Number and date fields can be summarized. (This option is disabled for text fields.) In the Customized Fields dialog box, 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, set the Values to Display option in the Customize Fields dialog box to indicate how the field should be displayed.
Use the following to specify how the field will actually appear in views with data or a graphical indicator
Data The actual values will be displayed.
Graphical Indicators Displays a selected graphical indicator in place of the actual data values.
Choosing the Graphical Indicators option opens the Graphical Indicators dialog box:
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 Jor each value or range of valid values for the field, as follows:
1. In the Test column, choose ari appropriate logical ~est 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..
For 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 in the Graphical Indicators dialog box are shown in Figure 23.4.
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 .
Deleting Custom Fields
You can delete only the attributes of 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 deleted any attributes you gave the field, such as the name or the valid values associated with it. However, you cannot delete the Costl field.
To delete a custom field from the current project or the global template, do the following:
1. Select Tools> Organizer to open the Organizer:
2. Click the Fields,tab.
3. Select the custom field you want to delete in the global template, Global.mpt, or the active project’s list.
4. Click the Delete button.
5, Click OK to close the Organizer.
Your custom field’s attributes are removed and the field can be customize for another purpose
Creating Custom Forms in Project 2000
A form is a window or container for working with information within Project 2000. Forms are used for data entry, and allow access and updating of fields not displayed in the current view. Forms make data entry easier and reduce the chance of data entry error by placing fields consecutively in the order they are generally entered.
Each form contains a number of controls-interface elements such as text boxes, option buttons, and command buttons-that you use to interact with the form. You’ll be familiar with most (if not all) of these controls from your work with other Windows applications and with the default dialog boxes and forms used in Project. In addition to the Task Information and Resource Information dialog boxes, there are twelve built-in forms used for specialized data entry, described in Table 23.5
Why Create Custom Forms?
Project 2009’s built-in forms provide a great deal of flexibility and functionality straight out of the box, For many business purposes, however, you will need to extend or modify their functionality. For example, if you are managing a project where the team members travel, you might wisg to track the travel dates and costs. By using custom forms, you can do this easily. Likewise, you might be able to speed up the creation of frequent task changes or assignment additions by creating custom forms that-already contain or automatically enter part of the information for you .
You can customize a form in several ways, as follows:
• Present the information on the form so that you don’t have to fill it in each time you create an item based on the form. For example, if you regularly need to create new tasks for “Implementing a Product” at different locations, you can create a custom form that contains all information except the Location Name and Date.
• Add fields to or remove them from an existing form: For example, you might choose to add one or two extra fields to the standard Resource Entry form so you could enter their contact information (phone number and email address) at the same time you enter a resource.
• Create a new form with text, group boxes, buttons and/or fields.
• Change how the controls on the form work:
As with Microsoft Outlook, the primary method of creating a custom form in Project is by basing it on one of the existing forms. For minor customization, you can simply extend the existing functionality of a form by adding custom fields and features. For more radical customization, you can remove most of the existing components for a form, providing yourself with an almost clean slate for designing your own form, You can also build a custom form from scratch.
Opening a Custom Form
Before you start with a brand new form, check the predefined forms in Project. You can see all the custom forms from any view, but you can only apply custom forms from a view of the correct associated table. For example, you must go to a view based on the Resource table, such as Resource Sheet, Resource Graph, or Resource Usage view to apply a custom resource form.
To open a custom form, do the following: .
1. Select Tools >- Customize >- Forms. The Custom Forms dialog box opens, as shown in Figure 23.5.
2. Choose Tasks or Resources to choose the type of form you want to display,
3. Select’ a form from the Forms List.
4. Click the Apply button to view the custom form.