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Gantt Reports (Beta)

This topic describes how to use the Report Designer to build a Gantt chart report.

Overview

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. 

gantt_example.png

If you have ever created a list report, then you are halfway there. This topic covers:

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. 

portfolio_gantt_example.png

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.

  1. 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.)
  2. In the General tab, select a Topic, and Type (Gantt since that's why you're here!), and enter a Title.
  3. 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.

2020-04-16_18-15-35.png

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.

2020-04-16_17-12-11.png

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.

2020-04-16_18-30-13.png

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.

2020-04-20_11-06-15.png

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
  • Color By: Field that drives the bar color. Available fields will include any field in your report derived from a list
  • Show 'Color By' legend - Choose whether or not to display a legend for the bar colors. For example, if you are using 'Status" for the Color By field, your legend, which appears below the Gantt, might look like this:

2020-04-16_17-26-38.png

  • Gantt Bar Label: - Label that appears to the right of the bar. Typically show the label in the Gantt and hide the field column in the list. For example, you can label the bar with the project Owner, or the project Title, in which case you would hide the Owner or Title list column. An example of a Gantt bar label is shown below.

     2020-04-16_18-04-07.png

  • Show % Complete Based on: Select any % field  to display a darker shade on top of each Bar #1 to represent the % complete of that field's value. The darker shade gives each bar the appearance of a progress bar. This is specifically for treating the Gantt bar like a progress indicator, and can be based on any % field with the project or task % Complete field most commonly used. Note that the % field must be included as a column within the report, but you can hide it by selecting Show Columns from the Column Header menu and deselecting the checkbox next to the field name. An example of a Gantt using the project % Complete as illustrated by the hover details is shown below.

Screen Shot 2020-04-19 at 8.59.56 AM.png

  • Zoom - Determine the level of granularity of the timespan: Year, Quarter, Month, Week, Day. Set a default by zooming in or out, or zooming to fit. Zoom controls shown below:

     2020-04-16_17-28-53.png

  • Interval - This control allows you to move the Gantt bars forward a timespan or back a timespan:

timespan.png

This is the toolbar that appears above the Gantt:

2020-04-14_16-42-16.png

Click the gear icon to open this dialog:

2020-04-14_16-46-01.png

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.

 

Hover Details

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): 

2020-04-16_17-13-03.png

Hover details for two-bar Gantt (Hover Details Labels configured as "Project target dates" and "Project actual dates"):

2020-04-16_17-12-11.png