Using filters to generate reports faster

Reports that retrieve data from the Projects app may take a long time to run if your organization has a large number of projects or many users accessing Projects simultaneously.

Using filters with reports that retrieve Projects data improves report generation speed by scoping down that data before it is retrieved. If you are running into errors as a result of having too many projects in one report, these filters can help reduce the number of projects that Reports has to process, so you can avoid those errors in the future. Reports that retrieve Projects data without using filters retrieve data from all projects, which can significantly degrade the speed of report generation. Typically, a report needs data from only one project, or a group of projects.

Which Views and fields should I use to create a filter?

When used in a filter, the Views and fields listed below support faster report generation time. Additional Views will be added to the list in the future.

Views	Fields
Action Items Action Items by Entity Fieldwork Fieldwork by Entity Issues Issues by Entity Projects and Users Projects and Users by Entity Strategy To-Dos	Project Folder Project Name
Frameworks	Framework Folder Framework Name
Archived Issues Archived Issues by Entity Request Items	Project Name
Timesheets	Project Folder Project Name Time Entry Date Note The Timesheets view can show a maximum of 20,000 time entries. If your report includes more time entries than the limit allows, we suggest reducing the number by creating a filter with the Time Entry Date field.
Results	Collection Name

What is the Project Folder field?

The Project Folder field contains project tags, which are identifiers that your organization can create in the Projects app to classify or group projects. Applying project tags is a best practice for organizations that need to manage a large number of projects.

Create a filter to improve report generation speed

You can create a filter at the same time that you create a report, or you can add a filter to one or more existing reports. Existing reports must use one of the Views listed in Which Views and fields should I use to create a filter?

(For detailed information about filters, see Configuring filters in reports.)

Create a report or open a report for editing

1. Open the Reports app.

   The Browse page opens.

2. Do one of the following:

   Create a report:

   1. Select Create > Report.
   2. In the New Report dialog box, select one of the Views listed in Which Views and fields should I use to create a filter?

   Open an existing report for editing:

   1. On the Browse page, navigate to the report that you want to add a filter to.
   2. On the report title bar, click > Edit > Ok.

Add the filter to the report

1. Make sure you are in the Data tab in the Report Builder.
2. In the data fields list, expand Projects and drag one of the fields listed below to the Filters list:
   • Project Name
   • Project Folder
3. If you want to create a filter with multiple conditions, drag additional instances of the fields to the Filters list.

   Note

   You need one field instance for each additional condition that you want the filter to support. For example, if you want the option of filtering by two different project tags when you run the report, you need to add two instances of the Project Folder field to the Filters list.

4. (Optional) Rename the Project Folder field in the Filters list to make it more intuitive:
   1. Click the down arrow  beside the field name and select Format.

      The Filter Formatting dialog box opens.

   2. In the Description field, enter the name Project Tag.
   3. Click the to close the Filter Formatting dialog box.

      The field name updates in the Filters list.

Define the filter type

Define the filter type for each field in the Filters list. (For detailed information, see Define the filter type.)

1. Hover your mouse over a field in the Filters list.
2. Click the down arrow  beside the field name and select Value > Define Value.
3. In the Select Filter Value dialog box, choose one of the following options:
   • User Prompt allows users to specify the filter value when they run the report
   • Defined Value specifies the filter value as a permanent part of the report that is automatically applied whenever the report is run

   Tip

   Select Defined Value if you always want to restrict the report to a specific subset of data. Defining a value is also safer if you want to prevent users from inadvertently running an unfiltered report.

4. If you selected Defined Value, specify one or more filter values.

   Note

   The spelling and case of the filter values must exactly match the spelling and case of the values in the data.

5. Click Submit.

Configure the advanced settings

Configure the advanced settings for the filter. (For detailed information, see Apply conditional logic.)

1. Under the Filters list, click Advanced settings.

   The Configure Filters window opens.

2. For each filter condition in the list, click the down arrow and select a logical operator from the dropdown list.

   The following operators are recommended:

   • Project Name field In List operator
   • Project Folder (Tag) field Contains operator

   You can choose other applicable operators, if required.

3. If you have added more than one condition, specify the boolean operator to combine each pair of conditions.

   The recommended operator is Or.

4. Click the small x to close the Configure Filters window

Disable Autorun Report on Load

1. Click Filter Formatting on the formatting toolbar.

   The Filter Formatting dialog box opens.

2. Under General Settings, make sure Filter Display & Actions is selected.
3. Click Actions and disable the Autorun Report on Load option.
4. Click the to close the Filter Formatting dialog box.

Finalize creating the filter

• New report If you are creating a new report, define fields in the report and perform any other report building tasks, as required. For more information, see Create a new report.
• Existing report If you are editing an existing report, save the edited report:
  1. Click the Publish tab.

     The Save Report dialog box opens.

  2. In the Details tab, click Save > Activate.