Tutorial: Reporting on Time with Custom Report Types

Part 1: Using the standard Taskfeed Task report type to see total Time Spent per Board


Reporting Requirements:

The VP of Professional Services wants to report on the total time that is being spent on projects this quarter, per project as well as per individual in the company. Are we spending more time than estimated? Which tasks take the most time?

Let’s break down the requirements into separate business questions.

Business Questions:

  1. What is the total time spent overall (on all projects) this quarter?

  2. How much time did we spend per project this quarter?

  3. Are we spending more time than estimated?


Time logs are recorded at the Task level in Taskfeed, not the Board level. To see how much time is being spent on a Board, we need to look at the tasks on those Boards. We’ll use the Taskfeed Tasks report type to answer this question and then group the tasks by Board to calculate the total time spent on each Board.

Creating the Report

Report Type:

Taskfeed Tasks

Filters:
  • Owned by anyone (All Tasks)

  • Start Date = Current FQ or CQ

  • Time Spent (Hours) greater than 0 (to exclude tasks that had no Time spent)

Display Columns:
  • Board: Name

  • Name (Name of the Task)

  • Time Spent (Hours)

  • Estimated Hours

Groupings:

Group Rows by Board: Name

Hide Row Counts and Detail Rows


Dashboard Components:

Use the same report to create 3 different dashboard components:


  • Total Time Spent per Board This FQ: Create a horizontal Bar Chart with Board Name on the Y-Axis, Sum of Time Spent (Hours) on the X-Axis and add a measure to also display Sum of Estimated Hours underneath it on the X-Axis.

  • Total Time Spent This FQ: Create a metric chart to display Sum of Time Spent (Hours) as a number.

  • Estimated Time for this FQ: Create a metric chart to display Sum of Estimated Hours as a number.


Part 2: Using a Custom Report Type to Focus on Individual Time Log Entries 

Now that we know the total time spent per project, we want to see who’s spending time on what. Keep in mind that people can log time on a task that they don’t own but are contributing on.


Business Questions:

  1. How much time is each individual spending (or logging) this FQ?

The Taskfeed Tasks report type gives us good insight but it doesn’t focus on who specifically logged time, just the fact that time was logged on a task.

In order to see which individuals have been logging time on a task - even if they are not the Owners of the task, we will need to create a custom report type.




Create the Custom Report Type:

Taskfeed Tasks (primary object) with at least one record of Time.

  1. Follow these instructions to create a Custom Report Type. Click Next.

  2. Select Taskfeed Tasks as the primary object.

  3. Click the box under the primary object. Select Time as the child object. Learn More.

    1. Select Each "A" record must have at least one related "B" record. Only Task records with Time log entries are shown in the report.

  4. Save.

 

Create the Report:

Report Type:

Taskfeed Tasks with Time Logs (custom report type)

Filters:
  • Owned by anyone (All Tasks)

  • Date Recorded (Time): Current FQ

Display Columns:
  • User: Full Name (Time)

  • Name (Name of the Task)

  • Time Spent (Hours) (Time)

  • Date Recorded


💡Name (Time) is an auto-generated name for each Time log entry. It will display on reports as T- followed by a number. You can remove that column from the report as it’s not relevant.

Groupings:

Group Rows by Date Recorded AND User: Full Name


💡Group Date Recorded by Calendar Week or Calendar Month


Hide Row Counts. Hide Detail Rows.



Business Question:

  1. Which Tasks take the most time?

To answer these questions, you can use the Taskfeed Tasks report type or the Taskfeed Tasks with Time Logs custom report type created earlier. We will look for tasks with time spent and then analyze which ones have the highest amount of Time.

Create the Report:

Report Type:

Taskfeed Tasks

Filters:
  • Owned by anyone (All Tasks)

  • Start Date: All Time

  • Time Spent (Hours) greater than 0

Display Columns:
  • Name (Name of the Task)

  • Time Spent (Hours)

  • Estimated Hours


Groupings:

Summarize Time Spent (Hours) by Average and Max and Estimated Hours by Average only - remove the default Sum.



  • Group the report by Name (Task Name) and



  • Add a Conditional Formatting to highlight Largest Time Spent (Hours) that go over the total Average amount (which you will see on the report)


Hide Detail Rows and Row Counts

Save and Run the report.





Business Question:

  1. Which Tasks are going over the estimated amount of hours?

To answer this question, Edit the report above and Save As a new report. We will simply modify the filters.


Filters:
  • Owned by anyone (All Tasks)

  • Start Date: All Time

  • Time Spent (Hours) greater than Field - Estimated Hours



Display Columns:
  • Name (Name of the Task)

  • Time Spent (Hours)

  • Estimated Hours


Maintain the same group as above (Task Name) and keep the conditional formatting from the previous report.


Save and Run.



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