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Customizing Workload Charts

Overview

All users, except for collaborators, can customize Workload charts that they have access to unless their access role restricts it.

You can change what and how information is displayed on the Workload chart. Any changes that you make while customizing the chart view are only visible to you.

View Workload chart by people or by projects

Workload_Charts-Customize_Workload_charts-View_by.png

Click the View by dropdown on the left side of the chart's settings panel 1 and select People of Projects.

People

This is the default option that helps you understand the workload and effort allocation of each individual user. In this mode, you'll see the list of all users that you selected during the chart creation on the left of the chart.

Projects

In this mode, the main focus of the chart are projects, which can help you understand the distribution of resources across your project portfolio. When you switch to this mode you'll see the list of projects from the location that you selected as the source for the current Workload chart.

When you click the caret icon next to a project's name, you see the list of users that are assigned to tasks in the project and are part of the current Workload chart. You also see the list of job roles that match the roles of users who are part of the current chart. Additionally, there can be the Unassigned section where you can view all scheduled unassigned tasks in the current project.

Note

Horizontal backlog box is not available in the Projects mode. It's also not possible to group tasks by job role or projects in this mode.

Group tasks by their projects

Workload_Charts-Customize_Workload_Charts-Grouping.png

Click the Add grouping button on the chart's settings panel 1 and select Project. Each user’s tasks are automatically grouped by the projects that they're housed in.

The tasks are grouped by the closest parent project. For example, if a task is housed within a folder that’s housed within a project, the task will be grouped with other tasks from that project.

If a task doesn’t have any parent projects, it’s grouped under Non-project tasks.

Note

You won’t be able to create new tasks on the Workload chart if grouping by project is enabled.

Group users by job role

Click the Add grouping button and select Job role.

All users on your chart are automatically grouped by their allocated job roles. Users without a job role are grouped under the No job role section.

Change the way allocated effort is displayed on the grid

Workload_Charts-Customizing_Workload_Charts-Effort_Display.png

Click the drop-down on the right side of the chart's settings panel 1 (next to the Backlog Box button) and select one of the three options:

  • Hours: The total allocated effort of each user for the day/week/month is displayed in hours. This is the default option.

  • Percentages: The total allocated effort is displayed as a percentage. E.g., if a user's daily capacity is 8 hours, the total allocated effort of 4 hours will be displayed as 50% for that day in the daily zoom.

  • Full-time equivalents (FTE): The total allocated effort is displayed as a decimal number. E.g., with the daily capacity of 8 hours, 1FTE = 8h/day or 40h/week. If a user has 4 hours of allocated effort for a day, it'll be displayed as 0.5FTE in the cell on the daily zoom. If the user has 30 hours of effort allocated in a week, the cell will show 0.75FTE on the weekly zoom.

    When grouping by job role is enabled, the FTEs of all people who are grouped together are added up. If three grouped users have an 8-hour daily capacity, two of them have 8 hours of allocated effort, and the third one has 4 hours allocated, the cell of the job role under which they are grouped will display 2.5FTE.

    FTE calculations don't take work schedule exceptions or custom length of the workweek into account. The default values that a chart uses to calculate the total allocated effort in FTE are 8 hours/day on the daily zoom, 5 days/week (40h/week) on the weekly zoom, and 22days/month (176h/month) on the monthly zoom. That is unless you set a different amount of hours as the daily capacity in the work schedule of the users on the chart.

    On weekly and monthly zooms, the default values are always 5days/week and 22days/month respectively, and the total allocated effort can be more or less than 1FTE in case there are more or fewer working days in a month or if a user doesn't work a standard 5-day workweek. E.g., there is a task with a full-month duration and full 8h/d effort allocation scheduled for a month that has 23 working days in total. The monthly FTE calculation for the task assignee will result in 1.05FTE instead of 1FTE because the total amount of working hours is more than the default 176h/month (22d*8h). If a user on a 6-day workweek has a task with full 8h/d effort allocation scheduled for a whole week, on weekly zoom it will result in 1.2FTE because there are 48 working hours in total (6d*8h) but the default weekly FTE value is 40h (5d*8h). In both cases, the cell won't be highlighted in red because the assignees' total capacity is not exceeded.

Change the zoom level of the calendar grid

Workload_Charts-Customizing_Workload_Charts-Zoom_Level.png

Change zoom to see the daily, weekly, or monthly effort total assigned to each user. Click the drop-down menu icon in the upper-right corner of the grid 1 and select Days, Weeks, or Months.

Alternatively, click the + or - buttons next to the drop-down 2 to zoom in or out of daily/monthly views and select how many days/weeks should be displayed on the chart at the same time.

Change display density

Workload_Charts-Customizing_Workload_Charts-Density.png

You can choose between compact or standard density modes depending on your preferences:

  • Click the three-dot menu button on the chart settings panel. 1

  • Select Compact or Standard. 2

Note

The default display density for Workload charts is standard.

Filter tasks on Workload chart

Workload_Charts-Customizing_Workload_Charts-Filters.png

Apply filters to see only the tasks that match the criteria you select:

  • Click the filter icon on the settings panel 1 and select one of the quick filters: All tasks, All active tasks, and Active tasks with Effort.

  • Click Add more filters 2 to open the filter panel with additional filtering options.

  • Click Clear filters 3 to remove all filters and see all tasks from the location you selected when creating the chart.

Daily allocation hours

Workload_Charts-Customizing_Workload_Charts-Daily_Allocation_Hours.png

You can choose whether or not the total daily effort for each user should be based on their filtered-out tasks in the Workload chart.

  1. Click the three-dot menu button on the chart settings panel. 1

  2. Select one of the following options under Daily allocation hours: 2

    1. Ignore filters: add up effort for all tasks assigned to a person and scheduled for a particular day or week, whether or not those tasks are displayed in the chart

    2. Displayed tasks only: exclude effort in filtered-out tasks from being added to the daily or weekly total for each user

Focus on particular users

Workload_Charts-Customizing_Workload_Charts-Focus_on_a_user.png

You can select which users should be shown on the Workload chart without editing the list of users. To do so:

  1. Click the All users icon on the chart settings panel. 1

  2. Select the person whose effort should be displayed from the list that appears, or use the search bar.

  3. After you've selected all the necessary users, click anywhere outside the window to save the changes.

Note

You can select only users from the Workload chart you're viewing.

Focus on task assignees

Workload_Charts-Customizing_Workload_Charts-Focus_on_assignees.png

Use this option only for tasks with more than one assignee to see the allocated hours of all assignees of a particular task:

  1. Click the relevant task on the Workload chart. 1

  2. Click the three-dot menu in the pop-up that appears. 2

  3. Select Focus on task assignees. 3

Only the task assignees will be shown on the Workload chart.

Expand or collapse chart rows

Workload_Charts-Customizing_Workload_Charts-Expand_and_Collapse.png

You can quickly expand or collapse all rows of your Workload chart to display tasks. To do that, click the Expand all or Collapse all buttons on the chart settings panel. 1

Note

The expand or collapse action also applies to rows in the horizontal Backlog Box.

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