Activity by Milestone Report

Track Milestone activity in your organization.

The Activity by Milestone Report helps you track statuses and Item counts for your Milestones. It is a great way to see which Milestones are underutilized, where bottlenecks occur in your approval processes, and which Milestones might need more attention. 

Example of an Activity by Milestone Report. For each Milestone in the Report, you can see how many Items currently utilize each Milestone and the distribution of statuses. 

Who can access this Report?

Anyone with the "View Report Data" permission can see this Report.

This Report can be accessed under the Activity section of the Reports page. It can also be added as a Card on a Board.

Working with the Report

• Toggle between different Report views
• Use filters to control which data is referenced by the Report
• See a List of Items referenced by the Report
• Share the Report

The views

The Activity by Milestone Report has two views. Select the name of the view you want to see to toggle between them.

• List View shows you the number of Items containing each Milestone. You can see the total number of Items containing each Milestone and the number of Items with each Milestone in specific Milestone Statuses.  
  
  • You can customize the columns on your Report and change how they're sorted by hovering over any column's header and selecting the caret icon. 
    
    • Select Sort Ascending to order the list by increasing values in the selected column. 
    • Select Sort Descending to order the list by decreasing values in the selected column. 
    • Select Columns to add and remove columns from the list. 

• Graph View displays Milestone data as a bar graph. 
  
  
  • Display as Bar: Expand the drop-down to select the dataset the bar graph displays.
    • Total: Select this option to view the total number of Items containing each Milestone. 
    • Statuses: Select this option to view the number of Items with each Milestone segmented by Milestone Status. 
  • Sort: Expand the drop-down to select by which criterion this dataset should be ordered.
    • Total: The Milestones on this Report will be sorted by decreasing totals, meaning the most commonly used Milestones will be listed first.  
    • Milestone Order: The Milestones on this Report will be sorted by increasing Milestone Order. A Milestone's Order represents its position in a flow of Milestones on the same Template. 
    • Name: The Report's Milestones will be arranged alphabetically. 
  • Max: Enter the number of data points that should be represented on this graph. By default, this Report will show 15 data points, but it can be configured to show 1-50.
  • Show Values: When enabled, the value of each data point will be displayed on the graph.

Regardless of the view, you should look for:

• Milestones with very few (or no) Items. These Milestones are not being used, so you might consider ensuring your users are utilizing them properly. You can also reach out to your Customer Success Milestone to help you inactivate no longer needed Milestones. 
• A high number of Milestones in "Ready" status. This indicates the Milestone is ready to be approved, but no decision has been made yet. Too many "Ready" Milestones could indicate a bottleneck in your approval process.
• A high number of Milestones with overdue deadlines. If Milestones are commonly overdue, you might want to look closer at trends that could be causing your team to not act on Milestones in time. 

The filters

Any relevant filters on the main Reports screen will be automatically applied to this Report but can still be configured as needed.

• There are two date-based drop-downs. First is the "Reference Date" drop-down, and second is the "Range" drop-down.
   
  • Reference Date: Expand the drop-down to choose which type of date should be referenced by the Report. For example, select "Created in" if you want the Report to reference only those Items created in the specified date range.
  • Range: Expand the drop-down to choose the range of dates that should be included in the Report.
    • All Time removes any date range parameters. 
    • Custom allows you to enter any date range you want. 
    • Past shows you a rolling date range that counts back from the current calendar date. 
    • Current shows you data for the current week, month, quarter, or year. 
    • Last shows you data for the previous week, month, quarter, or year. 

• Workflow: Expand the drop-down to choose which Workflows should be represented in the Report. Any Milestones belonging to Templates in your selected Workflows will appear on the Report. 
• Template: Expand the drop-down to choose which Templates should be represented in the Report. Any Milestones belonging to a selected Template will appear in the Report. 
• Select Originating, Responsible, or Impact to decide whether the Report should reference Items from the Originating, Responsible, or Impact Location. 
  
  • Originating and Responsible will be the default selection.
  • If Impact is selected, both Originating and Responsible will be toggled off. 
  • If no Location is selected in the Location Filter or Item Filter, the Originating, Responsible, and Impact toggles will not affect Report data.  
• Click the filter icon, and the Item Filter window will open.
  
  
  • Update the item filters to control which Items are included in the Report's metrics.
  • Click Save.
• Click the Locations panel on the left side of the Report to expand it.
  
  • Filter the Report by Location. Only Items tied to the selected Locations will be included in the Report.
• Milestone: Expand the drop-down to specify which Milestones should appear in the Report. 

See a list of Items referenced by the Report

When in the List view:

• Select any value on the Report to see a List of all Items contributing to that metric.  

When in the Graph view:

• Hover over a bar or bar segment to open a tooltip that lists its exact value.
• Click a bar or bar segment to open a List of all Items contributing to the metric. 

Share the Report

To share the Report, select the ellipsis icon. In the resulting drop-down menu, you can export the Report as a PDF, download it as an XLSX file, or copy it to a Board. 

• Select Print/Save PDF to export the Report as a PDF. The "Print" window will open.
  • Page Size: Expand the drop-down to choose your preferred page size.
  • Scale: Expand the drop-down to choose the scale percentage. This allows you to fit more content on a single page. For example, selecting 50% doubles the content you can fit on one page. Make sure to select "Fit to page" in your browser's print settings.
  • Click either Portrait or Landscape to choose the PDF's orientation.
  • Click Print.

• Select Save XLSX to export the Report as a spreadsheet document. This option is only available in the List view.
• Select Copy to Board to add the Report as a Card on a Board. 
  • In the resulting window, select a Board. All Boards that you have permission to edit will appear as options. 
  • Select Copy to add the Report to your selected Board. All filters and columns in the Report will be carried over to the Card. 
    • The Report Card will appear at the Board's top left corner.

Activity by Milestone Report Cards

Impact by Milestone Reports can also be added as a Card on Boards.

When creating an Impact by Milestone Report Card, you use the same filters discussed in this article to build the Report. However, you will have additional Sort and Edit Columns options when the Report is in List view. 

These selections will persist the next time you view the Board.

• Sort: Use the drop-down to decide by which criteria the Report should be ordered. For example, sorting by Cost Savings will result in a list where the Item with the most Cost Savings is listed first.
• Edit Columns: Use the Edit Columns window to select which columns appear on the Card when the Report is in List view.