Specifying the Values for a Custom Field

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You can control the values that a custom field accepts. You can specify a list of valid values for a custom field or define a formula to calculate the result. If you do not specify a list of values or a formula, the custom field will accept any entry as long as it meets the requirements for the data type.

To specify a list of values that appears in a custom field list, do the following: 1 In the Customize Fields dialog box, click Value List.

Customizing Your View of Project Information The Value List dialog box appears (see Figure 25-15).

3 To specify one of the values as the default, select the Use A Value From The List As The Default Entry For The Field check box. Click the cell that contains the default value, and then click Set Default.

The default value appears in red.

4 To prevent users from entering values not in the list, select the Restrict Field To Items In The Value List option.

If you choose to allow other entries in the custom field, you can add them to the value list automatically by selecting the Allow Additional Items To Be Entered Into The Field option and Append New Entries To The Value List check box. It's good practice to also select the Prompt Before Adding New Entries check box to prevent typographical errors from creating new values in the list.

5 Select one of the options to order the values. The By Row Number option displays the values in the order you enter them in the list. You can also sort the values in ascending or descending order.

Value List for "Costl"

Enter values to display in dropdown list

Cut Row Copy Row | Paste Row Insert Row Delete Row

Enter values to display in dropdown list

Cut Row Copy Row | Paste Row Insert Row Delete Row

1

Row

Value

Description

1

2

3

4

5

6

V

Move l~~ Use a value from the list as the default entry for the field

Set Default | (Click button after selecting a value above) Data entry options

Move l~~ Use a value from the list as the default entry for the field

Set Default | (Click button after selecting a value above) Data entry options

(• Restrict field to items in the value list r Allow additional items to be entered into the field

Append new entries to the value list Prompt before adding new entries Display order for dropdown list

(* By row number C Sort ascending

C Sort descending

Figure 25-15. Specify the values to appear in a list for a custom field.

2 Click a blank cell in the Value column and then type the value. In the Description cell in the same row, add the corresponding description.

Tip Modifying custom field values

You can insert new values, remove existing values, or rearrange the values by clicking Cut Row, Copy Row, Paste Row, Insert Row, or Delete Row. You can also rearrange the order of the values by clicking the up and down arrows.

Tip Using existing values in a new custom field

If you already created a value list that contains the entries you want in another custom field or in another project, click Import Value List. Click the project that contains the value list; select the option for the type of field (Task, Resource, or Project), and then click the name of the custom field that contains the value list.

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