In the Projects Setup, Custom Fields associated with Project Containers, Projects or Project Work Orders can be created, and Project related settings can be defined.
Project Containers are at the top of the hierarchy and each Container can contain a number of Projects. Project Work Orders can only be created through Projects to assign jobs that are not time-related and therefore are not booked on the Timeline.
Container/Project/Project Work Order Custom Fields
New: To create a new Custom Field click on the green plus icon next to Container Customs, Project Customs, or Project Work Order Customs, as needed. In the Custom Field window, the details of the Custom Field can be defined. See Chapter Custom Fields for details on the different types available.
Sort: To change the order of appearance of the Custom Fields, drag and drop them above or below the existing ones (blue arrows will indicate the direction).
Delete: To delete a custom field, select it, and while keeping the left mouse button pressed, drag the item to the left until the trashcan appears. Move the mouse pointer onto the trashcan and release the mouse button to delete the item.
Modify: Any modification performed will only apply to new Containers/Projects/Project Work Orders.
Changes can be applied to existing Projects, though read carefully about this option further down.
Additional Custom Fields settings
After a set of Custom Fields has been created, click on the drop-down arrow above Container Customs, Project Customs, or Project Work Order Customs. The options are:
Save To Template List: Use when you need to define different sets of Custom Fields e.g. for different types of Projects. Click to save the Custom Fields to a Template list. Enter a name for this Template list. When creating a Container, Project or Work Order, a specific Custom Field Template can be chosen. To add modifications to an existing Template List, first load it (see below) and after adding the new Custom Field or modifying an existing one, you need to re-save to the Template list using the same name. The changes will not apply to existing Projects that are using this Template. Note that you can reload that Template in existing Projects where you need to show the changes, but this action will not only apply the changes but will also remove the values entered on all Custom Fields on that Template.
Once all the needed Templates have been saved, all Custom Fields can be removed from the view. So when a User creates a new Container, Project, or Project Work Order, the default view under the Custom Fields area will appear empty and the User will be able to choose a Template by clicking in the drop-down arrow.
Load Default From Template List: Click this to load a list of previously defined Custom Fields.
Delete From Template List: Will delete the selected Template from the Template list. The information will remain in the projects where the template has been used. But the fields will disappear from the Advanced Searches, Toolbox > Projects Display list, Print Designer (Project, Financial Report).
Copy Customs To Project And Media Order Customs (under Container Customs only): This option will copy Custom Fields created at Container level, to the Project, and to the Media Order Customs.
When performing this operation any existing Custom Fields in the Project Customs or Media Order Customs will be overwritten. After confirming this action a second dialog appears: Do You Also Want To Copy Template Lists? Select Yes to overwrite any existing Template List on Project Customs or Media Order Customs. Otherwise, select No.
Copy Customs To Container And Media Order Customs (under Project Customs only): This option will copy Custom Fields created at Project level, to the Container Customs, and to the Media Order Customs. When performing this operation any existing Custom Fields in the Container Customs or Media Order Customs will be overwritten. After confirming this action a second dialog appears: Do You Also Want To Copy Template Lists? Select Yes to overwrite any existing Template List on Container Customs or Media Order Customs. Otherwise, select No.
Apply To All Existing Projects (under Project Customs only - NOT RECOMMENDED)
We only recommend to use this option during the training/implementation phase before the actual database goes live. In any case, always run a back-up before. It is important to understand the consequences before using it:
- Never use if you use Template Lists, as all non-archived Projects will get their selected Template replaced with the default Template, thus removing the Custom Fields and values that had been filled in. As a workaround, you can re-load the modified Template on those Projects where you need the change to apply.
- If a Label name is changed, the values in all non-archived Projects not matching the new Label will be lost. E.g. if a Custom Field has the label "Delivery" and is changed to "Delivery Date", the information previously entered in the existing Project will be removed.
- If a Custom Field is deleted, the Custom Field and the values will be lost on all non-archived Projects.
- When modifying the Type of a Custom Field, but keeping the Label name, the information will remain in that field except in the case of the Date Widget. E.g. if a Custom Field has the Label "Delivery" and has been created as Entry Widget, and is now changed to a Text Widget or Selector Widget but with the same Label name "Delivery", the information will not be lost. It will only get lost if changed to a Date Widget or vice versa. This is because the Date Widget consists of a different structure than the other fields.
Report behavior when deleting or renaming custom fields
Deleting a Custom Field: farmerswife will only display custom field report elements of custom fields currently existing on the server. If you delete a custom field, although the data will still be recorded on any Projects it was used with, you will not be able to pull this field into a report.
The workaround is to keep any fields you wish to delete (that you may want to report on later) and move them into a template called "OLD". (Read about adding Templates above). In this way, the custom fields still exist on the server and will, therefore, be available as report elements.
Renaming a Custom Field: When renaming a custom field, farmerswife stores records of both field names and both will be available as report elements. In the photo example, a custom field titled "Project Type" was then changed on the server to "Project Type _ RENAMED". Now, when reporting, both fields are available as report elements.
In 6.8 we have added new feature, which allows users to receive email notification if project custom fields are being updated or changed. This can be powerful is some workflows, where Project Custom Fields include important information for your projects and everyone involved in the project should be up to date with all the changes.
If you'd like to configure the notifications, please see the article on Global Notification Emails.