Working with Custom Fields

A field contains one specific type of information, and is either part of a table, a form view, or the timephased area of the usage views. Microsoft Project includes several types of fields: task and timephased task fields, resource and timephased resource fields, and assignment and timephased assignment fields.

Because Project isn’t a database management tool, such as Access, you can’t create new tables and add new fields at will. Instead, Project enables you to customize the program with groups of predefined custom fields. These fields are already assigned to the task, resource, and assignment tables, and each field in a group has a similar placeholder name. For example, there are 10 custom Task Cost fields, named (on a placeholder basis) TaskCost1, TaskCost2, through TaskCost10. When you customize one of the fields, you change its placeholder name and set the field’s properties. You can’t, however, add fields to the tables—customization is limited to the predefined fields. Tables 25.1 through 25.3 show the custom fields included in the Task, Resource, and Assignment tables.

Custom Task Fields

The task fields are used in the task views, such as the Gantt Chart, Task Sheet, and Network Diagram views, to display specific information for each task. Table 25.1 shows each custom field located in the task tables, the field type, and an example of how you might use the fields in the group.

Table 25.1: Custom Task Fields

Field Name	Field Type	Examples of Uses
TaskCost1TaskCost10	Currency	Track high and low historical task costs in your project. Enter the highest reported historical cost for a task in the Cost1 field, and rename it HighPastCost. Enter the lowest historical cost in the Cost2 field, and rename the field LowPastCost.
TaskDate1TaskDate10	Date	Include an estimated completion date for the work on a milestone phase. Add the DateX field to the table; then, for all milestone assignments, enter the estimated completion date in this field.
TaskFinish1TaskFinish10	Date	Include interim finish dates in a task sheet. Add the FinishX field and call it “Interim Finish.” Alternately, add a custom finish field and then enter a projected milestone finish date for the task.
TaskStart1TaskStart10	Date	Record interim start dates in a task sheet. Add the StartX field, and call it Interim Start.
TaskDuration1TaskDuration10	Duration	Enter the longest estimated duration for a task in the Duration1 field, and the shortest estimated duration in the Duration2 field.
TaskOutlineCode1 TaskOutlineCode10	Enumerated	The project accountant refers to the project plan to obtain information about task costs. She wants to see tasks grouped by cost centers and obtain summarized information based on these cost centers. She creates a custom outline code field called Task Cost Code, along with a lookup table with the list of codes. She then applies the appropriate cost codes to the applicable tasks. She gets the hierarchical and summarized information she needs when grouping by the custom Task Cost Code outline code field.
TaskNumber1TaskNumber20	Percent and Number	Use to show which department is responsible for a task. Add a NumberX field to the Task Sheet view, rename it Dept Code, and enter the appropriate data. You can sort on the Dept Code field to show how tasks are grouped by department, or show the organizational structure of a project.
TaskText1TaskText30	Text	Use to show which department is responsible for each task. Add a TextX field to the Task Sheet view, rename it Dept Name, and enter the appropriate data. Use it the same way as the Dept Code field described previously.
TaskFlag1TaskFlag20	Yes/No	Use to identify certain tasks for which you need to track specialized accounting information. Add a Flag field and then click Yes in the field for each task that needs the special tracking. Filter for that Flag field to view, and work with only those tasks marked Yes.

Custom Resource Fields

The resource fields are all the custom fields you can use in the resource views, such as the Resource Sheet and Resource Usage views. These fields show summarized information for each resource (but not individual assignment information). Table 25.2 shows each custom field located on the resource tables, the field type, and an example of how it might be used.

Table 25.2: Custom Resource Fields

Field Name	Field Type	Examples of Uses
ResourceCost1ResourceCost10	Currency	Use to track high and low estimated resource costs in your project. Rename Cost1 High Est. Cost, and enter the highest estimated resource cost for a task. Rename Cost2 Low Est. Cost, and enter the lowest estimated resource cost.
ResourceDate1ResourceDate10	Date	Use to add birthdays to your resource information. Add the Date1 field to the Resource Sheet, and call it Birthday.
ResourceFinish1ResourceFinish10	Date	Use to store additional baseline finish and start dates. To save pairs of start and finish dates as interim baseline plans, point to Tracking on the Tools menu, click Save Baseline, and click Save Interim Plan. Click the custom start and finish fields you want to use.
ResourceStart1ResourceStart10	Date	Use to store additional baseline finish and start dates. To save pairs of start and finish dates as interim baseline plans, point to Tracking on the Tools menu, click Save Baseline, and click Save interim plan. Click the custom start and finish fields you want to use.
ResourceDuration1 ResourceDuration10	Duration	Enter the longest estimated duration for a resource in the Duration1 field, and the shortest estimated duration in the Duration2 field.
ResourceOutlineCode1 ResourceOutlineCode10	Enumerated	The project resource manager refers to the project plan to obtain organizational information about resources. He wants to see resources grouped according to the organizational breakdown structure, and to obtain summarized information based on this structure. He creates a custom outline code field called Organization, along with a lookup table with the list of codes. He applies the appropriate organization codes to the applicable resources. He sees the hierarchical and summarized information he needs when grouping by the custom Organization outline code field.
ResourceNumber1 ResourceNumber20	Percent & Number	Use to show the department to which each resource belongs. Add a NumberX field to the Resource Sheet view, rename it Dept Code, and enter the appropriate data. You can sort the resources using the department name field to show how the resources are distributed by department, or to show the organizational participation in a project.
ResourceText1ResourceText30	Text	Use to show the department to which each resource belongs. Add a TextX field to the sheet portion of the Resource Sheet view, rename it Dept Name, and enter the appropriate data. Use it the same way as the Dept Code field described previously.
ResourceFlag1ResourceFlag20	Yes/No	Use to review contract resources residing in a variety of groups. Add a Flag field and then click Yes in the field for each contractor. You can then filter for that Flag field to view only those resources marked Yes.

Custom Assignment Fields

The assignment fields can be viewed only at the bottom of the Task Form and Resource Form, and in the Task Usage and Resource Usage views. They show information about each assignment. You can change the assignment field that appears at the bottom of the Task Form or Resource Form view by pointing to Details on the Format menu and then clicking a command. Each command shows a different set of assignment fields. Table 25.3 shows each custom field located on the assignment tables, the field type, and an example of how it might be used.

Note 

You can’t type information in the customized assignment fields as you can with customized task and resource fields. You can import or export data into and out of the assignment fields, display them in views and reports, and update them with VB code.

Table 25.3: Custom Assignment Fields

Field Name	Field Type	Examples of uses
AssignmentCost1 AssignmentCost10	Currency	Use to track high and low estimated costs in your project. Enter the highest estimated cost for an assignment in the Cost1 field, and the lowest estimated cost in Cost2.
AssignmentDate1 AssignmentDate10	Date	Use to define interim start and stop dates if work on the assignment is interrupted before an interim finish point is reached.
AssignmentFinish1 AssignmentFinish10	Date	Use to include interim finish dates for multistep assignments, or finish dates based on percent complete.
AssignmentStart1 AssignmentStart10	Date	Use to include interim start dates for multi-step assignments.
AssignmentDuration1 AssignmentDuration10	Duration	Use to compare estimates. Enter the longest estimated duration for an assignment in the Duration1 field and the shortest estimated duration in the Duration2 field.
AssignmentNumber1 AssignmentNumber20	Percent & Number	Use to show which department is responsible for an assignment. Add a NumberX field to the Task Usage view, rename it Dept Code, and enter the appropriate data. You can sort on the Dept Codefield to show how assignments are grouped by department, or to show the organizational structure of a project.
AssignmentText1 AssignmentText30	Text	Use to show which department is responsible for each assignment. Add a TextX field to the sheet portion of the Task Usage view, rename it Dept Name, and enter the appropriate data. Use it the same way as the Dept Code field described above.
AssignmentFlag1 AssignmentFlag20	Yes/No	Use to separate work done by employees versus contractors. Add a Contractor field and then click Yes in the field for each assignment to a contractor. You can then filter on the Contractor field to view only those assignments marked Yes.

Where to Use Custom Fields

Custom fields can be inserted and displayed in any sheet view. In addition, you can use custom fields in the dialog boxes listed in Table 25.4.

Table 25.4: Where Custom Fields Can Be Inserted

Dialog box	To Display
Column Definition	Double-click the column heading.
Filter Definition	Select Project Ø Filtered For Ø More Filters. Choose a filter name and then click Edit.
Custom AutoFilter	On the Formatting toolbar, click the AutoFilter button. In a column heading, open the drop-down list, and choose Custom.
Crosstab Report	Select View Ø Reports Ø Custom, and select a Crosstab Report. Before previewing the report, click the Edit button and then click the Sort tab.
Data Template Definition	Choose View Ø Network Diagram. Select Format Ø Box Styles to open the Box Style dialog box; then click the More Templates button. Select a template, and click Edit.
Replace	Select Edit Ø Replace.
Table Definition	Select View Ø Tables Ø More Tables. Select a table name, and click Edit.
Bar Styles	Select Format Ø Bar Styles. (In some views, you may also need to select the Text tab.)
Sort	Select Project Ø Sort Ø Sort By.
Find	Select Edit Ø Find.
Export Wizard	Select File Ø Save As. In the Save As Type drop-down list, choose a non-Project file type. Click Save to open the wizard.

Creating Custom Fields

Creating a custom field is actually “customizing a custom field” by renaming an existing Project field. You can insert a custom field, as in any sheet view, by inserting a column. Custom fields can be part of a calendar bar, Gantt chart, or Network Diagram task box. You can also sort and search on custom fields.

Follow these steps to create a custom field. (The attributes, calculation method, and display options are discussed in the text that follows the steps.)

1. Select Tools ØCustomize Ø Fields. The Customize Fields dialog box is displayed, as shown in Figure 25.1; select the Custom Fields tab.

2. In the Field area, select to insert either a Task or Resource field.

3. Select the field type (Cost, Date, Duration, and so on) from the Type drop-down list.

4. Select the field you want to customize.

5. Click the Rename button to display the Rename dialog box, and rename the field.

   Tip 

   Don’t skip the renaming step, even if you’re customizing only one field in a project file. A descriptive name serves two purposes: It reminds you of the field’s contents; But, perhaps more importantly, changing the placeholder name lets other users know that this field is already being used.

   
   Figure 25.1: The Customize Fields dialog box

6. Select the Custom Attributes, Calculation method, and Values display options.

7. Click OK when you’re finished customizing the field.

Setting Custom Attributes for a Custom Field

The custom attributes specify the way values are entered in the custom field. You can specify a list of values or construct a formula used to calculate the field value. The custom attribute choices are as follows:

• None

• Value List

• Formula

  Tip 

  You’ll often select None to create a text box in which a user types data. This is the type of field used for Task Name, Resource Name, and other open text fields.

Creating a Value List

Use Value List to create a drop-down list of values from which the users select. The Resource Type field in the Resource Sheet and the Task Type field on the Advanced tab of the Task Information dialog box are two of Project’s many value list fields.

Users will appreciate the convenience of selecting from a drop-down list if

• Choosing from the list is faster than typing the full entry.

• The list is organized in a logical way so users can locate their item.

If the list of values is too long, or users have to hunt for the entry they want to select, the value list will be an impediment rather than an aid. You wouldn’t, for example, create a value list of every available United States Zip code—there are too many possible values, and it’s easier to type in the Zip code you want. On the other hand, as the project manager and person responsible for summary reporting, you might choose to include a list that other users view as cumbersome, such as a list of office locations, department names, or managers.

Consistency may be the hobgoblin of small minds, but it vastly improves the usefulness of reports and views that are sorted, grouped, or filtered. Lists improve reporting, sorting, and filtering because they standardize the data entered in a field—when Human Resources, for example, is always entered as Human Resources rather than HR, Human Res., or Personnel. If the entire universe of values that can appear on the list is known, you can limit users to values that appear on the list.

For greater flexibility with lists that may change, you can allow users to enter new items, and add the new items to the list automatically or with the user’s confirmation.

To create a value list for the custom field, click the Value List button in the Customize Fields dialog box to open the Value List dialog box shown in Figure 25.2.

Figure 25.2: The Value List dialog box

Click the Import Value List button to import a value list already defined for another field into this custom field. To create a new list, enter the values and optional descriptions in the value table. Set the default value by enabling the “Use A Value From The List As A Default Entry For The Field” check box, selecting the default field, and clicking the Set Default button. The field you set as the default is displayed in red.

If you limit the entries to the values already defined in the value list, you’ll see this warning when you close the Value List dialog box:

The message box will appear even if there are no existing entries in this field. Click OK to proceed, or Cancel if you want to verify the Value List.

Back to the Value List dialog box. If you want the field to not be restricted to items on the list, select the Allow Additional Items To Be Entered Into The Field check box. When this option is selected, you can also designate that users can Append New Entries to the Value List (and be prompted before being allowed to do so).

Finally, choose the order in which the value list drop-down list will be displayed and then click OK.

Mastering the Opportunities: How Value Lists Behave

The type of value list used in Project allows users to choose an item from a list either by clicking (with the mouse) or by typing. The user can click the drop-down arrow to open the list and then type the first character to move to the first entry that begins with that character. Typing additional characters moves you to the first entry that begins with the string of characters the user has entered. In a value list of state abbreviations, for example, typing an M moves to MA, the abbreviation for Massachusetts; typing an N (after the M) moves to MN, Minnesota (rather than to NM for New Mexico).

This is somewhat helpful because before typing any characters the user must click the drop-down arrow to open the list. In a limited list, if the user simply types M and then presses Enter or Tab to choose Massachusetts, Project displays an error message:

If the list is not limited, M is accepted as a valid entry, which makes it difficult to accurately report on the contents of this field.

Creating a Calculated Field

Calculated fields display results based on a formula. Some of the fields in Project use code to simulate calculated fields, but the user can overwrite the results of the calculation. Common calculated fields include

• Task Start Date, Finish Date, Total Cost

• Duration, Work, Units Assigned

  Note 

  Custom calculated fields are read-only—you can’t overwrite a value in a custom calculated field.

In the Customize Fields dialog box, click the Formula button to open the Formula dialog box, shown in Figure 25.3. Enter the formula you want to use to calculate the custom field. You can type in a formula a la Microsoft Excel; or you can build a formula by selecting fields from the Field drop-down list, functions from the Function drop-down list, and operations using the operator buttons (+, ñ, *, and so on). You also have the option of clicking the Import Formula button to import a formula already defined for another field into this custom field.

Figure 25.3: The Formula: dialog box

Setting Calculations for Summarization

All number and date fields in Project can be summarized. (You can’t summarize a text field, obviously.) To enable summarization for one of your custom fields, open the Customized Fields dialog box, and select a calculation method to be used when the field is placed in summary reports:

None The field is not part of any summary rows.

Rollup Rolls the value of your field up into the summary rows based on the method you select. The choices are Average, Average First Sublevel, Maximum, Minimum, and Sum.

Use Formula This choice is enabled only when you have selected a formula to be used for calculating the value of the custom field. With this option, Project applies the formula to the data in the summary row, just as it does for an individual task, resource, or assignment item.

Setting the Field’s Display Options

For all fields you create, you need to indicate how the field should be displayed. You do this via the Values to Display section in the Customize Fields dialog box.

If you choose Data, the actual values will be displayed. If you choose Graphical Indicators, a selected graphical indicator is displayed in place of the actual data values.

When you choose Graphical Indicators, you can select the graphical indicator you want to appear (such as a red for stop or green light for go). The Graphical Indicators dialog box is shown in Figure 25.4.

Figure 25.4: Add graphical indicators to your custom fields.

To set a graphical indicator, select whether the indicators will be displayed for non-summary rows, summary rows, or the project summary; then use the three columns in the grid to set criteria for each value or range of valid values for the field, as follows:

1. In the Test column, choose an appropriate logical test for each value.

2. In the Value column, enter a value (a text string, number, date), or choose a field from the drop-down list.

3. In the Image column, choose a graphic indicator from the drop-down list of colorful little symbols.

Click the Import Indicator Criteria button to import a criteria list from another field. If you want users to be able to see the data on demand, enable the Show Data Value in ToolTips check box.

As an example, we have created a custom field called Maximum Overtime Cost Allowed. We want to display a red flag when the Actual Overtime Cost field on the Task table is greater than or equal to the Maximum Overtime Cost Allowed. The settings to display this graphical indicator are shown in Figure 25.4.

After you create a custom field, insert the field as a column in a view as you would insert any other column. The field appears in alphabetical order in the field list; if you’ve chosen to display the column with a graphical indicator, it should look similar to this:

Deleting Custom Fields

You can delete only the attributes you’ve described for a custom field: the custom field existed before you customized it, and will exist after you reset its attributes. For example, if you have created a new custom field by renaming Cost7 to Maximum Cost, deleting Maximum Cost will delete any attributes you gave the field, such as the name or the valid values associated with it; however, the Cost7 field still exists.

To delete a custom field from the current project or the global template, do the following:

1. Select Tools Ø Organizer to open the Organizer.

2. Click the Fields tab.

3. Select the custom field you want to delete from either the global template (global.mpt) or the active project file.

4. Click the Delete button.

5. Click OK to close the Organizer.

Your custom field’s attributes are removed and the field can be customized for another purpose.

Mastering the Opportunities: Practice with Custom Fields

In Chapter 24, we invited you to create macros and a menu bar to get a hands-on feeling for Project’s programming features. In this chapter, we’ll create two custom fields and a custom form that will include the fields. The fields and custom form will become part of the Travel Application you’ll develop in Chapters 26 and 27.

The first custom field to create in the Task table is a text field named Location. The second custom field, also in the Task table, will be a cost field named Travel Cost, with a Sum rollup method. We’ll walk you through creating the first field; you can create the second field on your own.

To create the Location field:

1. Select Tools Ø Customize Ø Fields to open the Customize Fields dialog box.

2. Select Task to choose the Task table.

3. Select the Text field type from the Type drop-down list.

4. Select Text1 as the field you want to customize.

5. Click the Rename button to rename the field.

6. When the Rename Field dialog box appears, enter Location in the New Name field; then click OK.

7. Click OK to close the Customize Fields dialog box.