Reporting on Project documents at a task level

[GeraintJo]

Hi,

This seems quite simple but even after looking at all other document reporting answers I can't work out how to report on all documents that have ONLY been added at the project level - in a report attached to a task.

I've got this report working that shows all documents in a folder called MASTERS

EXISTS:a:$$EXISTSMOD=EXISTS
EXISTS:a:$$OBJCODE=DOCFLD
EXISTS:a:documentID=FIELD:ID
EXISTS:a:folder:name=MASTERS
EXISTS:a:folder:name_Mod=eq

So I tried changing MASTERS to be PROJECT FOLDERS = it didn't work.

Tried to include logic where folder isblank = it didn't work

Can anyone help ?

[GeraintJo]

Just to add - this may be complicated by the fact I'm running the report attached to a task.

So I presume that restricts the report to look for items within that task - but the documents I want to report on are at the project level for this task !!

[skyehansen · Accepted solution]

there's not any way that I know of, to report on items outside the task you've attached your dashboard to.

[GeraintJo]

Just a quick follow up...

during the request creation could I create references in 'calculated' fields in a custom form to any documents attached to the request ?

Then take these references down to forms that we are using at a task level ?

[skyehansen]

no, because calculated fields cannot accommodate a "collection" of files. (you can put more than one file into a request, hence, it's considered a collection -- even when there's only one)

[Doug_Den_Hoed__AtAppStore]

Hi @GeraintJo, 

I agree with marking @skyehansen as the Right Answer, but out of morbid curiosity and as below...

1. A (prompted by Project) Document Report on a Task custom tab dashboard will auto-restrict to only those documents that match the current Task ID (so "no docs found, since they are all only at the Project level)...
2. UNLESS you point to that report using an External Page URL on the dashboard, which then breaks that auto-restriction. So, technically, "can", but practically, "would not recommend".

Regards,

Doug

[GeraintJo]

Thansk @Doug_Den_Hoed__AtAppStore 

That's an ingenious work around - but then I have to apply logic to the report to restrict it to the current project, other wise it shows all docs ?

And I still haven't worked out how to only show the project level documents and not all.

[Doug_Den_Hoed__AtAppStore]

My pleasure @GeraintJo,

In the example above, the Document report actually has no filter at all: just a Prompt on Project ID, which allowed me to (relatively easily) copy the Project name from the breadcrumb, paste it into the Prompt, then run the report to see the resulting Documents at the Project Level.

In my case, there were no documents at the Task Level (which is why the first "classic" report returned no rows), but if you might have such Task Level documents, adding a Filter to the "external referenced" report (same report, different way of showing it in the dashboard) specifying that all Documents shown must also have Task ID is Blank (i.e. "NOT Task Level") would do the trick.

Regards,

Doug

[GeraintJo]

Thanks Doug,

I think I've pushed things as far as I can with your help.

Much appreciated

Geraint