create a view like task usage

[familyman]

How do I create a multi-line custom view like that used by the task usage
view? That view displays the resources on a second line for each task – I
want to display the notes.

 

[John]

How do I create a multi-line custom view like that used by the task usage
view? That view displays the resources on a second line for each task – I
want to display the notes.

Rob,
There are three parts to the Project database - Task data, Resource
data, and Assignment data. What you are actually seeing in the Task
Usage view is Tasks and Assignments, which from a task viewpoint are
really the resources [assigned] to the task.

On the other hand, Task Notes are a field (there are also separate
Resource Notes and Assignment Notes fields - and they are all
different). Project does not have the functionality to create the custom
view you want but there are alternatives. As long as the Notes text does
not exceed 256 characters and has no line feeds, the Notes field can be
displayed as a column in any Task view (assuming you want to see the
Task Notes). You can also get a hardcopy with the Notes information
shown to the far right of the Gantt by selecting "Print Notes" in the
Page Setup window (File/Page Setup/View Tab).

Hope this helps.
John
Project MVP

 

[familyman]

Thanks John -

I was hoping to create a custom view and print it since I have been unable
to get what I want from a custom report.

I am using project to setup a checklist. Every task is a milestone (for now).

I would like to be able to print a single page for each task that displays
the task information across the top of the page and any notes that were
entered below that. These 'pages' are then distributed to each responsible
person since they do not all have access to MS project at this time.

I could put a manual page break in my view (which seems to work), but that
affects all reports that use that information.

How do I create a multi-line custom view like that used by the task usage
view? That view displays the resources on a second line for each task – I
want to display the notes.

Rob,
There are three parts to the Project database - Task data, Resource
data, and Assignment data. What you are actually seeing in the Task
Usage view is Tasks and Assignments, which from a task viewpoint are
really the resources [assigned] to the task.

On the other hand, Task Notes are a field (there are also separate
Resource Notes and Assignment Notes fields - and they are all
different). Project does not have the functionality to create the custom
view you want but there are alternatives. As long as the Notes text does
not exceed 256 characters and has no line feeds, the Notes field can be
displayed as a column in any Task view (assuming you want to see the
Task Notes). You can also get a hardcopy with the Notes information
shown to the far right of the Gantt by selecting "Print Notes" in the
Page Setup window (File/Page Setup/View Tab).

Hope this helps.
John
Project MVP

 

[John]

Thanks John -

I was hoping to create a custom view and print it since I have been unable
to get what I want from a custom report.

I am using project to setup a checklist. Every task is a milestone (for now).

I would like to be able to print a single page for each task that displays
the task information across the top of the page and any notes that were
entered below that. These 'pages' are then distributed to each responsible
person since they do not all have access to MS project at this time.

I could put a manual page break in my view (which seems to work), but that
affects all reports that use that information.

Rob,
If all you need right now is a checklist to be distributed, I suggest
you do it in Excel, Word or some other "universal" application. You will
be able to get the report format you want and sharing it with others is
much easier.

If you later have a need for scheduling capabilities, then the plan can
be set up in Project.

Hope this helps.
John
Project MVP

How do I create a multi-line custom view like that used by the task usage
view? That view displays the resources on a second line for each task –
I
want to display the notes.

Rob,
There are three parts to the Project database - Task data, Resource
data, and Assignment data. What you are actually seeing in the Task
Usage view is Tasks and Assignments, which from a task viewpoint are
really the resources [assigned] to the task.

On the other hand, Task Notes are a field (there are also separate
Resource Notes and Assignment Notes fields - and they are all
different). Project does not have the functionality to create the custom
view you want but there are alternatives. As long as the Notes text does
not exceed 256 characters and has no line feeds, the Notes field can be
displayed as a column in any Task view (assuming you want to see the
Task Notes). You can also get a hardcopy with the Notes information
shown to the far right of the Gantt by selecting "Print Notes" in the
Page Setup window (File/Page Setup/View Tab).

Hope this helps.
John
Project MVP

 

[familyman]

My plan is to 'ease' them into project - they should be using all its
features, but they are afraid of it right now.

Also the milestones have due dates that trigger off several static dates
that I keep at the top of the list. I then do a simple Start to start
relationship plus or minus X number of days. I replicated this in excel, but
the formulas were kind of a pain.

I also will be using the sub-project feature of project that would make
reporting in Excel more cumbersome.

-Rob

Thanks John -

I was hoping to create a custom view and print it since I have been unable
to get what I want from a custom report.

I am using project to setup a checklist. Every task is a milestone (for now).

I would like to be able to print a single page for each task that displays
the task information across the top of the page and any notes that were
entered below that. These 'pages' are then distributed to each responsible
person since they do not all have access to MS project at this time.

I could put a manual page break in my view (which seems to work), but that
affects all reports that use that information.

Rob,
If all you need right now is a checklist to be distributed, I suggest
you do it in Excel, Word or some other "universal" application. You will
be able to get the report format you want and sharing it with others is
much easier.

If you later have a need for scheduling capabilities, then the plan can
be set up in Project.

Hope this helps.
John
Project MVP

How do I create a multi-line custom view like that used by the task usage
view? That view displays the resources on a second line for each task –
I
want to display the notes.

Rob,
There are three parts to the Project database - Task data, Resource
data, and Assignment data. What you are actually seeing in the Task
Usage view is Tasks and Assignments, which from a task viewpoint are
really the resources [assigned] to the task.

On the other hand, Task Notes are a field (there are also separate
Resource Notes and Assignment Notes fields - and they are all
different). Project does not have the functionality to create the custom
view you want but there are alternatives. As long as the Notes text does
not exceed 256 characters and has no line feeds, the Notes field can be
displayed as a column in any Task view (assuming you want to see the
Task Notes). You can also get a hardcopy with the Notes information
shown to the far right of the Gantt by selecting "Print Notes" in the
Page Setup window (File/Page Setup/View Tab).

Hope this helps.
John
Project MVP

 

[John]

My plan is to 'ease' them into project - they should be using all its
features, but they are afraid of it right now.

Also the milestones have due dates that trigger off several static dates
that I keep at the top of the list. I then do a simple Start to start
relationship plus or minus X number of days. I replicated this in excel, but
the formulas were kind of a pain.

I also will be using the sub-project feature of project that would make
reporting in Excel more cumbersome.

Rob,
Ok, everybody who's NOT afraid of Project, raise you hand . . . gee, I
don't see any hands (mine's not up either).

Depending on how the file is structured, (including a consolidated
master), if necessary, data can always be exported into Excel (or other
application) for customized reporting if Project just doesn't have the
needed flexibility.

John

-Rob

Thanks John -

I was hoping to create a custom view and print it since I have been
unable
to get what I want from a custom report.

I am using project to setup a checklist. Every task is a milestone (for
now).

I would like to be able to print a single page for each task that
displays
the task information across the top of the page and any notes that were
entered below that. These 'pages' are then distributed to each
responsible
person since they do not all have access to MS project at this time.

I could put a manual page break in my view (which seems to work), but
that
affects all reports that use that information.

Rob,
If all you need right now is a checklist to be distributed, I suggest
you do it in Excel, Word or some other "universal" application. You will
be able to get the report format you want and sharing it with others is
much easier.

If you later have a need for scheduling capabilities, then the plan can
be set up in Project.

Hope this helps.
John
Project MVP

:

How do I create a multi-line custom view like that used by the task
usage
view? That view displays the resources on a second line for each task
–
I
want to display the notes.

Rob,
There are three parts to the Project database - Task data, Resource
data, and Assignment data. What you are actually seeing in the Task
Usage view is Tasks and Assignments, which from a task viewpoint are
really the resources [assigned] to the task.

On the other hand, Task Notes are a field (there are also separate
Resource Notes and Assignment Notes fields - and they are all
different). Project does not have the functionality to create the
custom
view you want but there are alternatives. As long as the Notes text
does
not exceed 256 characters and has no line feeds, the Notes field can be
displayed as a column in any Task view (assuming you want to see the
Task Notes). You can also get a hardcopy with the Notes information
shown to the far right of the Gantt by selecting "Print Notes" in the
Page Setup window (File/Page Setup/View Tab).

Hope this helps.
John
Project MVP

 

[familyman]

At least I know I'm on the right track - I just exported to Access and was
creating a report there - everything was fine until I tried to export my
master - whi9ch has one subproject right now. Export (AKA Save-As) does not
export the subproject data. I can go into each subproject and export and
append? - but I would prefer to be able to export ALL data from my master. I
could also unlink then export then re-add via code - but that sounds ugly too.

thanks for all your help.

My plan is to 'ease' them into project - they should be using all its
features, but they are afraid of it right now.

Also the milestones have due dates that trigger off several static dates
that I keep at the top of the list. I then do a simple Start to start
relationship plus or minus X number of days. I replicated this in excel, but
the formulas were kind of a pain.

I also will be using the sub-project feature of project that would make
reporting in Excel more cumbersome.

Rob,
Ok, everybody who's NOT afraid of Project, raise you hand . . . gee, I
don't see any hands (mine's not up either).

Depending on how the file is structured, (including a consolidated
master), if necessary, data can always be exported into Excel (or other
application) for customized reporting if Project just doesn't have the
needed flexibility.

John

-Rob

Thanks John -

I was hoping to create a custom view and print it since I have been
unable
to get what I want from a custom report.

I am using project to setup a checklist. Every task is a milestone (for
now).

I would like to be able to print a single page for each task that
displays
the task information across the top of the page and any notes that were
entered below that. These 'pages' are then distributed to each
responsible
person since they do not all have access to MS project at this time.

I could put a manual page break in my view (which seems to work), but
that
affects all reports that use that information.

Rob,
If all you need right now is a checklist to be distributed, I suggest
you do it in Excel, Word or some other "universal" application. You will
be able to get the report format you want and sharing it with others is
much easier.

If you later have a need for scheduling capabilities, then the plan can
be set up in Project.

Hope this helps.
John
Project MVP

:

How do I create a multi-line custom view like that used by the task
usage
view? That view displays the resources on a second line for each task
–
I
want to display the notes.

Rob,
There are three parts to the Project database - Task data, Resource
data, and Assignment data. What you are actually seeing in the Task
Usage view is Tasks and Assignments, which from a task viewpoint are
really the resources [assigned] to the task.

On the other hand, Task Notes are a field (there are also separate
Resource Notes and Assignment Notes fields - and they are all
different). Project does not have the functionality to create the
custom
view you want but there are alternatives. As long as the Notes text
does
not exceed 256 characters and has no line feeds, the Notes field can be
displayed as a column in any Task view (assuming you want to see the
Task Notes). You can also get a hardcopy with the Notes information
shown to the far right of the Gantt by selecting "Print Notes" in the
Page Setup window (File/Page Setup/View Tab).

Hope this helps.
John
Project MVP

 

[familyman]

OK - I'm going to just put my subprojects in my master without linking them.
This will work OK in my case since only one person will be updating the
project(s).

I still need to test how reports like who does what work - do they sort by
subproject first, or consolidate the tasks?

thanks again.

Rob

 

[John]

At least I know I'm on the right track - I just exported to Access and was
creating a report there - everything was fine until I tried to export my
master - whi9ch has one subproject right now. Export (AKA Save-As) does not
export the subproject data. I can go into each subproject and export and
append? - but I would prefer to be able to export ALL data from my master. I
could also unlink then export then re-add via code - but that sounds ugly
too.

thanks for all your help.

Rob,
For your reference a dynamically consolidated master, (i.e. subprojects
linked to the master, which is the default), does not actually contain
the subproject tasks. The master simply contains a summary line
representing each subproject and a pointer to the actual independent
subproject file. That's why a simple export of the master will only
export data that is resident in the master itself.

There are a couple of ways around this limitation. One is to separately
export each subproject as you mentioned. Another is to use VBA to export
all the data (master and subproject) to another application (e.g. Excel,
Access, etc.). I use that method a lot. You could also use SQL directly
on the Project database, although I've never done that but for
reference, a description of the Project database structure can be found
on your hard drive - look for projdb.htm.

Yet another possibility is to create a static master. With a static
master, the subproject data IS inserted directly into the master and it
becomes one large independent file. However, a static master is a
snapshot in time because the subprojects are no longer linked and to
update, a whole new master needs to be created. External links between
files, if any, are not preserved in a static master unless a special
macro is used to convert them.

Hope this helps.
John
Project MVP

My plan is to 'ease' them into project - they should be using all its
features, but they are afraid of it right now.

Also the milestones have due dates that trigger off several static dates
that I keep at the top of the list. I then do a simple Start to start
relationship plus or minus X number of days. I replicated this in excel,
but
the formulas were kind of a pain.

I also will be using the sub-project feature of project that would make
reporting in Excel more cumbersome.

Rob,
Ok, everybody who's NOT afraid of Project, raise you hand . . . gee, I
don't see any hands (mine's not up either).

Depending on how the file is structured, (including a consolidated
master), if necessary, data can always be exported into Excel (or other
application) for customized reporting if Project just doesn't have the
needed flexibility.

John

-Rob

:

Thanks John -

I was hoping to create a custom view and print it since I have been
unable
to get what I want from a custom report.

I am using project to setup a checklist. Every task is a milestone
(for
now).

I would like to be able to print a single page for each task that
displays
the task information across the top of the page and any notes that
were
entered below that. These 'pages' are then distributed to each
responsible
person since they do not all have access to MS project at this time.

I could put a manual page break in my view (which seems to work), but
that
affects all reports that use that information.

Rob,
If all you need right now is a checklist to be distributed, I suggest
you do it in Excel, Word or some other "universal" application. You
will
be able to get the report format you want and sharing it with others is
much easier.

If you later have a need for scheduling capabilities, then the plan can
be set up in Project.

Hope this helps.
John
Project MVP

:

How do I create a multi-line custom view like that used by the
task
usage
view? That view displays the resources on a second line for each
task
ߢâ⤔¬â⒬ų
I
want to display the notes.

Rob,
There are three parts to the Project database - Task data, Resource
data, and Assignment data. What you are actually seeing in the Task
Usage view is Tasks and Assignments, which from a task viewpoint
are
really the resources [assigned] to the task.

On the other hand, Task Notes are a field (there are also separate
Resource Notes and Assignment Notes fields - and they are all
different). Project does not have the functionality to create the
custom
view you want but there are alternatives. As long as the Notes text
does
not exceed 256 characters and has no line feeds, the Notes field
can be
displayed as a column in any Task view (assuming you want to see
the
Task Notes). You can also get a hardcopy with the Notes information
shown to the far right of the Gantt by selecting "Print Notes" in
the
Page Setup window (File/Page Setup/View Tab).

Hope this helps.
John
Project MVP