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Reporting Essentials

Course and Exercise Manual


Copyright © 2013 AtTask, Inc.

All rights reserved.

No part of this publication may be reproduced, stored in any retrieval system, or transmitted, in any form, or by any means, whether electronic, mechanical,
photocopying, sound recording, or otherwise, without the prior written consent of AtTask, Inc., except as permitted by law.

Printed in the United States of America.

July 2013 (rev. 20130826)

2
How to use the participant workbook
This workbook is designed to increase your knowledge of the AtTask tool. The
margins on the left are indented to take notes and record any “ah ha” moments
you want to remember as you progress through the course.

To Get the Most From This Course:

∞∞  our instructor will guide you through the objectives and give exam-
Y
ples throughout the course. Follow along as the instructor demonstrates
AtTask using a real-life scenario.

∞∞  efrain from distractions. It is best to find a quiet workspace where you


R
can focus your attention fully on the course.

∞∞  ait until the instructor gives you directions to begin the simulated ex-
W
ercises. Once you understand the concepts, you will be able to complete
the exercises.

Objectives

∞∞  his training is objective based. Each chapter begins with an objective


T
and explains the specific skill or process you will be able to accomplish
once you complete this course.

Scenario / Simulation

∞∞  t the end of each chapter, you will have the opportunity to practice
A
what has been taught in a simulated environment. It is recommended
you complete all exercises to allow the instructor to see if there are con-
cepts that need to be discussed further.

∞∞  he included scenarios present a possible “real life” use case that relates to the
T
topic discussed. Instruction for the course will follow these scenarios.

3
Table of Contents

Chapter 1- Terms and Definitions 5 Delivery 52


Prompts 53
Definitions  6
Chapter 8 - Creating Original Reports 55
Chapter 2- Understanding Reporting Components 8
Creating Reports 57
Basics Of Reporting Components 9 Reports With Charts 60

Chapter 3 - Work Intelligence: Groupings 11 Chapter 9 - Work Intelligence: Matrix Reports 64

Creating A Grouping 14 Creating Matrix Reports 66

Chapter 4 - Work Intelligence: Views 16 Chapter 10 - Sharing Reports 70

Creating Views 18 Report Distribution 72


Advanced View Settings 21 Dashboards 74

Chapter 5 - Work Accountability: Filters 27 Chapter 11- AtTask Support & Services 76

Creating Filters 29 AtTask Community 77


Wildcards 31 Education Services 78
Filter Qualifiers 35 Support Services 81
Or Qualifier 37 Consulting Services 82
Customer Success Program 83
Chapter 6 - Working with Calendars 41
Appendix
Calendar 43
Working With Calendars 44 Appendix A: Qualifiers 85
Appendix B: Wildcards 87
Chapter 7- Work Intelligence: Reports 47 Appendix C: Multi Currency Reports 90
Practice Exercise Answers 91
Creating Detailed Reports 49

4
Chapter 1 Terms and Definitions

Objectives
After completing this chapter, you will be able to:

∞∞  nderstand common AtTask terms and


U
their definitions

5
Definitions
Advanced Options Refers to the tool found on the builder interface that provides the ability to set conditional column-style formatting of text
and images based on criteria you select. For example, you may want to show all parent tasks in a bold font-face, or you may
want to display the Planned Completion Date in a red font if the task is late.

Bean or JavaBean A Bean represents a reusable programming element. The term Bean identifies relationships between different objects in
the AtTask application (which correspond closely to the table structure of the AtTask database). It is important to be familiar
with these relationships as you attempt to display additional attributes about an object that are not available in the basic
reporting tools. These relationships are identified in the Table of Databases Relationships on the AtTask Community.

Builder Interface The Builder Interface is the series of drop-down fields presented on the New/Edit View, Filter, and Grouping screens. It
provides an intuitive mapping of the bean relationships to assist in identifying the columns in a view, the criteria of a filter,
and the common attributes of a grouping.

Camel Case  Camel Case refers to a specific way to write programming elements to string multi-word attributes together. The rules are
that the first letter of the first word is lower case, there is no space between the words, and the first letter of any subsequent
word is uppercase. For example, Home Group would be rendered homeGroup, Resource Pool would be resourcePool, and
Actual Start Date would be actualStartDate.

Fields Fields is the AtTask term for custom data field. Fields are created and then added to a custom data form to supplement the
core fields provided in the system.

Field Name The Field Name provides a list of available attributes to identify the value that will be displayed in a view, or used in the
condition of a filter, or as the common element of a grouping. The options in the Field Name field are dependent on the
Field Source selection. For example, if you create task view and wish to display the Planned Start Date, you would select the
Planned Start Date Field Name – it is an attribute that describes the task.

Field Source The Field Source provides a list of available objects that can be referenced on a view, filter, or grouping. The options in the
Field Source are dependent on the object type of the UI Element being created. The Field Source allows you to reference
attributes from objects other than the object type of the UI Element. For example, if you create a task view and wish to
display the project name in a column, you would select the Project Field Source and the Name Field Name.

Filter The Filter determines the results that will be displayed in a report.

Chapter 1—Definitions 6
Form Form is the AtTask term for custom form. Fields and sections are added to forms, which are then attached to an object to
extend the database beyond the core fields provided in the system.

Grouping The Grouping identifies how a list of results will be organized. The Grouping creates horizontal bars throughout the report
to group the results by common attributes defined by the Grouping. Groupings are used in Matrix Reports to determine the
axes of charts and tables.

Layout Template A Layout Template is the package of reporting elements distributed to users. The Layout Template is defined by the System
Administrator and identifies the tabs and reports that will display in the user’s workspace. A Layout Template is different
from a Dashboard. A Dashboard tab is defined by the end-user to supplement the reports distributed through the Layout
Template. The Layout Template is assigned to the user through the template setup.

Object or Object Type An Object is an AtTask application element (i.e., Project, Task, Group, Company, Filter). The Object Type is used when
creating a new Report, View, Filter, or Grouping to identify which Object is the focus of the report.

Qualifier The Qualifier field appears on the New/Edit Filter screen and the Advanced Setting screen for a view. Its purpose is to
provide a way to determine how the Field Name of the filter or condition will be compared to another field or value. For
example, the qualifier determines if the task’s Planned Start Date is equal to, greater than, or less than today’s date.

Report A Report is the combination of a view, a filter, and (sometimes) a grouping. The purpose of a report is to display data
consistently across users, to distribute information, and to eliminate the need to run the same search or query on a regular
basis.

Text Mode Interface Text Mode Interface (referred to as Text Mode in this course) provides the ability to modify/manipulate custom views,
filters, and groupings created through the Builder Interface. It is suggested that report elements are initially created through
the Builder Interface and then converted into the Text Mode after they have been saved to simplify advanced view, filter,
and grouping creation.

User Interface (UI) The term UI refers to the components or building blocks of a report. Namely, the View, Filter, and Grouping.

View The View identifies the column headers that will be displayed across the top of a list report.

Chapter 1—Definitions 7
Chapter 2
Understanding Reporting Components

Objectives
After completing this chapter, you will be able to:

∞∞  nderstand the basics of reporting


U
elements

8
Basics Of Reporting
Components
In AtTask, all the different elements that can
be pulled into a report are stored in a database
(think Excel workbook). All items relate to each
other, allowing users to locate them in AtTask
to develop reports. The Table of Database
Relationships, available on the community site,
is a great starting point in understanding the
relationships between items in the system and
how they relate to each other.

An example of what the Table of Database


Relationships looks like is shown to the left.

The Table of Database Relationships equates to


reporting components: The image displays the
Status option on Projects.

Project- Field Source

Status- Field Name

Option Label- Values

There are four major components to creating


any reporting element or report: Object type,
Field Source, Field Name, and Value.

Chapter 2—Basics Of Reporting Components 9


The previous image demonstrated the relationships between Source, Name, and
Value. The Field Source (FS) will drive what is populated in the Field Name (FN).
For example, Projects (FS) a have Status (FN) but not Severity (FN). You would
need to look at Issue (FS) to find Severity (FN) information.

The Field Name will drive the Value (V). For instance, Status can be displayed
in Current, Planning, or Dead on a Project. Not all Field Names will have a
predetermined Value attribute. For example, dates or planned hours do not have
built in options for users to select on reports.

Object Type is the most important of all the reporting components. It will drive
everything on a report. Projects (FS) will have Status (FN) that are different from
that of Issues or Tasks. In order to gather information on a project’s status, you
need to set an object type that will make it available to gather this information.
For example, using either Project or Task reports will be the object type for this
report. Other chapters in this book will revisit using Object Types.

Learning about field sources and field name relationships can be confusing. Let’s
create a relationship using a common example like an Excel spreadsheet.

Object Type- Spreadsheet Work Book, like Excel

Field Source - Sheet

Field Name - Column

Value- Information in the Cell

The workbook (Excel file) will drive what Sheets (FS) you have access to. A Sheet
(FS) will determine what columns (FN) you can access and ultimately what
information you should see in a report. The Columns (FN) will contain the
specific information (Value), aka the data, you want to have displayed in a report.

We will be utilizing these concepts throughout this course as we build reporting


elements and reports.

Chapter 2—Basics Of Reporting Components 10


Chapter 3
Work Intelligence: Groupings

Objectives
After completing this chapter, you will be able to:

∞∞  nderstand the reporting element:


U
Groupings

∞∞  nderstand how to build and use


U
Groupings on reports

11
The Story
Marketing IT PMO
Top Pains The Director of Marketing The Director of IT would The PMO Director would like
would like to see projects like to see projects grouped to see projects grouped by
grouped by completion date by completion date and completion date and priority.
and priority. priority.
Create a two-tiered grouping
Create a two-tiered Create a two-tiered that groups project data by (1)
grouping that groups grouping that groups the project’s completion date
project data by (1) the project data by (1) the and (2) by the project’s priority.
project’s completion date project’s completion date
and (2) by the project’s and (2) by the project’s
priority. priority.

Chapter 3—Basics Of Reporting Components 12


Groupings
Groupings organize data into datasets.
Groupings make it easier to digest information
and provide useful subsets and categorization
of presented data. For example, you might
group a list of tasks by Planned Completion
Date to quickly identify which tasks are due
this week, the following week, or the following
month.

Another example would be to group ‘Hours


by Company’ to get a total number of hours
worked on projects for a particular client.
Groupings can be set up within an existing
report. It is possible to modify a preexisting
Grouping or create your own in the builder
interface. It is possible to add up to three levels
of groupings on a Report.
When establishing a grouping it helps to ask:
“How do I want my results separated?”

Scenario:
On the My Projects Report, we want to see
the upcoming due dates for our projects.
Separate the data by Planned Completion
Date and Project Priority. This will provide
a quick and easy view into which projects
have similar due dates and need your
attention.

Chapter 3—Creating a Grouping 13


Creating A Grouping
To Create a Grouping
1.    Select the Grouping option from the My Projects report.

2.    Select ‘New Grouping’.

3.    Input a name for the grouping (such as “Completion Date by


Project” or “Project / Completion Date”) to communicate to others
when they might want to use this grouping.

4.    Select the ‘Add Grouping’ button.

5.    In the search box, find the field source and expand to see field
names or use the search bar to type in the field name ‘Completion
Date’.

6.    Under Project (FS) locate and select ‘Planned Completion Date’


(FN).

7.    Set the Group by Date to Month.

8.    Select the ‘Add Grouping’ button.

9.    Repeat the process this time looking for ‘Priority’.

10.    You can preview the grouping at the bottom of the light box.

11.    Click the ‘Save Grouping’ button when done.

Note:
Many users find it easier to locate information by Field Name rather than
scrolling through all Field Sources. Typing a keyword will show all the
available field sources.

It is possible to remove a grouping from the builder interface by selecting


the X at the end of the object on the viewer.

Chapter 3—Creating A Grouping 14


Practice Exercises

1.    Create a Project Level grouping. Develop a Group to look at your Projects by department.

2.    Create a grouping to sort your projects by the month they are planned to be completed.

Practice Exercises answers found in appendix

15
Chapter 4 Work Intelligence: Views

Objectives
After completing this chapter, you will be able to:

∞∞ Understand the reporting element: Views

∞∞ Know how to create Views

∞∞  now how to use Advanced Setting


K
options with Views

16
The Story
Marketing IT PMO
Top Pains Create a Custom View The Director of IT would The PMO Director would
called My Standard View like to see a custom like to see a custom
to be utilized on a Tasks view available for each view available for each
report. The view should IT employee. Create a PMO employee. Create
contain the following Custom View called My a Custom View called
elements: Standard View to be My Standard View to be
utilized on a Tasks report. utilized on a Tasks report.
Task Name The view should contain The view should contain
the following elements: the following elements:
Project Name
Task Name Task Name
Assigned to Name
Project Name Project Name
Task Duration
Assigned to Name Assigned to Name
Planned Hours
Task Duration Task Duration
Actual Hours
Planned Hours Planned Hours
Planned Completion Date
Actual Hours Actual Hours
Percent Complete
Planned Completion Date Planned Completion Date
Custom Data
Percent Complete Percent Complete
Status Icons
Custom data Custom Data

Status Icons Status Icons

17
Creating Views
In AtTask, views organize information into
columns. Views are the eyes of a report and
shape what is shown about an object. There is
no limit to the number of columns in a view.
Creating a View is all about: “What do I need to
See” in my report.

Scenario:
Create a new View that combines elements
from the Project Outline and Standard
Views available on Task Reports provided
with AtTask. Also combine Custom Data
elements.

∞∞ Task Name

∞∞ Project Name

∞∞ Assigned To Name

∞∞ Duration

∞∞ Planned Hours

∞∞ Planned Completion Date

∞∞ Progress Status

∞∞ Percent Complete

∞∞ Custom Data

∞∞ Status Icons

Chapter 4—Creating Views 18


To Create Custom Views
1.    On the My Tasks report use the header to go to the
View menu. Select New View.

2.    P rovide a name to the view to identify what the view


contains, i.g. Standard Outline View.

3.    Select the ‘Add Columns’ button.

4.    Adding fields: Use the search box to type field name


keywords.

5.    Scroll to find the Field Source Task and then within the
FS, locate the FN option for the column like Name.

6.    Continue to add columns to the view.

7.    Select Save View to solidify changes.

Preset Columns:
When creating a new view columns generate several preset
columns in the column preview area. Keep the columns or
remove them according to your needs. These columns show the
most commonly used options for the object type of your report.

Rearranging Column Order


Columns can be rearranged within the preview area. After
selecting the column to adjust, it will become highlighted (blue).
You can drag & drop the selected column.

Chapter 4—Creating Views 19


The Story
Marketing IT PMO

Top Pains You want your task views You want your task views The PMO office wants to
to display parent tasks in to display parent tasks in keep apprised of late tasks
a bold red-faced font. For a bold red-faced font. For quickly on a report. Set late
consistency in reporting, consistency in reporting, tasks in red font with a green
set up advanced settings to set up advanced settings to background.
display all parent tasks in a display all parent tasks in a
bold font. bold font.

20
Advanced View
Settings
When working with Views, a column can be
formatted to highlight or reflect information
that is critical or important to display within
the report you are viewing. Several areas
within a column can be modified.

Column Settings

Summarize
The summarize option allows data to be
aggregated in the column.

In the previous lesson, Planned Hours were


summarized. On the Standard Project View,
choose the Project option from the Grouping
drop-down. AtTask will summarize all planned
effort for each task in the project and provide
the roll-up to the grouping bar (shown as a
darker blue).

Notice that on the Cruzer Website project that


only five hours are displayed. This is because
the other tasks are parent tasks.

Chapter 4—Advanced View Settings 21


Advanced Setting

Custom Column Label


The header of a column can be adjusted to
display information in a way that may be more
meaningful for users.

For example, you may wish to abbreviate the


Assignments label or expand the Planned
Hours label (Pln Hours).

Field Format
Formatting a column specifies how data will
be output to that column. In most cases, this
option is left as the default. The Format is most
useful when dealing with dates or numbers
and displays them in several different formats.

For example, dates can appear as: 10/12/08 or


October 12, 2008.

Chapter 4—Advanced View Settings 22


Show Column
As Dashboards are defined, you will have the
option to use a multi-column layout, which
sets two reports side-by-side. Only columns
defined as part of this view will appear in the
condensed version of a report residing on
a multi-column dashboard. If no column is
defined, then AtTask displays the first column
of the view.

Column Rules
Within Advanced Settings of the view builder
you are provided with the option to create
views and reports that include conditional
formatting of the text. Similar to Conditional
Formatting in Excel or other spreadsheet
applications, the utility customizes the font
color, style, and background color of a column
or row based on input criteria.

Chapter 4—Advanced View Settings 23


SCENARIO
Task views will display both parent (or
summary) tasks and children (or subtasks).
As reports are created, you will likely want to
apply the conditional formatting to highlight
these tasks.

To Apply a Condition to an Existing View


1.    Find the custom view created in the
previous lesson and access the builder
interface.

2.    Select the Name column, and then the


Advanced Options in the right corner.

3.    Select ‘Add Column Rule’.

4.    Set a rule using Field Source and Name


relationships. Apply the Number of
Children field names for Tasks (FS).

5.    Select the Greater Than Qualifier and


input zero (0) into the Value field.

6.    Select a text color from the drop down


option. If you mark entire row, the effect
applies to the entire row.

7.    Click ‘Add Rule’ to set the style setting


and click ‘Save View’ to commit the
changes to the view.

Chapter 4—Advanced View Settings 24


Scenario
A common style format condition is to show
late tasks in a red font color or with a green
background. Set up this conditional format.

To Change the Font Color of Late Tasks


1.    Find the custom view created in the
previous lesson and access the Edit View
builder interface.

2.    Select the ‘Advanced Options’ link for the


Planned Completion Date column. This
column is impacted by the condition.

3.    Select the ‘Add A Column’ rule button.

4.    Change to the Task field source, use the


Progress Status field name to show late
tasks.

5.    Select the Equal Qualifier and input Late


into the Value/Range field.

6.    Select a background color icon.

7.    Click the font color icon – select the


white square from the color palette.
(Optional)

8.    Click ‘Add Rule’ to set the style setting.

9.    Click Save on the view to commit the


changes.

Chapter 4—Advanced View Settings 25


Practice Exercises

1.    Create a new view for project reports. On the view identify the following columns: Project
Name, Owner Name, Planned Start Date, Planned Completion Date, Duration, and Percent
Complete. Name the View ‘Basic View’.

2.    Rename the ‘Start On’ and ‘Due On’ columns to ‘Start’ and ‘Finish’ respectively.

3.    Add a conditional format rule to the ‘Basic View’. On the Finish column, have results that
finish this quarter display green.

4.    Set another rule to include results that are set to be completed next quarter show blue on
the View.

Practice Exercises answers found in appendix

26
Chapter 5 Work Accountability: Filters

Objectives
After completing this chapter, you will be able to:

∞∞ Understand the reporting element: Filters

∞∞  nderstand how to create and use Filters


U
on reports.

27
The Story
Marketing IT PMO

Top Pains Create a filter for the Create a filter for the The PMO office wants to see
Marketing Group to be used IT Home Group so the all late tasks that are due to be
on task reports showing Late logged in user can see all complete in the next 3 weeks.
Tasks that are Assigned to Me incomplete tasks for the
group they belong to.

28
Creating Filters

AtTask features a wide range of filters that


enable users to define reports to display
information from the databases that are
important to them. For example, if you are
reviewing a task-detailed report and want to
see only unassigned tasks, you could select a
filter to show only unassigned tasks.

The majority of filters are self-explanatory and


useful, but filters can be made to meet your
organization’s specific needs. In the following
example, you will create a filter that shows all
late tasks that are assigned to the logged in
user.

As you get ready to create the filter ask:


“What is this report about?” to help define the
parameters.

Scenario
Create a filter to be used on task reports
showing only assigned to “me” and late
tasks.

Chapter 5—Creating Filters 29


To Create a Custom Filter:
1.    Go to the My Tasks report from the Reporting area.

2.    Select ‘New Filter’ from the Filter menu.

3.    Give the filter the name ‘Late/Assigned to Me’.

4.    Identify what is needed as part of your filter.

5.    Search for Progress Status (FN) in the search bar for


Tasks (FS).

6.    Select the Qualifier ‘Equal’, setting the Value to ‘Late’.

7.    On the next filter look for ‘Assigned To’ (FS).

8.    Using a Wildcard in the Value field will let the report


function for all users or we can tie the filter to the
logged in user.

9.    Using ‘$$USER.ID’ in the value field will allow the filter


to apply to any user who utilizes the report.

10.    Set the filter to pull tasks from only current projects,


search for the Status associated with Project.

11.    Repeat this for Tasks searching for ‘Status’.

12.    Save the filter.

Field sources with predefined values will populate in the value


area for users.

The Table of Database Relationships can help expand on which


Field Name to use to locate the Status and Progress Status of
objects.

Chapter 5—Creating Filters 30


Wildcards

Wildcards can be a great tool in helping to make


User Attribute Variables Description
reporting elements universal. For example, you
can use Wildcards to set up one filter to apply to all
$$USER.ID $$USER.ID is a variable equal to the logged in user’s ID. This is the ID used to
users in your organization to show the logged in
identify work assignments and who created each object. Therefore, it is the
users Tasks, rather than creating a filter for each
variable used on the ‘My’ reports, such as ‘My Tasks’, ‘My Projects’, ‘My Hours’, etc.
AtTask user.

This wildcard option decreases the number of reports an Implementation Manager


To the right are the common replacement values
needs to create because the same report can be used for several users and the
used on filters for users to make reporting
results will change based on the logged in user’s ID.
elements dynamic.

$$USER.name The $$USER.name variable allows you to do name matches in a filter. It provides
Additional wildcards can be found in Appendix B.
the logged in user’s full name (first name + last name). This is not the logged in
user’s username.

$$USER.homeGroupID The $$USER.homeGroupID variable identifies the logged in user’s home group
ID. This is used primarily for group managers that want to see only objects related
to their home group. For example, a manager may want to see all incomplete
tasks on projects in his group: Project: Home Group ID = $$USER.homeGroupID
Percent Complete < 100 .

Or a manager may want to see all incomplete tasks assigned to individuals in her
group: Assigned To: Home Group ID = $$USER.homeGroupID Percent Complete
< 100 .

Chapter 5—Wildcards 31
Date Based Wildcards
Date wildcards can be combined with the
attribute ‘q’, ‘h’, ‘d’, ‘w’, ‘m’, ‘y’ for calendar
quarter, hour, day, week, month, year,
respectively.

The modifier ‘b’ and ‘e’ stand for ‘beginning’


and ‘ending’, respectively.
Date-Based Variables Description

The operators ‘+’ and ‘-’ are used to add or


$$NOW This option is used in combination with
subtract values from the wildcard.
any date filter attribute. For example, you
may want to display all hour entries up to
The wildcard, ‘$$TODAYb+2w’ is the same as
the current time. This is done by using the
saying, ‘Two weeks from the beginning of this
following expression Planned Start Date
week’.
< $$NOW. This is preferable to defining a
filter to use the current date and time so
The wildcard ‘$$NOW+2h’ is the same as
that you do not have to modify the filter
saying ‘two hours from now’.
in the future. $$NOW is equal the current
date and time.
There are several built-in date wildcards like
This Quarter or Next Week available to use in
$$TODAY This option can be used in combination
Filters.
with any date filter attribute. For example,
you may want to display all tasks due
before today. This is done by using the
following expression Planned Start Date <
$$TODAY. This is preferable to defining a
filter to use today’s date so that you do not
have to modify the filter tomorrow, or next
week, next month. $$TODAY is equal to
midnight for the current day.

Chapter 5—Wildcards 32
Using WIldcards

Scenario
Create a filter looking at late tasks that are
due to be completed within the next three
weeks.

To Create a Filter Using Date Wildcards


1.     G
 o to the My Tasks report from the
Reporting area.

2.    From the Filter menu, highlight Late


Tasks/Assigned To Me, scroll down
and select the Customize Filter
option.

3.    Give the filter a new name ‘Late Tasks


due to be completed within 3 weeks’.

4.    Customizing the filter, allows the


addition of the attribute for time.

5.    Select ‘Planned Completion Date’.

6.    Use the ‘Less than/Equal’ Qualifier, to


find tasks before the three-week time
frame ends.

7.    Set the Value to ‘$$TODAYe+3W’ to pull


tasks within the next three weeks.

8.    Select ‘Save as New Filter’.

Reminder
Most Wildcards need to be written in
camelCase.

Chapter 5—Wildcards 33
Scenario:
Create a Filter that looks at Incomplete
Tasks for the logged in user’s Home Group.

To Create a Filter using User Wildcards


1.    G o to the My Tasks report.

2.    Select New Filter from the Filter menu.

3.    Give the filter a new name, Incomplete


Tasks for Homegroups.

4.    Identify what needs to be part of your


filter.

5.    Using a Wildcard in the Value will let the


report function for all users or we can tie
the filter to the logged in user.

6.    Using ‘$$USER.homeGroup.ID’ in the


value field will allow the filter to apply to
any user who utilizes the report.

7.    Set the filter to pull tasks from only


current Tasks; search Status associated
with Tasks.

8.    Repeat this for Projects searching for


Status.

9.    Save the filter.

Reminder
Most Wildcards need to be written in camelCase.

Chapter 5—Wildcards 34
Filter Qualifiers
There are a number of qualifiers available
for custom filters to allow you to create the
specific filter that will meet your business and
reporting needs. The following tables describe
Text Attribute Qualifiers Description
the options for the two attribute types: text,
numeric and date.
Contains Searches for a portion of text throughout an entire text
string. It is case insensitive. Example: Defining a project
search on the Description field that contains Infinity
will capture anything with Infinity in it such as the
word ‘Infinity’. Will also search for ‘infinity’.

Does Not Contain The inverse of Contains. Any record that contains the
input text will be omitted from the results of the report.
Is case insensitive.

Equal Will return an exact match of the searched value.


Example: when searching for complete projects, ‘equal
CPL’ will return all projects in the complete status.
‘Equal CPL, CUR’ will return no results as a project
cannot be complete and current at the same time.

Not Equal The inverse of Equal. Any record that equals the input
text will be omitted from the results of the report.

Blank The field exists for the field source but has not been
given a value.

Not Blank The inverse of Blank. Assuming the field exists and
some value exists for the field.

Chapter 5—Filter Qualifiers 35


Date and Number
qualifiers
Date and Number Qualifiers Description

Equal Will return an exact match of the searched value. A filter with
‘equal CPL, CUR’ will return no results, as a project cannot be
complete and current at the same time.

Not Equal The inverse of Equal. Any record that equals the input text
will be omitted from the results of the report.

Is Blank The field is either blank in the field source, or does not exist
for that field source.

Is Not Blank The field exists for the field source and is populated with a
value.

Between Provides two value fields, which AtTask uses to search for all
results within the range of both fields including the values
entered.

Less Than Searches for all results with a lesser value than what is
entered excluding the entered value.

Less than Equal Searches for all results with a lesser value than what is
entered including the entered value.

Greater Than Searches for all results with greater value than the value
entered excluding the entered value.

Greater Than Equal Searches for all results with greater value than the value
entered including the entered value.

Chapter 5—Filter Qualifiers 36


Or Qualifier
Each line in a Filter is treated as an AND condition. However,
it is possible to include ‘or’ clauses to make your reports return
results that meet one of several conditions.

The OR option is used to minimize the number of reports that


have to be distributed to other users. For example, you might
combine the filters used for the following reports:

1.    My Upcoming Tasks

2.    Unassigned Tasks in My Roles

3.    Late Tasks in Owned By Me Projects

An OR statement provides the ability to combine all three of


the filters or clauses from these reports into a single report
displaying all of the tasks of interest to you. The Venn diagram
below illustrates that an OR statement provides all of the results
from all three clauses.

OR Statements
OR statements can only be applied through the Filter on the
Builder Interface.

To identify a line as an OR clause, select the And option


between the filter statements and change it to an OR. Your first
clause does not require an OR prefix.

Anything that represents a constant must be declared in each


clause.

Chapter 5—Or Qualifier 37


Scenario:
Use the Interface Builder to create a filter that searches for
incomplete tasks on current projects that are either assigned
to me or are unassigned in my job role.

To Create an Or Statement:
1.    From the Reporting area menu, select an existing Task
Report.

2.    Create a new Filter, and name the filter (e.g. Incomplete


tasks/Job role).

3.    Select the Percent Complete field name, select the ‘Not


Equal’ qualifier, and input ‘100’. Add a new Filter rule.

4.    Select Project Status, use the Equal qualifier, and input


‘Current’. Add A new Filter Rule.

5.    Select the ‘Assigned To’ field source, select the ID field


name, use the Equal To qualifier, and input ‘$$USER.ID’.
Add a new Filter Rule.

6.    Select the ‘Percent Complete’ field name, select the Not


Equal qualifier, and input ‘100’. Add a new Filter rule.

7.    Select Project Status, use the Equal qualifier, and input


‘Current’. Add a New Filter rule.

8.    Select the Assigned To field source, select the ID field


name, use the is blank qualifier, add a new filter rule.

9.    Select the Task Role ID field name, use the ‘Equal’


qualifier, and input ‘$$USER.roleID’.

10.    Click the ‘AND’ between Percent Complete and the


Second Project Status and change it to an ‘OR’.

Chapter 5—Or Qualifier 38


Limitations
There is a limitation when working with OR
statements. As the filter queries the database
it is limited to searching for five objects,
including the object for the report. When
you search this limit with in the builder only
eligible field sources will show in the search
drop down.

Also, be aware that OR statements cannot cross


objects. In other words, it will not give you the
ability to combine a task list and an issue list
into a single report.

Chapter 5—Or Qualifier 39


Practice Exercises
1.    Create a filter that will narrow projects to display results by the ‘In Trouble’ condition
status.

2.    Navigate to the People area, create a filter to view users by Job Role, look at users who
are listed as Project Managers.

3.    Create a filter on a project report that shows incomplete projects that were entered by
me or are owned by me.

Practice Exercises answers found in appendix

40
Chapter 6
Working with Calendars

Objectives
After completing this chapter, you will be able to:

∞∞  nderstand the basic structure of AtTask


U
calendars

∞∞ Know how to setup and share calendars

41
The Story
Marketing IT PMO

Top Pains Visualizing due dates for Understanding and The PMO office wants to see all
the various projects across visualizing due dates for of the projected end dates for
different clients. implementations within projects within the company so
the IT department as well as they can share this information
across the company. with vested parties. They want to
streamline the process so they are
not always having to maintain
manual files.

Chapter 6—Or Qualifier 42


Calendar
Looking to visualize all of your important
dates? AtTask Calendar shows actual, planned
and projected dates for projects, tasks, and
issues.

Using the Calendar is quick and easy. There


is a built-in guide for your first time visiting
the calendering page. Setting a calendar
for personal use requires the knowledge
learned with Filters to define the information
displayed in the calendar.

Calendars differ from other reporting


elements because on the same calendar
project, tasks and issues information can be
displayed. Nowhere else in AtTask can all of
these object types be displayed on the same
report.

Scenario:
You want a calendar that displays both of
your current tasks and projects over the
projected duration time frame.

Chapter 6—Calendar 43
Working With
Calendars
1.    Navigate to the Reporting area.

2.    Select the Calender tab.

3.    Select the ‘+New Calendar’ sub tab to


create a new calendar.

4.    Select ‘Add Advanced Item’.

5.    Give a name to the listing of items


“My Projects & Tasks.’

6.    Add filters for Current Projects &


Tasks that are assigned to you.

7.    Give the items a color designation.

8.    Set how the information will be


shown by dates and which dates to
use.

9.    Save your results.

Notes:
Once a calendar is created both the calendar
and the grouping can have names.

Groupings can be added to the Calendar using


the ‘Add to Calendar’ option. This allows the
creation of new filter groupings or addition of
a project by its name.

OR filters can also be used on Calendars.

Chapter 6—Working With Calendars 44


Additional Calender Functions
Summary Information
Selecting an item will provide summary details
of the item including Name, Originating
Project, Status, Assignment, Progress Status,
and Due Date.

Ad Hoc Events
Events on the fly can also be created within
a calendar to give a visual representation of
an event. These events are reportable as they
stand on their own.

Calendar Views
The Calendar can be displayed in week or
month format. When using the Week view,
weekends can be displayed or hidden.

Sharing Calendars
Calendars can be shared with others to
increase visibility of information. Calendars
can be shared with individuals, company-
wide, or the public. When sharing calendars,
the access rights of the calendar can be set. For
example, if you don’t want everyone to have
as much access to project information as you
do, then set the share rights to a user with an
access level less than yours.

Chapter 6—Working With Calendars 45


Practice Exercises
1.    Create a calender that looks at current projects, tasks and issues. Name it ‘Current Work‘.

2.    Create a calendar that you would use to maintain a visual representation of tasks.

Practice Exercises answers found in appendix

Chapter 6—Working With Calendars 46


Chapter 7 Work Intelligence: Reports

Objectives
After completing this chapter, you will be able to:

∞∞ Create Detailed Reports

∞∞ I ncorporate previously created reporting


elements: Views, Filters, and Groupings

47
The Story
Marketing IT PMO

Top Pains Create a Task report called Create a Task report called Create a Task report called
“Late Tasks by Project”, utilizing “Late Tasks by Project”, “Late Tasks by Project”, utilizing
the View & Filter from previous utilizing the View & Filter from the View & Filter from previous
lessons and grouping the report previous lessons and grouping lessons and grouping the report
by project. the report by project. by project.

Allow users to further filter this Allow users to further filter Allow users to further filter this
report by setting up Prompts this report by setting up report by setting up Prompts
based on Project & Task Status, as Prompts based on Project & based on Project & Task Status,
well as Project Name. Task Status, as well as Project as well as Project Name.
Name.

48
Creating Detailed
Reports
This lesson introduces the steps for building
detailed reports using the filters, views, and
groupings created in the previous chapters.

The first step to creating a report is to identify the


reporting elements: custom view, filter, and/or
grouping.

Scenario:
Create a report looking at Late Tasks
Assigned to the User, grouped by project.

Object Type will play an important role in


setting up the report. The created filter Late
Tasks Assigned to Me was on a Task Report, to
incorporate this filter a Task report is needed.
If a Project report was used, the filter would not
be available, only project related filters would be
available.

Chapter 7—Creating Detailed Reports 49


To Create a Report:
1.    Navigate to Reporting in the Global Navigation
Bar.

2.    Select the Reporting Tab.

3.    Using the New Report Button, identify what


type of report is being created: Task.

4.    In the light box, you will be directed to the


column builder first.

5.    Create a new View or apply an existing view,


add the ‘My Standard View’ created earlier.

6.    Select the Groupings tab, create a new


grouping, or use a preexisting Grouping, Add
the ‘Project’ grouping.

7.    Select the Filter tab, create new filters or use a


preexisting filter, select the ‘Late Tasks Assigned
to Me’.

8.    Navigate to the Report Settings in the top


right corner to define the reports name, and
description.

9.    Make sure to select ‘Save & Close’ to complete


the report creation.

The report will produce two tabs:


Details: this tab will produce the primary findings of the
report. You will see a list of the report findings.

Summary: is produced when you use a grouping


element, it summarizes information based on the
grouping selected. You generally see a very quick
overview of the report.

Chapter 7—Creating Detailed Reports 50


Additional Reporting Options in Reporting
Settings

Reporting Options
Description
Input any additional details about the report
you may want to include, allowing other users
accessing the report to know what it contains
without running it.

Run as User
This is normally left as blank so that the access
rights associated with the user running the report
will limit the results to what that individual is
permitted to see. Selecting a user with the same
access level ranking (or below) will run the report
as if you were them.

Control
This option controls whether or not AtTask will
allow a user to toggle between controls (views,
groupings, filters) after running the report.

Chapter 7—Creating Detailed Reports 51


Delivery
The Delivery step allows you to set a scheduled time
for AtTask to send a copy of the report to the selected
recipients. It is common to distribute reports before
regularly scheduled status meetings so that participants
can review critical data before it is presented during the
meeting.

With the corresponding drop downs, you can select the


Schedule, Day, Time, and Format for the report.

Schedule
The Schedule field indicates the frequency for sending
the report, including Day and Time of delivery.

Delivery Format
The Delivery Format field allows you to select the type of
attachment the recipients will receive in the email.

Recipients
You can identify several recipients for the emailed report.

Subject
The value in the Subject field is used in the subject of the
email.

Access Rights:
This sets which user AtTask will run the report. It will
set it as if you had run the report or were viewing it on a
Dashboard.

The report can be added to a Dashboard or Layout


Template or linked to other resources.

Chapter 7—Delivery 52
Prompts
Prompts provide the ability to further filter
results when the report is run. Many times
the prompted fields are the same attributes
included in the filter. However, this does not
have to be the case; you can contain the on-
the-fly ability to modify the filter for the report
on attributes not used on the filter.

In this case, set a prompt to display the


following attributes:

∞∞ Task: Status

∞∞ Project: Status

∞∞ I n addition, any other fields you wish


to include.

Show Prompts in Dashboard


When the ‘Show Prompts in Dashboard’ option
is applied, AtTask will display the Prompts
screen on the layout template or dashboard
by default. When this option is not enabled,
AtTask will run the report without a prompt
based solely on the filter provided.

Chapter 7—Prompts 53
Practice Exercises

1.    Create a Project Report using the reporting elements from earlier practice exercises.

Practice Exercises answers found in appendix

54
Chapter 8
Creating Original Reports

Objectives
After completing this chapter, you will be able to:

∞∞ Create a report using the Builder Interface

55
The Story
Marketing IT PMO
Top Pains Create a Task report, Create an Issue report Create a report that shows all
showing all open late tasks called “IT Open Issues” open projects by their condition
by Project in the Marketing showing all Open Issues in in a column chart.
Group and display this in a the IT Portfolio, displayed
Pie Chart. in a Chart report.

56
Creating Reports
In this lesson, the skills previously learned in
the course will be used to develop a report. At
times, it may be necessary to develop reports
that are not currently available in AtTask.
Understanding how to develop reports can be
a beneficial skill to develop for many AtTask
users.

Scenario:
Create a report that shows all active issues
on projects in the Information Technology
portfolio.

In earlier chapters, questions were introduced


to help in defining the aspects of a report.
These questions will be used to help define the
different reporting components that need to be
built out.

∞∞ View: What do I want to see?

∞∞ Grouping: H
 ow do I want my results
separated?

∞∞ Filter: What is this report about?

Chapter 8—Creating Reports 57


To Create a Report:
1.    In the Reporting area, on the Reports tab,
select the ‘New Report’ button, Issue Report.

2.    In the Builder Interface, add the columns


that you want to see. Some suggestions
for the report pertaining to issues include
Name, Assignment, Status, Entry, Source,
Age, Priority, and Condition. Sort the
columns by Priority.

3.    It may be beneficial to separate issues by


Project Name; set up this grouping.

4.    T he report is about open issues. Try using


‘Actual Completion Date’ or ‘Status’ to
establish the filter to gather those results.

5.    Establish a filter to also gather information


from projects that are a part of the
Information Technology Portfolio.

6.    Save the report after updating its name.

 ou should see 15 results on your report. There are


Y
six issues on the Cruzer Website Project, and the
PeopleSoft project.

Tabs Produced: Details, Summary.

Chapter 8—Creating Reports 58


Exporting Reports
All Reports can be exported to share the
information with others. An export icon is located
in the report header. Selecting the export icon will
provide the opportunity to export a report using
one of four formats: PDF (Landscape or Portrait
format), Excel, Excel (xlsl) or Tab Delimited.
Exporting a report captures the report in its
current form, allowing you to easily share or
capture what is happening for later reference.

The Report Actions menu allows users several


functional options. As a creator of a report, you
can edit, share, duplicate, and delete your report
from this menu.

Chapter 8—Creating Reports 59


Reports With Charts
In previous sections of this course, how to
configure basic reports was reviewed. This
section will focus on how to incorporate charts
into reports in AtTask. As with any report it is
important to know what you want to see before
attempting to create the report in AtTask.

Try using the three reporting questions to map


out the information that needs to be included as
part of the report.

∞∞ View: What do I want to see?

∞∞ Grouping: H
 ow do I want my results
separated?

∞∞ Filter: What is this report about?

SCENARIO
Create a report that displays the number of
open late tasks for each project displayed in
a pie chart.

Chapter 8—Reports With Charts 60


To Create a Report with a Chart
1.    Select the Task Report option from the New Report button; this will indicate
the focus of the report.

2.    Leave Run As User blank.

3.    Within columns, begin to define what information will show on the detail
tab of the report.

Note: Remember a column can be aggregated in the builder or when creating


a chart.

4.    Set Filter criteria for the report. The filter parameters are set up in the same
manner as stand alone filters.

5.    Select the Chart tab, then the Pie Chart option.

6.    Under Value, select what type of information to display. Use Record Count,
to display the total number of tasks.

Note: If you select another option like duration, the data’s aggregation
method is adjustable.

7.    Define your Wedges. This information is populated from the groupings


previously selected.

8.    Finally, you can choose how to display your data.

9.    G o to Report Settings to set up the details of the report: name and
description.

10.    Set the default tab for the report, select Chart and then Done.

11.    Click ’Save & Close’.

Tabs Produced: Chart, Summary, & Detail

Chapter 8—Reports With Charts 61


Chart Styles Supported in AtTask

Pie 3D Column

3D Pie Multi-Series Column

Line Multi-Series 3D
Column

Multi-Series Line Stacked Column

Bar Stacked 3D Column

3D Bar Gauge

Multi-Series Bar Combination Chart


(two y axes)

Stacked Bar 2D Stacked Column &


Line (two y axes)

Column Pareto Chart (two y


axes)

Bubble

Chapter 8—Reports With Charts 62


Practice Exercises
1.    Create a report showing late tasks that are assigned to the logged in user.

2.    Create an hours report looking at hour entries by Owner (User). Look at the frequency of
hour submissions on a weekly basis.

3.    Using the report just created, modify the report to look at entries submitted within the
current month.

4.    Create a Column Chart as part of the hours report to display the total number of hours
each user has submitted.

Practice Exercises answers found in appendix

63
Chapter 9
Work Intelligence: Matrix Reports

Objectives
After completing this chapter, you will be able to:

∞∞ Incorporate Matrices into reports

64
The Story
Marketing IT PMO

Top Pains You need to see a table You need to see a log of You need to see which
of hours entered into the the number of issues groups are generating the
system by your employees. submitted to each most revenue for your
You want it to show the Request Queue over organization over the past
last 3 months, separated by the past three months. year based on quarterly
week. Finally, it needs to be You’d like to see which production. This will help
sorted by user. users are submitting the you allocate resources
requests most frequently. better.

65
Creating Matrix
Reports
In addition to creating detailed reports and chart
reports, this chapter will show how to include
tables (Matrix) as a reporting option. The purpose
of Matrix reports is to represent summary
information in a tabular format.

The alternative to a tabular report requires


deciphering the Details tab that contains the
same data. An abbreviated example of this report
is displayed to the left.

SCENARIO
A common use for Matrix reporting is to
review hour entries submitted over time.
Create a report showing number of hours
by owner (user), across a three-month
time frame, displayed by month and week.

Chapter 9—Creating Matrix Reports 66


To Create a Matrix Report:
1.    Select the type of report on the New
Report button, ‘Hour Report’.

2.    Identify the columns to view, aggregated


columns will show on the table.

3.    T he Grouping tab will develop the


table for the report, select the ‘Matrix
Grouping’ option.

4.    Identify the horizontal grouping (Row)


Owner- Name.

5.    Identify the vertical grouping (Column)


Hours Entry Date – by Month, then Entry
Date- by week.

6.    Set the filter to define time over a three-


month period.

∞∞ Option 1: This Quarter

∞∞ Option 2: Greater than Today-3m

7.    On the chart tab, identify a chart type


that will easily highlight total hours by
Owner, for example a Column chart.

8.    Once the basis for the report is set,


navigate to report settings and define the
report’s name, description, and default
tab.

9.    Save the report.

Chapter 9—Creating Matrix Reports 67


Additional Report Options
Matrix Settings
∞∞  ecord Count- selecting this option
R
will provide a row with the total
number of entries for that field.

∞∞  alue Column—shows the record


V
count or aggregated data by default in
the Matrix.

∞∞  onditional Rules- sets formatting


C
rules for values that are aggregated.

∞∞  how Weeks Without Values- columns


S
will show even if there is no data
populated in them.

Chapter 9—Creating Matrix Reports 68


Practice Exercises

1.     C
 reate a task report that shows revenue of tasks (by Week) based on the planned completion date. This
information needs to be displayed by each project and should display only current projects for the
logged in user. The User is also the project owner.

2.    Create a matrix report that shows all open issues by group and status.

Practice Exercises answers found in appendix

69
Chapter 10 Sharing Reports

Objectives
After completing this chapter, you will be able to:

∞∞ Utilize List Controls

∞∞ Create Dashboards

∞∞ Share reports

∞∞ Add Reports to Folders

70
The Story
Marketing IT PMO

Top Pains Create a dashboard specific Give other users access Give other users access
to your team which to the filters, views, and to the filters, views, and
includes the following groupings created in the groupings created in the
reports: Late Tasks by previous lessons. previous lessons.
Project, Marketing Open
Issues, and My Projects.

71
Report Distribution
Whether you are the System Administrator or another
user creating reports, it is important to understand
how reports, and elements used to build reports, can be
shared with other AtTask users. It is important to know
Access Level impacts a user’s ability to share information
with others.

List Controls
This chapter shows how you can share the reporting
elements created earlier with other AtTask users. When
you create a filter, view, grouping, and/or report, the next
step is to make sure others that may benefit from these
resources put them to use.

While a System Administrator can access and share


many aspects of AtTask, a user can also share aspects of
AtTask with other users.

To Share the Reporting Elements Created Previously:


1.    Navigate to a related object report.

2.    At the bottom of the list control menu, select


the ‘Share’ option.

3.    Identify with whom you would like to share the


View.

4.    You can share with a person, team, or Job role.

5.    Select Save.

Self-created list controls can be removed from a drop-


down menu. By selecting the appropriate list control
drop-down, the remove option will be visible to select.

Chapter 10—Report Distribution 72


Sharing Reports
As with the reporting building blocks, it may be
necessary to make a report accessible to other users.
Making the report available to others is done by sharing
the report in a manner similar to list controls. After
adding a report, it will appear in the Shared With Me tab
or the All Reports tab.

To Share a Report:
1.    Navigate to the report from the Global
Navigation Menu > Reporting > Reports Tab.

2.    Identify the report you wish to share.

3.    Select the report.

4.    From the Report Actions menu, select Share.

5.    Choose to share the report with Specific Users,


Company Wide, or Make it Public.

∞∞  haring with Specific Users- allows you to


S
specify individuals with whom to share the
report, the report will show on their Shared With
Me folder.

∞∞ Company Wide- Make the reports available to all


users in your company, the report will be visible
in the All Reports folder.

∞∞  ake It Public- this will provide a URL that


M
can be shared with individuals outside AtTask,
allowing them to view the report in real time by
refreshing the report.

Chapter 10—Report Distribution 73


Dashboards
Dashboards provide another way to customize
workspace. Users with full licenses can create
dashboards. Dashboards supplement the reporting area,
allowing access to reports in one location. Dashboards
can be shared with other users, allowing users to have
access to the same information in one location.

To Create a New Dashboard,


1.    Select the Dashboard tab in the Reporting area.

2.    Select the ‘New Dashboard’ button.

3.    Select from one of the seven layout options.

4.    Identify reports to use, via the Filter field, input


My Tasks, and drag the report from the left to
the left-hand column.

5.    Repeat step 3 for the My Projects report.

6.    Repeat step 3 for the Tasks by Status report, but


drag it to the right-hand column.

7.    Change the name of the Dashboard to meet


your needs.

8.    Click the ‘Save’ button.

9.    A fter defining the Dashboard, you will be taken


to the Dashboard to review its contents.

Up to 12 reports can be placed on a Dashboard.

Chapter 10—Dashboards 74
Sharing Dashboards
With the dashboard created, it will appear in the My
Dashboard tab of the Reporting area. However, Dashboards
can also be shared with other users or the whole company.

To Share a dashboard report:


1.    Navigate to your dashboard.

2.    Enter the dashboard name.

3.    From the Actions menu, select ‘Share.’

4.    Choose to share the report with Specific Users or


Company-Wide.

Creating Folders for Reports


AtTask has strives to help keep your reports organized
using dashboards and the three classification areas for
reports: My Reports, Shared With Me, and All Reports.
However, reports can also be organized into folders to help
you find information quickly.

To Create a Report Folder:


1.    On the Reports tab, in the Reporting Area.

2.    Select the new folder icon (image).

3.    A new folder will be generated in the My Reports


menu.

4.    Name the folder, Task Reports.

5.    Begin dragging and dropping reports into this


folder.

6.    T he reports will be grouped according to folders


in the My Reports Menu or select the folder to
view those specific reports.

Chapter 10—Dashboards 75
Chapter 11
AtTask Support & Services

Objectives
After completing this chapter, you will be able to:

∞∞ Navigate to Community Site

∞∞ Find additional AtTask Services

76
AtTask Community
community.attask.com
Have a question? Visit AtTask community for help articles,
ondemand learning courses, register for ATtask courses, attend
free webinars, or schedule post-implementation consulting
services.

Sign-up for the AtTask community*

1. GO TO THE COMMUNITY PAGE. community.attask.com


2. ON DEMAND USERS: SIGN IN USING YOUR EXISTING
USERNAME AND PASSWORD.
3. IF YOU ARE NOT ON DEMAND, CREATE A NEW ACCOUNT
BY CLICKING THE ‘ALL OTHER CUSTOMERS’ TAB, AND
SELECTING ‘CREATE NEW ACCOUNT’.
4. FILL OUT THE REQUIRED FIELDS IDENTIFIED
WITH AN ASTERISK (*).
5. CLICK THE ‘CREATE NEW ACCOUNT’ BUTTON.
6. GO TO YOUR EMAIL INBOX AND FOLLOW THE
INSTRUCTIONS IN THE VALIDATION EMAIL.
*Registration is required to access some community content.

COMMUNITY USER GROUPS


User groups allows clients to collaborate and communicate with
other AtTask users, read blog postings, and network with users in
the work management world.

You can join an existing group, or create a new group that others
can join.

Join a group by clicking the ‘All Groups’ tab. From the list, select
the group you wish to join. Select ‘Join Group’. View your groups
on the ‘My Groups’ tab.

Chapter 11—AtTask Community 77


Education
Services
AtTask Education offers something for
everyone: onDemand Learning for the
busy professional, online webinars with
certified AtTask trainers, and the Pick
3 Program; tailored, to your specific
needs, and private education sessions
for your business. New AtTask users and
AtTask veterans, looking to expand their attask courses
product knowledge or needing a quick
refresher, should review the education ∞∞ AtTask Fundamentals
plan and course catalog for detailed
information about the right courses for ∞∞ Work Management
your individual needs.
∞∞ AtTask Administrator
Help Site
When you have questions, this is the first ∞∞ Reporting Essentials
place you should look for answers.
∞∞ Portfolio and Resource Management
You can access the Help Site by clicking
the Help icon in the upper right hand ∞∞ Intermediate Reporting
corner of any page in AtTask.
∞∞ Advanced Reporting
Help Site contains:
∞∞ Announcements

∞∞ Training Videos

∞∞ Help Articles

Visit us: https://help.attask.com

Chapter 11—Education 78
Education
Services
onDemand Learning

AtTask is now offering a variety of


eLearning courses to help optimize
your use of the product and really drill
down into the core functionality that
will make work easier for you and your
organization.

New courses are being added all the time


so check back often to see what is new.

Webinars
Webinars are live, instructional sessions
designed to provide information for up
to one hour.

Webinars are topic-specific, they are


available to anyone who would like to
attend. They are free of charge.

You can find a list of upcoming webinars


and recordings of past webinars on the
community site.

Visit: community.attask.com/webinars

Chapter 11—Education 79
Education
Services
Pick 3 Program
A Pick 3 session allows you to organize
& tailor courses to your specific needs,
creating private education for your AtTask
users. It allows you to provide focused
education for your team on the topics and
functions they need most to be successful
when using AtTask to manage their work.

Each Pick 3 session allows you to pick three


topics and the AtTask Education team will
conduct a private three hour education
session for your organization. Each session
will be accompanied by a workbook that
covers the topics selected.

If you have questions about the Pick 3


program, feel free to contact your Account
Executive or email
educationinfo@attask.com

Sample Pick 3 Sessions:


∞∞ Best Practices in Project Initiation

∞∞ Workflow Management

∞∞ Project Prioritization

Chapter 11—Education 80
Support
Services
AtTask offers four customer support plans,
ensuring you receive the level of support
that is appropriate for your business.
Support plans can be adjusted at any time.

Online Help Desk: 24x7

Phone Support: Sunday 8pm – Friday 8pm


(Eastern Time)

Telephone: 801-373-3266 opt. 2

Toll Free: 866-441-0001 opt. 2

Visit the Community Site for release notes


and additional support guides.

Chapter 11—Support 81
Consulting
Services
The AtTask roadmap for success follows this
simple formula:
Success = Realistic Scope + Right Resources + Achievable timeline

Following this formula, AtTask consultants


provide best practices consulting to businesses
looking to implement work management
principles to their projects and processes.

Additionally, AtTask consultants provide design


and implementation approaches, tailored to your
business needs, to get your AtTask solution into
production quickly and easily.

Chapter 11—Consulting 82
Customer Success
Program
The customer success program puts you,
the AtTask user, at the forefront of the AtTask
business model. Our customer success
consultants connect and engage with you
to ensure you receive maximum value from
the AtTask platform by providing additional
resources and expertise tailored to your AtTask
solution.

Customer success program:


∞∞ Dedicated customer success consulting

∞∞ Conference calls

∞∞ Quarterly reviews of your account

∞∞ Customized success road-map

For more information contact


Dustin Kenyon

Global Director, Customer Success

Desk Phone: 801-477-9528

dustinkenyon@attask.com

Chapter 11—Customer Success 83


Appendix
∞∞ Qualifiers

∞∞ Wildcards

∞∞ Multi Currency Reports

∞∞ Practice Exercise Answers

84
Appendix A: Qualifiers
User/Text Qualifier Description

Contains Searches for a portion of text throughout an entire text string. Example:
Defining a project search on the Description field that contains Infinity
will capture anything with Infinity in it such as the word ‘Infinity’ or
‘infinity’. This modifier will conduct a case insensitive search.

Does Not Contain The inverse of Contains. Any record that contains the input text will be
omitted from the results of the report. This modifier will conduct a case
insensitive search.

Equal Will return an exact match of the searched value. Example: when
searching for complete projects, ‘equal CPL’ will return all projects in
the complete status. ‘equal CPL, CUR’ will return no results, as a project
cannot be complete and current at the same time.

Not Equal The inverse of Equal. Any record that equals the input text will be
omitted from the results of the report.

Null The field is either blank in the field source, or does not exist for that
field source.

Not Null The field exists for that field source and is populated with a value.

Blank The field exists for the field source but has not been given a value.

Not Blank The inverse of Blank. Assuming the field exists and some value exists
for the field.

Appendix—Appendix A: Qualifiers 85
Date Qualifier Description
Equal Will return an exact match of the searched value. Example: When searching for projects where the status
‘equal CPL’, AtTask will return all projects in the complete status. A filter with ‘equal CPL, CUR’ will return no
results, as a project cannot be complete and current at the same time.

Not Equal The inverse of Equal. Any record that equals the input text will be omitted from the results of the report.

Blank The field is either blank in the field source, or does not exist for that field source.

Is Not Blank The field exists for that field source and is populated with a value.

Between Provides two value fields, which AtTask uses to search for all results within the range of both fields
including the values entered.

Not Between The inverse of Between. Provides two value fields, which AtTask uses to search for all results outside the
range of both fields including the values entered.

Less Than Searches for all results with a lesser value than what is entered excluding the entered value.

Less Than Equal Searches for all results with a lesser value than what is entered including the entered value.

Greater Than Searches for all results with greater value than the value entered excluding the entered value.

Greater Than Equal Searches for all results with greater value than the value entered including the entered value.

Today Searches for all results with value equal to the wildcard(s) $$TODAY

This Week Searches for all results with values equal to the wildcard(s) values between $$TODAYbw & $$TODAYew

Next Week Searches for all results with values equal to the wildcard(s) values between $$TODAYb+1w & $$TODAYb+2w

Last Week Searches for all results with values equal to the wildcard(s) values between $$TODAYb-1w & $$TODAYbw

This Month Searches for all results with values equal to the wildcard(s) values between $$TODAYbm & $$TODAYem

Next Month Searches for all results with values equal to the wildcard(s) values between $$TODAYem & $$TODAYe+1m

Last Month Searches for all results with values equal to the wildcard(s) values between $$TODAYb-1m & $$TODAYe-1m

This Quarter Searches for all results with values equal to the wildcard(s) values between $$TODAYb1 & $$TODAYeq

Next Quarter Searches for all results with values equal to the wildcard(s) values between $$TODAYb +1q & $$TODAYe +1q

Last Quarter Searches for all results with values equal to the wildcard(s) values between $$TODAYb-1q & $$TODAYe-1q

Appendix—Appendix A: Qualifiers 86
Appendix B: Wildcards
Date-Based Variables
$$TODAY This wildcard looks at the date and time as of Midnight Today.

For example, if you want to display all tasks due before today, you could use the following
expression: Planned Start Date < $$TODAY. This is preferable to defining a filter with today’s date
so you will not have to modify the filter again tomorrow, next week, or next month. $$TODAY is
always equal to midnight for the current day.

$$NOW This wildcard looks at the date and time as of right now.

For example, if you want to display all hour entries provided up to the current time, you can
do this by using the following expression: Planned Start Date < $$NOW. This is preferred over
defining a filter and using the actual current date and time. That way each time the filter runs,
you won’t have to modify it. $$NOW is equal the current date and time.

Date wildcards can be combined with the attribute ‘q’, ‘h’, ‘d’, ‘w’, ‘m’, and ‘y’ for calendar quarter,
hour, day, week, month, year respectively. The modifier ‘b’ and ‘e’ stand for ‘beginning’ and
‘ending’ respectively. The operators ‘+’ and ‘-’ are used to add or subtract values from the wildcard
value.

Example: The wildcard, ‘$$TODAYb+2w’ is the same as saying, ‘Two weeks from the beginning of
this week’. The wildcard ‘$$NOW+2h’ is the same as saying ‘two hours from now’.

When working with date filters there are several built into AtTask that incorporate wildcards for
user’s convenience. However, you may find the need to build upon those foundations to gather
information for your reports.

For example, if you want to look at tasks due two weeks from now the wildcard would look like
$$TODAY+2w. An alternative version would be to incorporate the “b” to indicate the beginning
of today—so $$TODAYb+2w will pull similar results. The distinction between these options is
that the first option will look at tasks starting around 23:59, the second option will look at those
starting at 0:00am.

Appendix—Appendix B: Wildcards 87
User Based Variables

$$USER.ID  The most common user-based variable is $$USER.ID. This


dynamic variable will return the logged in user’s ID. This is the
ID used to identify which user created each object and their work
assignments. Therefore, it is the variable used on the ‘My’ reports,
such as ‘My Tasks’, ‘My Projects’, ‘My Hours’, etc. (This wildcard
option decreases the number of reports an Implementation
Manager needs to create; the same report can be utilized for several
users and the results will change based on the logged in user’s ID.)

$$USER.categoryID The $$USER.categoryID variable identifies the custom data category


associated with the logged in user’s profile and returns the ID
number of the category.

$$USER.accessLevelID The $$USER.accessLevelID variable identifies the access level


associated with the logged in user’s profile and returns the ID
number of the access level.

$$USER.accessLevelRank The $$USER.accessLevelRank variable identifies the access level


rank associated with the logged in user’s profile and returns the
rank value associated with the access level.

USER$$USER.companyID The $$USER.companyID variable identifies the company associated


with the logged in user’s profile and returns the ID number of the
company.

$$USER.customerID The $$USER.customerID variable identifies the customer account


ID associated with your environment. This variable is unique
because it is typically only used when building integrations through
the API.

Appendix—Appendix B: Wildcards 88
$$USER.firstName  he $$USER.firstName variable allows you to do name matches in a filter. This value
T
and the other name options ($$USER.lastName and $$USER.name) are most commonly
used to match just the logged in user’s first name with a first name value stored
in a Custom Data parameter. It can also be used with other attributes provided in
AtTask.$$USER.lastName. The $$USER.lastName variable returns just the last name of
the logged in user and allows name matches in a filter.

$$USER.name  The $$USER.name variable allows name matches in a filter. It returns the logged in
user’s full name (first name & last name).

$$USER.homeGroupID The $$USER.homeGroupID variable identifies and returns the logged in user’s home
group ID. This is used primarily for group managers who want to see only projects,
tasks, etc. related to their home group. For example, a manager may want to see all
incomplete tasks on projects in his/her finance group: Project: Group ID = $$USER.
homeGroupID Percent Complete < 100. That manager may also want to see all
incomplete tasks assigned to individuals in his/her finance group: Assigned To: Group
ID = $$USER.homeGroupID Percent Complete < 100.

$$USER.otherGroupIDs The $$USER.otherGroupIDs variable returns an array of all of the group’s ID values
associated with the logged in user’s profile. The use cases for this variable are similar to
the $$USER.homeGroupID option, except the results would only display work across all
groups the manager belongs to.

$$USER.roleID The $$USER.roleID variable returns the logged in user’s default role assignment. This
allows you to report on tasks or issues assigned to a default job role. $$USER.roleIDs -
[The $$USER.roleID] variable provides an array of the logged in user’s role assignments,
allowing you to create filters that return results associated with all of the logged in user’s
role associations. If a user has job roles defined beyond his/her default job role, this
variable returns the values of those additional roles. You can use those values to find all
of the logged in user’s role associations.

Appendix—Appendix B: Wildcards 89
Appendix C: Multi Currency
Reports
Multiple currencies can be tracked on projects. In addition to
accounting for currency needs on projects, this information
can be showcased in reports so you will not need to do any
additional conversions.

How To use different currencies on a report:


1.    T he exchange rates will need to be set by the
administrator.

2.    Existing reports will default to the Projects Original


Currency.

3.    Summary and Matrix tabs are converted, but will not


update values when toggle is applied from the details
tab.

In the Report Setting, the report can be set to automatically


reflect the desired currency.

Additionally, a report can use alternative currencies once it has


already been created. Using the View drop down menu, select
change currency to adjust from the default or selected currency
to another currency to display information you would like to see
in the report.

Only one currency can be displayed at a time. Toggling between


currencies is only available if multiple currencies are setup up
by the Administrator.

Appendix—Appendix C: Multi Currency Reports 90


Practice Exercise Answers
∞∞ Chapter 3-1

∞∞ Chapter 3-2

Appendix—Practice Exercise Answers 91


Practice Exercise Answers
∞∞ Chapter 4-1

∞∞ Chapter 4-2

Appendix—Practice Exercise Answers 92


Practice Exercise Answers
∞∞ Chapter 4-3

∞∞ Chapter 4-4

Appendix—Practice Exercise Answers 93


Practice Exercise Answers
∞∞ Chapter 5-1

∞∞ Chapter 5-2

Appendix—Practice Exercise Answers 94


Practice Exercise Answers
∞∞ Chapter 5-3

∞∞ Chapter 6-1

Appendix—Practice Exercise Answers 95


Practice Exercise Answers

∞∞ Chapter 7-1

∞∞ Chapter 8-1

Appendix—Practice Exercise Answers 96


Practice Exercise Answers
∞∞ Chapter 8-2 (a)

∞∞ Chapter 8-2 (b)

Appendix—Practice Exercise Answers 97


Practice Exercise Answers
∞∞ Chapter 8-3

∞∞ Chapter 8-4

Appendix—Practice Exercise Answers 98


Practice Exercise Answers
∞∞ Chapter 9-1

∞∞ Chapter 9-2

Appendix—Practice Exercise Answers 99