Sort Order Ignored with Custom Text Fields & Description vs Value

[Lendog]

I am trying to "group" my display by using the custom text fields. I have
renamed several text fields, giving them names such as Company and Area, and
entered information in the lookup table for these fields. I put the
information in a particular order and selected the "By row number" under
"Display order for lookup table".

The first problem is that this sorting option is ignored. Project sorts
using the data in the "Value" column of the lookup table, not the row number
option I selected. It does this during normal sorting of the field and when
sorting during grouping. This option is completely ignored.

The second problem involves how the lookup data is displayed during
grouping. Instead of using the "Description", it uses the "Value". What
makes this confusing for me is Project 2000 used the "Description", although
only sometimes - it was not under my control. (I could not determine when it
would or would not use it) I want to display the lookup table "Description"
during grouping.

Any suggestions?

 

[Rod Gill]

Hi,

Grouping does use the Value. What you can do is put a row number at the
beginning of the Value so they sort correctly. So change:

Area One
Area Two

to

1 Area One
2 Area Two

--

Rod Gill
Microsoft MVP for Project

Author of the only book on Project VBA, see:
http://www.projectvbabook.com

 

[Lendog]

This does provide a "work around" for the problem, but does not solve it. If
I needed to add an additional Company or Area, I would have to manually
change the enter list to establish a new order. The lookup table appears to
already have this functionality without using this work-around, but it does
not work. I'm wondering if there is a switch or selection somewhere else
that enables/disables this functionality.

Why would Project present the choice for how something is sorted, and then
ignore the choice? It make me want to curse a blue streak.

 

[JulieS]

Lendog,

I think you are misinterpreting what the "Display order" does. It
only determines the order for the items in the lookup field. It has
no affect on sorting by that field in a view. If you check help
you'll see it specifically says "Establish the order in which values
in the lookup table should appear" no mention of sorting or
grouping by that value.

Julie

 

[Lendog]

I understand what you are trying to say, but why would anyone care what the
Display Table looks like? Why have the radio button if you can simply move
things around with the up and down arrows to make it appear as you desire?
The Lookup table order should be used by Project to determine the order when
this information is used else where. I see from other posts that I've been
able to find that I am not the only one experiencing this problem, but I've
yet to find a solution or confirmation that this is indeed a bug. I leaning
toward bug.

 

[JulieS]

Hi lendog,

Sorry, I don't see the display list not equal to the sort list as a
bug. Actually, if it did sort by display list order, I'd see that
as a bug

I agree there has been a change in how the information appears when
grouping by Value and not showing the description. Whether it's a
bug or "by design" I couldn't guess.

Julie

 

[Lendog]

Well, I suppose it is just a matter of symantics at this point. If the
intent is to just sort the table itself, why not allow a right click of the
desired column and select a sort option from there? That would be more
consistent with the remainder of MS Project to this point. Why have the
arrows to arrange the rows in a particular order? Just for the benefit of the
lookup table alone? I find that hard to believe. There is a lot of
functionalty in the lookup table just to manipulate the row order, and I have
a hard time believing it was just for the benefit of a lookup table window
that sees much less use compared with other aspects of MS Project.

If there is another way to apply a non-standard sort to grouping other than
changing the data itself, I'll use it. So far, I have not been able to find
this method.
It appears to me that the functionality is incomplete, leading to
undesirable operation; a bug.

Julie, I do thank you for your help, and your patience.

 

[JulieS]

Hi Lendog,

Sorry, other than changing the list as Rod suggested yesterday to
show either 1, 2, 3 or A, B, C or some other standard alpha or
numeric order that Project can use for a sort, I don't know of
another way. You may sort on any field in project as well as
multiple fields but they will all use a alpha, numeric, or date sort
order.

Good luck Lendog and you're welcome for the help -- even if it
wasn't what you really wanted to hear

Julie

 

[Jimbo]

Lendog:

I was searching the office online help for the same issues you had back on
your post on 9/2. I see the emails back and forth in regards to your issue
#1 (sorting issue), but did you ever come to a solution to you issue #2? I
am having the same problem that I want to display description vs. Value in my
"groupings".

 

[JulieS]

Hello Jimbo,

Sorry, in Project 2007, it's the Value which shows -- not the
description.

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional
information about Microsoft Project