2021
  • 4 replies
  • 2300 views

Hi Community,

I'm looking for a way to list all users assigned to a particular job role in a report. As a new Sys Admin I'm still not super versed in the API explorer world, but I did take a peek at it and didn't seem to find what I was looking for. Can this be done? Do you do this?

Thanks,

Laurence

Best answer by William--

Hi Laurence. You never mentioned what kind of report it is that you are trying to create. This can be open to lots of interpretation. To get the best answer, I suggest mocking something up and highlighting where you want the user's names to appear.

The best results may come from a User report filtered and grouped by role; or something else depending on what you're looking for.

Sometimes when I'm looking at Job Roles in the Setup area, I want to see more than just the list of job roles - I also want to see which current (or not current) users are assigned to the role. The below text mode columns will work in the Job Roles setup area as columns in a view; or in a Job Roles report:

A list of everyone assigned to the role:

displayname=All Members

listdelimiter=<br>

listmethod=nested(userRoles).lists

shortview=true

textmode=true

type=iterate

valueexpression={user}.{name}

valueformat=HTML

A list of users who are not deactivated, and have logged in within the last six months, assigned to the role:

displayname=Active Members

listdelimiter=<br>

listmethod=nested(userRoles).lists

shortview=true

textmode=true

type=iterate

valueexpression=IF({user}.{isActive},IF(NUMBER(DATEDIFF({user}.{lastLoginDate},$$TODAY))>-180,CONCAT({user}.{name}," - ",{user}.{lastLoginDate}),""))

valueformat=HTML

A list of users who are either deactivated, or have NOT logged in within the last six months, assigned to the role:

displayname=Inactive Members

listdelimiter=<br>

listmethod=nested(userRoles).lists

shortview=true

textmode=true

type=iterate

valueexpression=IF({user}.{isActive}="false",CONCAT({user}.{name}," - DA"),(IF(NUMBER(DATEDIFF({user}.{lastLoginDate},$$TODAY))<-180,CONCAT({user}.{name}," - ",{user}.{lastLoginDate}),"")))

valueformat=HTML

4 replies

K
Community Advisor
KatherineLaCommunity Advisor
Community Advisor
June 2, 2021

Hi Laurence,

If you're wanting to filter a report to show only the users that have that specific role as one of theirs, then a simple filter would do it. No need to get into the API. There's a quirk though, when you're filtering on any field where there can be multiple possible values assigned, you have to look really carefully at the field you're filtering on to get the expected results.

If I say 'Only show me Users in which the User -> Role ID equals 'Email Specialist'' then my results will include Users where their ONLY role is Email Specialist. Any users with more than one role will not appear in the results.

If I say 'Only show me Users in which the User -> Role IDs equals 'Email Specialist' then my results will include Users where 'Email Specialist' is ANY of the roles they are assigned. Users with more than one role will appear in results, as long as one of those roles is Email Specialist.

Notice the plural form of IDs changes in the second statement. Group ID, Group IDs, Team ID, Team IDs etc. Similarly for other objects, it's their way of allowing us to say 'Find me a perfect match' or 'Find me a match where this is anything in the list of options'.

Katherine

    Heather_Kulbacki
    Community Advisor
    Heather_KulbackiCommunity Advisor
    Community Advisor
    June 3, 2021

    This seems like it would be a great Quick Tip - @Kyna Baker - inactive‚

      kynabaker16
      Adobe Employee
      kynabaker16Adobe Employee
      Adobe Employee
      June 3, 2021

      Hey thanks guys! I'll work this into a Quick Tip soon.

      Kyna

        T
        TinaHu1
        Level 3
        June 9, 2021

        Hi Kyna, I saw the post about the report recipes/cookbook... are these quick tips for reporting collected in one place as well? Sorry if I missed communication on this thanks!

        kynabaker16
        Adobe Employee
        kynabaker16Adobe Employee
        Adobe Employee
        June 9, 2021

        Hi Tina!

        We do have all of the Quick Tips collected as a topic here: https://one.workfront.com/s/topic/0TO4X000000bqnOWAQ/quick-tip?tabset-21363=3 (just click on the discussions tab if it doesn't drop you right there from that link). This will take you to all Quick Tips, not just the reporting-focused ones.

        We also are working a slight tweak of the community page that will make it VERY easy to find these Quick Tips so, stay tuned for that as well.

        Thanks,

        Kyna

          William--
          Community Advisor
          William--Community AdvisorAccepted solution
          Community Advisor
          June 11, 2021

          Hi Laurence. You never mentioned what kind of report it is that you are trying to create. This can be open to lots of interpretation. To get the best answer, I suggest mocking something up and highlighting where you want the user's names to appear.

          The best results may come from a User report filtered and grouped by role; or something else depending on what you're looking for.

          Sometimes when I'm looking at Job Roles in the Setup area, I want to see more than just the list of job roles - I also want to see which current (or not current) users are assigned to the role. The below text mode columns will work in the Job Roles setup area as columns in a view; or in a Job Roles report:

          A list of everyone assigned to the role:

          displayname=All Members

          listdelimiter=<br>

          listmethod=nested(userRoles).lists

          shortview=true

          textmode=true

          type=iterate

          valueexpression={user}.{name}

          valueformat=HTML

          A list of users who are not deactivated, and have logged in within the last six months, assigned to the role:

          displayname=Active Members

          listdelimiter=<br>

          listmethod=nested(userRoles).lists

          shortview=true

          textmode=true

          type=iterate

          valueexpression=IF({user}.{isActive},IF(NUMBER(DATEDIFF({user}.{lastLoginDate},$$TODAY))>-180,CONCAT({user}.{name}," - ",{user}.{lastLoginDate}),""))

          valueformat=HTML

          A list of users who are either deactivated, or have NOT logged in within the last six months, assigned to the role:

          displayname=Inactive Members

          listdelimiter=<br>

          listmethod=nested(userRoles).lists

          shortview=true

          textmode=true

          type=iterate

          valueexpression=IF({user}.{isActive}="false",CONCAT({user}.{name}," - DA"),(IF(NUMBER(DATEDIFF({user}.{lastLoginDate},$$TODAY))<-180,CONCAT({user}.{name}," - ",{user}.{lastLoginDate}),"")))

          valueformat=HTML

          If you like my content, please take a moment to view and vote on my Idea Requests: https://tinyurl.com/4rbpr7hf
            laurence_jayawardane
            laurence_jayawardaneAuthor
            Level 4
            June 12, 2021

            Hi everyone,

            I want to say a big thank you to all of you - I keep going back to this post and not knowing how to respond, because your answers are so good but realistically beyond my current level of knowledge.

            @Katherine Stibley‚ and @Skye Hansen‚ , thanks to your replies, I was able to solve another issue I was having in a View with the singular/plural differentiation. I didn't know there was a difference until I read your words! This is going to make my (Workfront) life this much easier moving forward. I could not figure out why Workfront had Home Group vs a list of Groups that a user could be assigned to, and now at least I know how to handle the differentiation.

            @William English‚ , you bring a good point, I didn't mention what kind of report I was thinking of. I was thinking of a User report listing all job roles each user is assigned to - that's what makes the most sense for auditing and reporting to management. But a Job Roles report with the list of all users assigned to each job role works just fine, too! I added columns to the Job Roles report I had started working with, for your three examples - they are great! This will accomplish what I need it to do, and then some!

            Thanks again for all your expertise, it's so helpful!

              skyehansen
              Community Advisor
              skyehansenCommunity Advisor
              June 12, 2021

              this is the nicest thank you letter! Thank you!

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