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Manage record views

Last update: Tue Nov 26 2024 00:00:00 GMT+0000 (Coordinated Universal Time)

CREATED FOR:

  • User
  • Admin

The highlighted information on this page refers to functionality not yet generally available. It is available only in the Preview environment for all customers. After the monthly releases to Production, the same features are also available in the Production environment for customers who enabled fast releases.

For information about fast releases, see Enable or disable fast releases for your organization.

IMPORTANT
The information in this article refers to ÃÛ¶¹ÊÓƵ Workfront Planning, an additional capability from ÃÛ¶¹ÊÓƵ Workfront.
You must have the following to access Workfront Planning:
  • A new Workfront package and license. Workfront Planning is not available for legacy Workfront packages or licenses.
  • A Workfront Planning package.
  • Your organization’s instance of Workfront must be onboarded to the ÃÛ¶¹ÊÓƵ Unified Experience.
For a complete list of requirements to access Workfront Planning, see Access overview.
For more information about Workfront Planning, see ÃÛ¶¹ÊÓƵ Workfront Planning overview.

After selecting a record type in ÃÛ¶¹ÊÓƵ Workfront Planning area, you can display all the records of that type in the following views:

This article describes the following information about record views:

Access requirements

Expand to view access requirements for Workfront Planning.

You must have the following access to perform the steps in this article:

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Products

  • ÃÛ¶¹ÊÓƵ Workfront

  • ÃÛ¶¹ÊÓƵ Workfront Planning
ÃÛ¶¹ÊÓƵ Workfront plan*

Any of the following Workfront plans:

  • Select
  • Prime
  • Ultimate

Workfront Planning is not available for legacy Workfront plans
ÃÛ¶¹ÊÓƵ Workfront Planning package*

Any

For more information about what is included in each Workfront Planning plan, contact your Workfront account manager.
ÃÛ¶¹ÊÓƵ Workfront platform

Your organization's instance of Workfront must be onboarded to the ÃÛ¶¹ÊÓƵ Unified Experience to be able to access all the capabilities of Workfront Planning.

For more information, see ÃÛ¶¹ÊÓƵ Unified Experience for Workfront.
ÃÛ¶¹ÊÓƵ Workfront license*

Standard

Workfront Planning is not available for legacy Workfront licenses
Access level configuration There are no access level controls for ÃÛ¶¹ÊÓƵ Workfront Planning
Object permissions

Manage permissions to a view

View permissions to a view to temporarily change the view settings
Layout template All users, including Workfront administrators, must be assigned a layout template that includes the Planning area in the Main Menu.

*For more information about Workfront access requirements, see Access requirements in Workfront documentation.

Considerations when working with record views

  • Views in Workfront Planning are record type-specific. You cannot apply the same view to two different record types.

  • Views that you create are visible only to you and users who you share the views with.

  • When you modify or delete a view, it is modified and deleted for all users who have permissions to the view.

  • Each user can create a maximum of 100 views. You can display more than 100 views for a record type, but one user can create only 100 views.

  • You can share views you create with others. For information, see Share views.

  • The following elements are unique to each record view:

    • Filter
    • Grouping
    • Sort
    • Bar appearance (for the timeline view)

    For example, when creating a filter in a table view, the filter results are visible only in the view selected and not in all the views associated with the record type.

    note note
    NOTE
    Some view elements might not be available to all views.

Similarities and differences between record views

The following table shows the similarities and differences between the table, timeline, and calendar views:

Feature
Table view
Timeline view
Calendar view
Display records in a list or table
✓
Display all fields as columns in the table, by default
✓
Hide or show fields (or columns)
✓
Edit field values for each record
✓
Add records as new rows in the view
✓
Add fields as new columns in the view
✓
Copy rows from an external list and paste them in a table
✓
Display records in a timeline
✓
Filter records
✓
✓
✓
Display records on a calendar
✓
Group records
✓
✓
Sort records
✓
Color-code records
✓
✓
Color-code groupings
✓
Search for specific records
✓
✓
Share the view with others
✓
✓
✓
Open the record’s page from the view
✓
✓
Display records by year and quarter
✓
Display records by month
✓
✓
Display records by week
✓

Create or edit views create-or-edit-views

  1. Click the Main Menu icon Main Menu in the upper-right corner of ÃÛ¶¹ÊÓƵ Workfront, or (if available), click the Main Menu icon Main Menu in the upper-left corner, then click Planning.

    The Workfront Planning landing page opens.

  2. (Optional and conditional) If you are a Workfront administrator, click one of the following tabs:

    • My workspaces: Displays workspaces you created.
    • Other workspaces: Displays all workspaces in Workfront Planning, including the ones shared with you.

    For all other users, all workspaces you created or are shared with you display in the Workspaces area.

  3. Click the card of a workspace.

    The workspace opens and the record types display as cards.

  4. Click a record type card.

    The record type page opens.

    By default, all the records of the selected type display in the table view.

  5. Click + View to add a new view.

  6. Select from the following types of views:

    • Table
    • Timeline
    • Calendar

    A new tab is created with the selected view.

    Depending on the width of your screen, additional views might display in the More menu .

TIP
When you create a record type, the table view is also created by default.
To create a timeline or a calendar view, the record type you build the view for must have at least two date fields.
Otherwise, the Timeline and the Calendar options are dimmed.

  1. (Conditional) Click Next, when creating a timeline or calendar view.

    By default, Workfront gives the view one of the following names:

    • Table < number >
    • Timeline < number >
    • Calendar < number >

    The number is an automatically generated increment.

  2. (Conditional) Select the Start and End dates for the records that will display in the timeline or calendar view.

    note tip
    TIP
    You can select from record date fields, or lookup date fields from connected record or object types. You must use aggregators for date fields (MAX or MIN) when you select lookup fields as Start and End dates for the timeline and calendar views. For information, see Connect record types.

  3. Click Create.

    The view displays as a new tab. Views display in the chronological order from when they were created or shared with you.

  4. (Optional) Click the More menu next to the last view to display all views for the selected record type.

    Additional views display under the More menu after the last view tab. The number next to the More menu shows the number of additional views.

  5. (Optional) To rename a view after it is created, click the view drop-down menu, then click the More menu > Rename to update the view name

    Or

    Double-click the view name and start typing the new name.

  6. (Optional) To manage a specific type of view, see the following articles:

Delete views

  1. Click the Main Menu icon Main Menu in the upper-right corner of ÃÛ¶¹ÊÓƵ Workfront, or (if available), click the Main Menu icon Main Menu in the upper-left corner, then click Planning.

    The Workfront Planning landing page opens.

  2. (Optional and conditional) If you are a Workfront administrator, click one of the following tabs:

    • My workspaces: Displays workspaces you created.
    • Other workspaces: Displays all workspaces in Workfront Planning, including the ones shared with you.

    For all other users, all workspaces you created or are shared with you display in the Workspaces area.

  3. Click the card of a workspace.

    The workspace opens and the record types display as cards.

  4. Click a record type card.

    The record type page opens.

    By default, all the records of the selected type display in the table view.

  5. Hover over one the of the view’s names in the view tab, then click More to the left of the view name, then click Delete.
    First, you might need to click More to the left of the last tab to find the view you want to delete.

  6. Click Delete to confirm.

    The view is deleted for all users who can access the records area and it cannot be recovered.

Duplicate a view

If you want to keep multiple versions of a view and make slight changes between the versions, you can duplicate a view.

Duplicating a view creates identical copies of an existing view.

The sharing permissions of the original view do not transfer to the duplicated view.

  1. Click the Main Menu icon Main Menu in the upper-right corner of ÃÛ¶¹ÊÓƵ Workfront, or (if available), click the Main Menu icon Main Menu in the upper-left corner, then click Planning.

    The Workfront Planning landing page opens.

  2. (Optional and conditional) If you are a Workfront administrator, click one of the following tabs:

    • My workspaces: Displays workspaces you created.
    • Other workspaces: Displays all workspaces in Workfront Planning, including the ones shared with you.

    For all other users, all workspaces you created or are shared with you display in the Workspaces area.

  3. Click the card of a workspace.

    The workspace opens and the record types display as cards.

  4. Click a record type card.

    The record type page opens.
    By default, all the records of the type selected display in the table view.

  5. Hover over the tab of the view you want to duplicate, and click the More menu to the right of the view name, then click Duplicate.

    The view is duplicated and the new view’s name follows the following pattern: Original view's name (Copy). The new view tab displays at the end of all view tabs.

Enable the real-time presence indicator in a view

The avatars of other users who are editing record information at the same time as you display in the upper-right corner of all record views, by default.

When you display the table view, you can also view which field another user is editing at the time you are viewing the record.

  1. Go to a record type page and open any view.

  2. (Conditional) If there are other users editing the records of the selected type at the same time, their avatars display in the upper-right corner of the view.

  3. Click the drop-down menu next to the avatars, the select the Show collaborators toggle. The toggle is selected by default.

  4. (Conditional) Open a table view, and the field which another person is actively editing is highlighted in the color corresponding to the outline of their avatar in the table view.

    If the highlight color of the avatar is gray, the user stopped actively editing the record more than 30 seconds ago.

    note tip
    TIP
    You can select the Show collaborators toggle from any view. The field currently edited by others is outlined only in the table view.
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