This topic describes how to use the Report Designer to build a Gantt chart report.
The mechanics of creating a new report definition are the same across report types. See Creating, Editing, Deleting Reports (Beta). In addition, for any report type you'll also need to configure the Scope & Filters tab, and the Team tab. These are also standard across report types. Before you read on it's also a good idea to read the section "Understanding the Field Path," which describes how to find the fields you want to include in your reports.
This topic focuses on report configuration that takes place on the Data and the Display tabs; the Data tab is where you add fields to your report, and the Display tab is where you configure how you want the data displayed. These tabs vary by report type. For example, some report types require a set of fields that are grouped into one bucket (List report), while other reports types have multiple buckets into which fields are added - each bucket might correspond to an axis (Bar chart), for example, or a value (Crosstab). Another place where these tabs vary by report type is that List, Crosstab, and Gantt report types also use the Preview Pane to configure certain report visualization elements. Using the Preview Pane for data formatting is described in the topics for those report type. However, don't forget that the Preview Pane displays sample data with real-time updates for ALL reports types - this is hugely useful and supports a very satisfying trial and error approach to building reports.
If you wish to learn how to build a different type of report, click on the appropriate link below:
Gantt reports provide a visual summary of an entity's progress over time, along with a configurable set of columns that provide related data about the report topic/entity. The columns are configured exactly like a list report (add fields and configure display settings in column header menus). The graphical bars (one is required, 2 are available) are delimited by date fields (such as Start and Target) that control the width of the bars. In a future release you will be able to drill down from a list column.
The screenshot below is an example Gantt report - it's like two reports in one. The left is is configured like a list report - see Adding Fields to a List Report - and right side is the Gantt (see Configuring the Gantt Bars). You can mouseover the Gantt bars to view the information the bars represent.
If you have ever created a list report, then you are halfway there. This topic covers:
- Creating the report from the Reports grid
- Adding fields to the Gantt List
- Configuring the Gantt Bars
- Formatting, Sorting, Hiding Gantt List Columns
- Setting Interactive Gantt Controls
- Hover Details
- Task Milestones
Bonus Feature: Default Tree Structure for Hierarchical Entities
Portfolios, tasks, and financial entries are entities that can have hierarchical relationships with other instances of the same entity - portfolios and sub-portfolios, summary and child tasks, and financial entries (forecasts and actuals). When creating a Gantt chart report for one of these topics, note that the list on the left side of the report will be grouped automatically into sections that can be expanded/collapsed. You do not need to do any special configuring - see screenshot below.
Create the Report
Not covered in this topic but still part of the overall Gantt chart configuration are setting the Scope & Filters, and adding users to the report Team. See also Creating, Editing, Deleting Reports (Beta).
As for any report type, start by doing the following.
- Navigate to Reports and click the New button. The report designer opens. (Remember you must have permission to create reports in order to see the New button.)
- In the General tab, select a Topic, and Type (Gantt since that's why you're here!), and enter a Title.
- Click the Data tab, and here we go:
Configure the Gantt Bars
At the top of the Data tab is the Gantt Bars section (shown below). You must have one bar in your report, and can optionally have two. Two bars are useful, if, for example, you want to use one bar to show a project's desired dates (start/target dates), and the second bar to show the actual dates (start date/complete date). Simply enter values for the Bar #2 fields if you want 2 bars, otherwise leave them blank.
To determine the range of measurement for the bars, select the field representing the start date by choosing it from the Bar #1 Start Date drop list. Do the same for the field representing the Bar #1 End Date. If you are using two bars, repeat for the Bar #2. Note that each date drop list will include any date available field relevant to the report topic, including standard, user-defined, and calculated date fields.
Hover Text Label
You can optionally provide a meaningful label in the Bar #1 Hover Details Label field. This label will appear above the dates, like a heading. You can use it, for example, to describe the nature of the dates assigned to the bar. If using a second bar, add another label in Bar #2 Hover Text Details. In the screenshot below, the labels are "Project target dates" for bar 1, and "Project actual dates" for bar 2. See Hover Details for more information.
Adding Fields to the Gantt List (Grid)
The Available Fields section in the Data tab (shown below) provides a list of fields that you put on the report grid to the left of the timeline. Simply double-click on each field you wish to include and it will automatically be placed in the List Fields section. You can reorder the fields by dragging them up or down, using the Move Up/Move Down buttons, or dragging the columns in the Preview pane. The order in which the fields appear in this table is the order in which they appear on the report. See Adding Fields to a List Report.
Note that showing the Gantt list by selecting one or more available fields is not required, although Gantt reports do typically include the Title field for ease of interpreting the Gantt.
Formatting, Sorting, and Hiding Gantt List Columns
Remember that all formatting of list columns is done using the Column Header menus in the Preview Pane, as shown in the screenshot below. Please see Layout/Editing List Reports for documentation about formatting the list columns.
Some helpful hints:
- Hide Columns - If you wish to hide a grid column so you can use the value in the Gantt chart but not display it in the grid, simply open the Column Heading menu, choose Show Columns, and uncheck the column you wish to hide.
- Change Width - The Gantt does not allow its list column contents to wrap because it would throw off row heights making them inconsistent with each corresponding bar. So you may want to adjust column widths appropriately, particularly when the report topic is portfolios, tasks, or financial entries to accommodate that a hierarchy is displayed that would require more width.
Interactive Gantt Controls
The Gantt portion of the report has several controls that can be configured by the report designer in the Preview Pane (to provide defaults) as well as in real-time by viewers of the report. We call these "interactive controls". The settings you configure in the report definition provide the defaults for the rendered output - those settings can be modified interactively on the report on a per-user basis.
|Interactive Controls||Where to Set Them|
This is the toolbar that appears above the Gantt:
Click the gear icon to open this dialog:
Note that in the rendered output (not the Preview Pane), the Gantt Settings dialog provides a From Date and a To Date, which allows the end user to set a specific range over which to view the Gantt.
The bubble that appears when you hover your cursor over a bar is referred to as "hover details" and is generated automatically. It displays the entity Title, Start Date and End Date, the Color By field (if using), and % Complete field (if using). If you are displaying 2 bars, then you will get 2 sets of details. You can add a Bar Hover label (see Hover Text Label above) to provide group headings for your hover details. For example:
Hover details for single bar Gantt (no Hover Details Label configured):
Hover details for two-bar Gantt (Hover Details Labels configured as "Project target dates" and "Project actual dates"):