Create a Custom Field to Use Whose Value = % Complete of Another

[annem]

I have a group of tasks that I must submit % Completes for on a weekly basis. I have to report it on a spreadsheet. The lineup of tasks does not really match the way I have my project plan laid out. I wanted to list this 'separate' list of tasks at the bottom of my plan and reference the % Complete of another task. I know how to set up a Custom Field, but I don't know how to reference a specific field in A DIFFERENT task. Any ideas? annem

 

[John]

Annem,
Let's take a simpler approach. Instead of trying to set up a separate
list of tasks that are linked (in whatever way) to the active tasks, why
not try the following. Use a spare number field (e.g. Number1) and
assign a value such that the tasks in the group are in the order you
want to report them on the spreadsheet. Then create a filter that looks
for Number1 values greater than "0". On a weekly basis, sort the file by
Number1 in ascending order (be sure to uncheck 'keep outline
structure'). Copy the resulting display, being sure to include the task
name and % Complete values, and paste into the Excel spreadsheet. The
process can be automated by recording a macro.

Hope this helps.
John

 

[annem]

Thanks, that will work. The only problem is that I don’t always like the verbiage used to describe a task - it’s coming from a Readiness Review written for upper management. And it’s not always a 1 to 1 relationship – I might have a task that serves to update several of the Readiness Review items. But your suggestion will work. In fact, I was headed there when I decided that it wasn’t quite what I wanted. But it might have to be the final solution. Thanks again, annem

 

[John]

Annem,
Ok, now that you provided a little more information, a few other methods
may be worth considering.

First, if the tasks to be updated are always the same, you don't need to
copy the Task Name, only the % Complete. However, if for some reason
that won't work, try one of the following.

Go ahead and create replicate tasks in the order desired and with the
preferred wording at some convenient location in the file. I would do it
at the top, just for convenience. Then use Paste Links from the %
Complete fields of the actual tasks to the replicate tasks. Now it is
easy to copy and paste those task names and % Complete values into the
spreadsheet.

Another method that provides a little more automation is to create a
simple VBA macro that takes the data from the necessary tasks, modifies
the Task Name as necessary and exports the data to the Excel
spreadsheet. This can easily be configured so that a simple hit on a
custom toolbar button with perform the whole process.

Hope this helps.
John

 

[annem]

Thanks ! Your VBA option sounds like the one I'll try first. annem