This article covers the following data field types:
- Consecutive Number;
- Currency Field;
- Custom List;
- Date Field;
- Decimal Field;
- E-Mail Address;
- Employee List;
- Entity List;
- Free Text;
- Integer Field;
- Percentage Field;
- Programme List;
- Project List;
- RAG Indicator;
- Text;
- URL;
- Yes/No.
Consecutive Number
The consecutive number field type, assigns a consecutive number to each record that is added. The field cannot be edited by the user as it is generated automatically by PPO.
The consecutive number field shows an additional option when added, i.e. to apply the numbering globally or not.
If the numbering is applied globally, the numbers will be awarded consecutively even if the records don't belong to the same project. In the example below, the Issue ID is numbered sequentially, even though the issues belong to different projects.
If the numbering is not applied globally, the numbers will be awarded consecutively only within the project. Each project will therefore have its own number 1; number 2; number 3 and so on. In the example below, the Benefit Number is a consecutive number field that is not being applied globally, therefore each project is numbered independently.
The consecutive numbering field will only be applicable for newly added fields and will not be done in retrospect for records that already exist before the field was added.
Currency Field
A currency field is designed to show cost.
The currency of an instance can be changed by accessing the Administration Menu and selecting System Configuration. The setting for the currency symbol is under the "Other Settings" category. Once the currency symbol is changed, it will also reflect on all applicable reports and dashboards. If the currency field is left blank, it will also reflect blank on all applicable reports and dashboards.
PPO Administrators have the ability to specify the number of decimals for Currency fields. The maximum decimal places allowed is 11.
Custom List
A custom list type field allows users to select a value out of a pre-defined list. Custom lists can be set up and maintained by the PPO Administrator. For more details on custom lists and how to maintain them, please access the following knowledge base article.
When the custom list field type is selected, a second field will open asking you to select the custom list that needs to be used.
Two additional fields will also open. These fields ask for a dependency and a parent field for the dependency. Dependencies are relationships that can be set up between two or more custom list type fields. These allow the values in one list to be dependent on what is selected in another list.
For more information on setting up dependencies, please access the following knowledge base article.
Date Field
Date fields allow dates to be captured. These fields are typically used to capture start and end dates, follow up dates and created dates.
The calendar control function shows today in orange and public holidays in red. For more information on loading public holidays, please access the following knowledge base article.
Decimal Field
Decimal data fields are used to capture decimal numbers. PPO Administrators have the ability to specify the number of decimals for Decimal fields. The maximum decimal places allowed is 11.
E-Mail Address
An e-mail address field is used to specify e-mail addresses. An example is on the employee entity, where the employee's e-mail address is requested.
This type of data field automatically checks the validity of the e-mail address specified by the user, and if the e-mail address is not valid the below message will be displayed.
Employee List
This type of field allows you to select an employee from a list. It is typically used to indicate responsibility, in other words, to assign an employee to a specific role or responsibility.
The employee list is automatically compiled from all the employees on the employee entity. If a resource is added as an employee, they will automatically appear on the employee list.
The ability to apply a filter to the employee list is available as an additional option when adding an employee list type field.
This allows the administrator to define which employees should be available from the employee list by making use of a shared filter. For more information on setting up shared filters, access the following knowledge base article.
Entity List
A entity list field, appears as a drop-down list field and ensures that the user can only select a particular project related entity from the list.
When the entity list field type is selected, a second field will open asking you to select the referenced entity. This field contains a list of all the project related entities on your instance that this can be applied to. The format in which the field will be displayed, depends on the display format that has been setup on your instance.
Further to the entity list field, a filter can also be applied to only reflect the items you require.
You will also notice a “Allow Global Filter Toggling” checkbox. By enabling this, a global filter toggle will appear next to the field allowing the global filter to be toggled on or off. If this checkbox is not selected, the global filter will always be applied. For more information on this functionality, refer to this FAQ.
Finally, you will also see a "Filter by Selected Project" checkbox. By checking this box, the items that will be shown in the list will be limited to the project that you have selected.
Below is an example of how this is used on an agile instance:
The user simply selects the value from the drop-down list instead of manually entering a value in a field. This can also be applied to other project entities for example linking issues and risks together.
If you are interested in implementing this functionality you can also refer to this FAQ.
Free Text
A Free Text field is a multi-line text box which is typically used for narratives, descriptions, comments and feedback. Examples of standard Free Text fields include “Project Description” on projects and “Issue Action / Response” on issues. The screenshot below shows an example of a Free Text field.
A Free Text field can be set so that it is automatically cleared during subsequent updates by checking the “Auto Clear” check box. The reasons for why you would want to do this are detailed in this FAQ. If you do not require this functionality, you can simply uncheck the box.
Integer Field
Integer fields are used to capture whole numbers. Examples of integer fields are Age and Number of days overdue.
Percentage Field
A percentage field is used to capture percentage values. These fields show a graphical representation of the percentage with positive percentages showing in green and negative percentages in red. The absolute value is also highlighted by showing it as a “progress bar”, allowing you to identify items requiring attention at a glance.
Examples of a percentage field would include Planned Progress Percentage, Actual Progress Percentage and Variance Percentage.
PPO Administrators have the ability to specify the number of decimals for Percentage fields. The maximum decimal places allowed on a data field is 11.
Programme List
A programme list is a catalogue of all the programmes registered in the Programmes entity. The programme list field can be used on the Projects entity in order to assign projects to their respective programmes.
The programme list is automatically compiled from all the programmes on the programmes entity. If a programme is added, it will automatically appear on the programme list.
The ability to apply a filter to the programme list is available as an additional option when adding a programme list type field.
This allows the administrator to define which programmes should be available from the programme list by making use of a shared filter.
For detailed information on how to use the Programmes entity, access the following knowledge base article.
Project List
A project list shows all the projects loaded on PPO. This allows users to link a Task, Risk, Issue or even a project to another project. Examples of project list type fields include the project field on the list pages of all project related entities (such as Tasks, Issues, Risks, Benefits, Lessons and so on) and the parent project field on the Projects entity.
The project list is automatically compiled from all the projects on the projects entity. If a project is added, it will automatically appear on the project list.
The ability to apply a filter to the project list is available as an additional option when adding a project list type field.
This allows the administrator to define which projects should be available from the project list by making use of a shared filter.
RAG Indicator
RAG indicator fields can be used to indicate the health of a project or an item. It allows the user a choice between a Red, Amber or Green indicator. The RAG indicator is typically used on the Health Indicators entity and on the Project Health field.
Text
This allows for the capturing of normal text.
When selecting the field type “Text”, the user will be asked to specify a length for the field. This type of text field can be set to a maximum length of 100 characters.
URL
The URL type data field is used to capture external links or webpages (URLs).
After the URL has been specified, a direct link to the URL will be available from the view page.
Yes/No
A Yes / No field is also known as a check box. It only has two options: Yes and No.
If you would like to set a default value of either yes or no for a specific field on an entity feel free to log a ticket and the support team can address this for you.
Follow the links for more information on Data Fields and Data Field Settings.