Template Usage

[MichelleBo1]

In an effort to clean up some of what was left from a previous SA, I would like to delete some of what I think are unused templates. I can't seem to get the right reporting to show me which active templates have not been used to create a project in the last year. Michelle Bowden Fiserv ETG

[TerryHy]

The EXISTS (or in this case NOTEXISTS) text code should be able to work for this. Taking text code from a "Programs Without Projects" report that I have for admin cleanup, I just changed a couple of items to get the following - on a Template report, in the Filter tab, switch to text mode and add: EXISTS:a:$$EXISTSMOD=NOTEXISTS EXISTS:a:$$OBJCODE=PROJ EXISTS:a:templateID=FIELD:ID isActive=true isActive_Mod=eq This will give you Active Templates that do not have any Projects associated to them at all. It doesn't do the subset of within the last year, but gets you part of the way for admin cleanup. I tested out the results of the above report by going to a Projects report afterward and filtering on the template id/name to see if any projects popped up, and none did. Terry Hynd EBSCO Information Services

[MichelleBo1]

Thank you so much @Terry Hynd . This got me what I needed. Michelle Bowden Fiserv ETG

[JillAc]

Bringing this up to the top because it's a good filter, but hoping to find a way to see when was the last time a template was used to create a project -- I can't find a "last used date" field - or "last project this was used for"

I found this idea so I'm thinking what I want isn't possible but getting me any closer to figuring out which templates I can ignore would be great https://one.workfront.com/s/idea/0874X000000oO7mQAE/detail

.

[skyehansen]

hey Jill, you will want to add a couple more lines to that exists statement about the project's entry date.

(i.e. Terry's statement says "find me any templates where no projects were created off them". You want one that now says "find me any templates where no projects have been created off them in the past year" -- or whatever your date is. )

And both of these are great filters to have, but they don't cover the concept of sub-templates -- templates applied after a template has already been applied. Any template that was created for the purpose of attaching partway through the project should be carefully labeled or marked in some way so it doesn't accidentally fall prey to these exists statements.

[JillAc]

Ok I'm answering myself because I found a workaround that involves Excel, so not within WF as I hoped, but I have my answer. I make a PROJECT report for a given time period (ie the last year) and then I have a column that shows which template was used on each project. Then I export to Excel and pivot table and voila, there I have it, all the templates used in the last year.

[NicholeVargas]

Adding a reply here so the following text mode filter exists in the Experience League Community (and search) for those interested in project template cleanup.

EXISTS:A:$$EXISTSMOD=NOTEXISTS
EXISTS:A:$$OBJCODE=TASK
EXISTS:A:entryDate=$$TODAY-1y
EXISTS:A:entryDate_Mod=gte
EXISTS:A:templateTask:templateID=FIELD:ID
EXISTS:B:$$EXISTSMOD=NOTEXISTS
EXISTS:B:$$OBJCODE=PROJ
EXISTS:B:entryDate=$$TODAY-1y
EXISTS:B:entryDate_Mod=gte
EXISTS:B:templateID=FIELD:ID

Step 1: Create a template report

Step 2: Add the above text mode filter

Step 3: Save and Close.

NOTE: This report will identify templates that have not been used to either create a project or have been attached to a project in the past year. One caveat is that in order to figure out whether or not a template was used as an attachment, it is dependent on that template having tasks in it. If a template has no tasks and is only used to attach something like queue settings, then it will always show up as “unused” in this report