Although all Project Professional and Microsoft Office Project Web Access 2003 users use Enterprise Custom Fields, you must use Project Professional to create and maintain them. Enterprise Custom Fields are stored in the Enterprise Global Template. The first step when working with Enterprise Custom Fields is to open and check out the Enterprise Global Template. Only users who are assigned the Save Enterprise Global permission in Project Web Access can check out the Enterprise Global Template.

To create Enterprise Custom Fields

1. Open Project Professional as a user who is assigned the Save Enterprise Global permission and connect to Project Server 2003.
2. On the Tools menu, point to Enterprise Options, and then click Open Enterprise Global to check out the Enterprise Global Template.

   The name of the project in the title bar will be Checked-out Enterprise Global.

3. In the checked-out Enterprise Global Template, on the Tools menu, point to Customize, and then select Enterprise Fields to open the Customize Enterprise Fields dialog box.

   

4. Select the Custom Fields tab.

   On the Custom Fields tab, under Field, three primary options are available:

   • Task   Select to create Enterprise Custom Fields that are applied at the task level.
   • Resource   Select to create Enterprise Custom Fields that are applied at the resource level.
   • Project   Select to create Enterprise Custom Fields that are applied at the project level.

   The following secondary options are available from the Type drop-down menu for each of the primary options:

   • Cost   Use custom cost fields to define currency data. For example, you can use a custom cost field to define a project's Approved Budget.
   • Date   Use custom date fields to specify date-driven data. For example, you can create an Enterprise Custom Field called Project Approval Date, and use it to record the date on which a project is approved.
   • Duration   Use custom duration fields to define a duration. These are frequently defined as calculations that use custom formulas. For example, a custom duration field can enable your organization to define a way for a project manager to show and store the difference between a project's original schedule and the actual schedule.
   • Flag   Use custom flag fields to define anything that can have only two choices for defining the data. For example, you might use a flag field to determine whether to display a field or to enable a macro that controls whether a particular set of data will be available in the project.
   • Number   Use custom number fields to define any numeric set of data or to perform a custom calculation by using a custom formula. For example, you might use a task-level field to record the estimated lines of code in a software development project or to compare a project's actual cost to its proposed cost.
   • Text   Use custom text fields to define simple, non-hierarchical, alphanumeric data. For example, you can create a custom text field called Project Status that includes options such as Initiated, Approved, In-Progress, Suspended, Cancelled, and Closed.

    Note   The process of creating an Enterprise Custom Field is identical for all primary and secondary custom field types.

5. Select the primary option that you want and then select the secondary option that you want from the Type drop-down menu. For example, select the Task option and then choose Text on the Type drop-down menu.

   

6. It is important to assign all Enterprise Custom Fields a meaningful identifier; for example, Budget Indicator for Enterprise Text1 or Status Indicator for Enterprise Text2. To change the name of a field, select an Enterprise Custom Field, and then click Rename.
7. In the Rename Field dialog box, type the name of the field; for example, Budget Indicator, and then click OK.

   

8. To make this Enterprise Custom Field a required field, under Custom attributes, select Make this a required field.
9. All Enterprise Custom Fields can have special attributes, including formulas, graphical indicators, and rules for calculations. In the following example, the Budget Indicator field requires a graphical indicator that is displayed as the result of a calculation that is defined by a custom formula. To define a custom formula for an Enterprise Custom Field, under Custom attributes, select the option button next to Formula, and then click Formula to open the Formula dialog box.

   

   For example, the formula illustrated in this step sets the Enterprise Custom Field to a value of 1, 2, or 3 depending on whether the project is within its baseline budget, less than 20 percent over budget, or more than or equal to 20 percent over budget.

10. When you are finished, click OK to close the Formula dialog box.

     Note   For more information about creating formulas for Enterprise Custom Fields, see the topic Creating a Formula for an Enterprise Custom Field in Chapter 4, Working with Enterprise Custom Fields, in the Microsoft Office Project Server 2003 Application Configuration Guide.

11. Graphical indicators enable users to easily identify the correct selection by means of a visual indicator rather than requiring project managers or other users of Project to understand the integer values. To define a graphical indicator for an Enterprise Custom Field, under Values to display, select Graphical Indicators, and then click Graphical Indicators to open the Graphical Indicators dialog box, or select Data to display numerical indicators.

    

    If you choose to assign a graphical indicator, under Test for Field Name, for each value, an indicator is selected. In this example, green represents 1 (within its baseline budget), yellow represents 2 (less than 20 percent over), and red represents 3 (more than or equal to 20 percent over).

    The same graphical indicators can be used for more than one Enterprise Custom Field. You can use graphical indicators to specify tests such as equals, does not equal, is greater than, is within, and so on. Some of these tests are not appropriate for every type of Enterprise Custom Field. In addition to test options, an extensive list of graphical indicators is also available. You cannot add your own custom graphical indicators; only the built-in list is available.

12. When you are finished, click OK to close the Graphical Indicators dialog box.

     Note   For more information about graphical indicators for Enterprise Custom Fields, see the topic Associating Graphical Indicators with an Enterprise Custom Field in Chapter 4, Working with Enterprise Custom Fields, in the Microsoft Office Project Server 2003 Application Configuration Guide.

13. Click OK to close the Customize Enterprise Fields dialog box.

    The new Enterprise Custom Field will not be available for project managers to use in their projects until the Enterprise Global Template is refreshed.

Creating a Formula for an Enterprise Custom Field

You can use formulas to define your own parameters for how your Enterprise Custom Fields will measure data or present information when they are used in a project. Formulas cannot be used with all types of Enterprise Custom Fields.

To create a formula for an Enterprise Custom Field

1. Open Project Professional as a user who is assigned the Save Enterprise Global permission and connect to Project Server 2003.
2. On the Tools menu, point to Enterprise Options, and then click Open Enterprise Global to check out the Enterprise Global Template. The name of the project in the title bar will be Checked-out Enterprise Global.
3. In the checked-out Enterprise Global Template, on the Tools menu, point to Customize, and then select Enterprise Fields to open the Customize Enterprise Fields dialog box.

   

4. Select the Custom Fields tab.
5. You can create formulas for all three custom field categories. Click the Task, Resource, or Project option, and then click the type of field that you want to customize in the Type drop-down box.
6. In the Field list, click the field that you want to customize.
7. Under Custom attributes, click the option button next to Formula, and then click Formula to open the Formula dialog box.

   

8. Under Edit formula, enter the formula that you want to apply to the Enterprise Custom Field by doing a combination of the following:
   • To use a known formula, type the formula in the Edit formula box.
   • To build a formula by using a standard set of operators, click the operator buttons that you need. The formula can operate by using referenced fields, functions, or literal data.
   • To add another field to the formula, click Field, point to a field type, and then click the name of the field that you want to reference; for example, Baseline Finish and Finish in the this example. To reference an existing Enterprise Custom Field, point to a field type, point again to a custom field type (such as Custom Date or Custom Finish), and then click the Enterprise Custom Field that you want.
   • To use a function in the formula, click Function, point to a function type, and then click the function that you want. Each function includes placeholder arguments that you can replace with the fields and values that you want to use.
   • To use an existing formula, click Import Formula, and then select the open project, field type, and name of the Enterprise Custom Field for which you want to use the formula or append to any formula that is currently displayed in the Edit formula box.
9. Click OK to close the Formula dialog box.

Importing a Formula from Another Enterprise Custom Field

It is important to remember that if users are going to work with views in the Project Center in Project Web Access that include project-level Enterprise Custom Fields, such as Budget Indicator or Schedule Indicator, and users also want to be able to view similar items in project tasks, then you must create both a task-level and a project-level Enterprise Custom Field with identical formulas and graphical indicators. This is necessary so that users can view the same set of data at both project and task levels.

To import a formula from another Enterprise Custom Field

1. Open Project Professional as a user who is assigned the Save Enterprise Global permission and connect to Project Server 2003.
2. On the Tools menu, point to Enterprise Options, and then click Open Enterprise Global to check out the Enterprise Global Template.

   The name of the project in the title bar will be Checked-out Enterprise Global.

3. In the checked-out Enterprise Global Template, on the Tools menu, point to Customize, and then select Enterprise Fields to open the Customize Enterprise Fields dialog box.

   

4. Select the Custom Fields tab.
5. You can import formulas for all three custom field categories. Click the Task, Resource, or Project option, and then click the type of field you want to customize in the Type drop-down box.
6. In the Field list, click the field to which you want to import a formula.
7. Under Custom attributes, click the option button next to Formula, and then click Formula to open the Formula dialog box.

   

8. In the Formula dialog box, click Import Formula.

   

9. In the Import Formula dialog box, select the project from which you want to import the Enterprise Custom Field, select Task, Resource, or Project as the Field Type, and then select the Enterprise Custom Field from the Field drop-down list.

   

10. Click OK to return to the Customize Enterprise Fields dialog box.

Creating a Value List for an Enterprise Custom Field

Consider using value lists for any Enterprise Custom Field for which standardization of data is the most important factor. For example, it might not be a good practice to allow users to enter any integer value in a custom Status field. One project manager might enter Started, and another might enter In-Progress, both indicating that the project has begun and is underway. Without using value lists, it is difficult to standardize terminology in your organization.

For example, you might create a custom text field that is associated with Resources. To do this, you click the Resource option, select Text from the list, and rename it Manager. If you do not specify a value list for this custom text field, a user can enter any text value in the Manager field. To specify a value list, under Custom attributes, click Value List to open the Value List dialog box. By setting the Restrict field to items in the value list, users can only select the values that you selected in the Value List dialog box for the Manager field.

Consider the following when creating and working with value lists:

• You must close and re-open the Value List dialog box in order for Sort ascending or Sort descending to take effect.
• When you close the Value List dialog box, your selection of Sort ascending or Sort descending overwrites any arrangement created by using the Move arrows.
• You can customize Enterprise Custom Fields at the project level, but you can also automatically display Enterprise Custom Field values in summary rows by specifying that summary rows be rolled up from subtask values.

To create a value list for an Enterprise Custom Field

1. Open Project Professional as a user who is assigned the Save Enterprise Global permission and connect to Project Server 2003.
2. On the Tools menu, point to Enterprise Options, and then click Open Enterprise Global to check out the Enterprise Global Template.

   The name of the project in the title bar will be Checked-out Enterprise Global.

3. In the checked-out Enterprise Global Template, on the Tools menu, point to Customize, and then select Enterprise Fields to open the Customize Enterprise Fields dialog box.

   

4. Select the Custom Fields tab.
5. You can create value lists for all three custom field categories. click Task, Resource, or Project and then click the type of field that you want to customize in the Type list box.
6. In the Field list, click the field for which you want to create a value list.
7. Under Custom attributes, click Value List.

   

   • To create a new value list, click the Value field in a row, and then type an item that you want to appear in the value list.
   • To display descriptive text alongside the value list, type a description in the Description field.
   • To set the default value for the Enterprise Custom Field, click the value that you want, select the Use a value from the list as the default entry for the field check box, and then click Set Default.

     The default value will be highlighted in red.

     

   You cannot select other options under Data entry options; Enterprise Custom Fields are restricted to only items defined in the value list.

8. To edit the positions of values in the value list, you can do the following:
   • To rearrange or modify the value list, click the row that you want, and then click Cut Row, Copy Row, Paste Row, Insert Row, or Delete Row, as needed.
   • To arrange the list in a specific order, click the row that you want to move, and then click the Move arrows (up or down) until you have correctly positioned the row.
   • To sort the list, under Display order for dropdown list, click By row number, Sort ascending, or Sort descending.
9. Click OK to return to the Customize Enterprise Fields dialog box.

Importing a Value List from Another Enterprise Custom Field

To import an Enterprise Custom Field in its entirety (including all attributes, such as name, formula, value list, graphical indicator, and any associated options) from one project to another, you can use the Organizer in Project Professional. For example, when you import an Enterprise Custom Field called Cost3 from Project A to Project B, you create an identical copy of the Cost3 Enterprise Custom Field in Project B.

To import a value list from another Enterprise Custom Field

1. Open Project Professional as a user who is assigned the Save Enterprise Global permission and connect to Project Server 2003.
2. On the Tools menu, point to Enterprise Options, and then click Open Enterprise Global to check out the Enterprise Global Template. The name of the project in the title bar will be Checked-out Enterprise Global.
3. In the checked-out Enterprise Global Template, on the Tools menu, point to Customize, and then select Enterprise Fields to open the Customize Enterprise Fields dialog box.

   

4. Select the Custom Fields tab.
5. You can create value lists for all three custom field categories. click Task, Resource, or Project, and then click the type of field that you want to customize in the Type list box.
6. In the Field list, click the field for which you want to import a value list.
7. Under Custom attributes, click Value List.

   

8. In the Value List dialog box, click Import Value List.

   

9. Click OK to return to the Customize Enterprise Fields dialog box.

Associating Graphical Indicators with an Enterprise Custom Field

You can associate any of the graphical indicators that are included in the Enterprise Global Template with any Enterprise Custom Field. You can use graphical indicators to help project managers and other users in your organization to identify project data more easily.

To associate a graphical indicator with an Enterprise Custom Field

1. Open Project Professional as a user who is assigned the Save Enterprise Global permission and connect to Project Server 2003.
2. On the Tools menu, point to Enterprise Options, and then click Open Enterprise Global to check out the Enterprise Global Template. The name of the project in the title bar will be Checked-out Enterprise Global.
3. In the checked-out Enterprise Global Template, on the Tools menu, point to Customize, and then select Enterprise Fields to open the Customize Enterprise Fields dialog box.

   

   The Customize Enterprise Fields dialog box contains two tabs, one for Custom Fields and the other for Custom Outline Codes.

4. Select the Custom Fields tab.
5. You can specify graphical indicators for all three custom field categories. click Task, Resource, or Project and then click the type of field that you want to customize in the Type drop-down list box.
6. In the Field list, click the field for which you want to associate graphical indicators.
7. Under Values to display, click Graphical Indicators to open the Graphical Indicators dialog box.
8. In the Graphical Indicators dialog box, select Nonsummary rows, Summary rows, or Project summary to enable the selection of graphical indicators for the summary row type.

   

   • In the Test for field, type or select the test that you want to apply to the custom field.
   • In the Value(s) field, type or select the value that the test should compare to the value in the custom field. To compare the value in the custom field with specific data (such as 25) or a range of data (such as 25,50), type the data in the Value(s) field.
   • In the Image field, select the graphical image that you want to display as a result of the test.
9. Arrange the rows in the order in which you want the tests to be applied to the data in the Enterprise Custom Field by doing either of the following:
   • Click the Move arrows (up or down) to rearrange the rows.
   • click Cut Row, Copy Row, Paste Row, Insert Row, or Delete Row to modify the list of tests as needed.
10. Click OK to return to the Customize Enterprise Fields dialog box.

Importing Graphical Indicator Criteria

You can import graphical indicator criteria from an existing Enterprise Custom Field into another Enterprise Custom Field. This process copies only the list of tests and images and appends them to already applied fields in the Graphical Indicators dialog box. To view the graphical indicator tests for an Enterprise Custom Field, right-click the custom field in a sheet view, click Customize Fields, and then click Graphical Indicators.

To import graphical indicator criteria from another Enterprise Custom Field

1. Open Project Professional as a user who is assigned the Save Enterprise Global permission and connect to Project Server 2003.
2. On the Tools menu, point to Enterprise Options, and then click Open Enterprise Global to check out the Enterprise Global Template.

   The name of the project in the title bar will be Checked-out Enterprise Global.

3. In the checked-out Enterprise Global Template, on the Tools menu, point to Customize, and then select Enterprise Fields to open the Customize Enterprise Fields dialog box.

   

4. Select the Custom Fields tab.
5. You can specify graphical indicators for all three custom field categories. click Task, Resource, or Project and then click the type of field that you want to customize in the Type drop-down list box.
6. In the Field list, click the field for which you want to associate graphical indicators.
7. Under Values to display, click Graphical Indicators to open the Graphical Indicators dialog box.

   

8. In the Graphical Indicators dialog box, click Import Indicator Criteria.

   

9. Click OK to close the Import Indicator Criteria dialog box and return to the Graphical Indicators dialog box.
10. When you are finished specifying graphical indicator criteria, click OK to return to the Customize Enterprise Fields dialog box