Work with a SharePoint task list in Project Web App

More articles about: Project Online | Project Server

After you have connected a SharePoint task list to Project Web App, there are a few different ways you can work with that list. This article describes how to use task lists with resource data, report on task lists, and create custom fields for task lists.

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Use a task list with resource data

If you have assigned people to do work on tasks in your task list, when you add that task list to Project Web App, those people are listed as resources. To see this, on the Quick Launch in Project Web App, click Resources. Here, you see the people you’ve assigned to task listed as Work resources in the Project Web App resource pool.

With your task list resources visible in Project Web App, you can view resource availability and resource assignments.

To view resource availability:

  1. In Project Web App, on the Quick Launch, click Resources.
  2. Click once on a person’s name to select that person.
  3. On the Resources tab, in the Navigate group, click Resource Availability to see how much of that person’s time is being spent on tasks from your task list, combined with projects in Project Web App.

To view resource assignments:

  1. In Project Web App, on the Quick Launch, click Resources.
  2. Click once on a person’s name to select that person.
  3. On the Resources tab, in the Navigate group, click Resource Assignments to see which tasks the person is assigned to in your task list and in projects in Project Web App.

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Report on a task list

When you are building reports in Project Web App, there may be times when you want a report to show only those SharePoint task lists that you have connected to Project Web App, or other times when you want to show only enterprise projects, without including connected SharePoint task lists.

Project Web App includes a flag field that is selected for each project that is a connected SharePoint task list. This field is called ProjectVisibilityMode, and you can include it when you build a report to filter on whether a project is a connected SharePoint task list.

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Create a project custom field for a task list

Although your options are somewhat limited, you can create project custom fields in Project Web App that can be edited for tasks in a connected SharePoint task list. For example, you might want to create a flag field that helps you identify whether a particular project is associated with a certain initiative in your organization.

To use a custom field with your connected SharePoint task list, first the Project Server administrator needs to create the custom field.

To create a custom field for use with a SharePoint task list:

  1. In Project Web App, click Settings, and then click Project Web App Settings.
  2. On the Server Settings page, in the Enterprise Data section, click Enterprise Custom Fields and Lookup Tables.
  3. On the Enterprise Custom Fields and Lookup Tables page, in the Enterprise Custom Fields table, click New Field.
  4. On the New Custom Field page, provide a name for the new field, and complete all required fields.
  5. In the Behavior section, select Allow editing on Project Details pages for SharePoint Tasks List Projects.
  6. Click Save to create the custom field.

Once the field is created, the next step is to add it to the Project Center Summary view.

To add a custom field to the Project Center Summary view:

  1. In Project Web App, click the gear icon in the top right corner of the window, and then click Project Web App Settings.
  2. On the Server Settings page, in the Look and Feel section, click Manage Views.
  3. On the Manage Views page, scroll down and click Summary under Project Center.
  4. On the Edit View: Summary page, select your custom field in the Available fields box, in the Table and Fields section, and then click Add to move it to the Displayed fields box. Click Up or Down to move the location of the custom field within the Displayed fields box.
  5. Click Save.

Now the custom field is added to the Summary view in the Project Center. When you open the connected SharePoint task list for viewing in Project Web App, you can make changes to that custom field.

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Applies to:
Project Online operated by 21Vianet, Project Web App for Project Online, Project Web App for Project Server 2013, Project Web App for Project Server operated by 21Vianet