help with Groups

[meg99]

using 2003. I have received a project that has been grouped in
various ways. One of the groups is Vendor.

The added row that designates the Vendor is color coded and has the
vendor name and phone number. I cannot change the name directly.
However, the name and phone number are listed in the Resource Sheet.
Although I can change the name and phone number in the Resource Sheet,
it does not change the data or the Group display.

What do I need to edit so that the proper Group name shows in the
selected view?

meg99

 

[John]

using 2003. I have received a project that has been grouped in
various ways. One of the groups is Vendor.

The added row that designates the Vendor is color coded and has the
vendor name and phone number. I cannot change the name directly.
However, the name and phone number are listed in the Resource Sheet.
Although I can change the name and phone number in the Resource Sheet,
it does not change the data or the Group display.

What do I need to edit so that the proper Group name shows in the
selected view?

meg99

meg99,
We need a little more data before we can help. For example, you mention
that rows have been added for vendors. In Project a row is either a
task, a resource or an assignment depending on which type of view is
being referenced. You mention the Resource Sheet but it's not clear if
that's where the "added row" is. Or is the "added row" the group summary
line?

What view are you looking at when the Vendor group is applied (e.g.
Gantt Chart, Resource Sheet, etc.)? When you select the Vendor group and
then go to Project/Group By/Customize Group By, what field names are
grouped?

John
Project MVP

 

[meg99]

meg99,
We need a little more data before we can help. For example, you mention
that rows have been added for vendors. In Project a row is either a
task, a resource or an assignment depending on which type of view is
being referenced. You mention the Resource Sheet but it's not clear if
that's where the "added row" is. Or is the "added row" the group summary
line?

What view are you looking at when the Vendor group is applied (e.g.
Gantt Chart, Resource Sheet, etc.)? When you select the Vendor group and
then go to Project/Group By/Customize Group By, what field names are
grouped?

John
Project MVP

My appologies for not being clear. I am in a user designed Gantt view
when the group is applied. The row that is added its a Summary row
that describes or categorizes the Group. In Project/Group By/
Customize Group By, the field name is a text field (titled Ven) which
contains the last name of the vendor. However, what I see in the
Summary bar for the group (in Gantt view) is the full name plus a
phone number. When I go to the Resource Sheet I see a list of all the
vendors with name and phone number. However, any changes there do not
effect the display in the Summary group bar in the Gantt view. I
don't know what the connection is or how to make appropriate changes
so that I get the correct information in the Summary Group bar in the
Gantt view.

Since the Group By is tied to the Ven (Text) field and that field
contains only the last name of the vendor, how am I getting the full
name and phone number in the Summary Group bar in the Gantt view?

meg99

 

[John]

My appologies for not being clear. I am in a user designed Gantt view
when the group is applied. The row that is added its a Summary row
that describes or categorizes the Group. In Project/Group By/
Customize Group By, the field name is a text field (titled Ven) which
contains the last name of the vendor. However, what I see in the
Summary bar for the group (in Gantt view) is the full name plus a
phone number. When I go to the Resource Sheet I see a list of all the
vendors with name and phone number. However, any changes there do not
effect the display in the Summary group bar in the Gantt view. I
don't know what the connection is or how to make appropriate changes
so that I get the correct information in the Summary Group bar in the
Gantt view.

Since the Group By is tied to the Ven (Text) field and that field
contains only the last name of the vendor, how am I getting the full
name and phone number in the Summary Group bar in the Gantt view?

meg99

meg99,
Ok, what you describe now makes sense. The solution is very simple but
first a little explanation.

When grouping is applied, Project creates group summary rows that are
defined by the various criteria set up for grouping. In your case, there
is one summary row based on the contents of the spare task text field
called "Ven". The contents of that field is what you see.

On the other hand, the Resource Sheet shows resource data. The names and
phone numbers shown on the Resource Sheet will only show up in the
Resource Names field if displayed on the Gantt Chart view. You might
want to go to our MVP website at, http://www.mvps.org/project/faqs.htm,
and take a look at FAQ 51 - Data Types: Task, Resources and Assignments,
for a more thorough description of what I just said.

So the bottom line is to change the contents of the spare text field
(i.e. "Ven") to effect a change to the group summary row.

Hope this helps.
John
Project MVP

 

[meg99]

meg99,
Ok, what you describe now makes sense. The solution is very simple but
first a little explanation.

When grouping is applied, Project creates group summary rows that are
defined by the various criteria set up for grouping. In your case, there
is one summary row based on the contents of the spare task text field
called "Ven". The contents of that field is what you see.

On the other hand, the Resource Sheet shows resource data. The names and
phone numbers shown on the Resource Sheet will only show up in the
Resource Names field if displayed on the Gantt Chart view. You might
want to go to our MVP website at,http://www.mvps.org/project/faqs.htm,
and take a look at FAQ 51 - Data Types: Task, Resources and Assignments,
for a more thorough description of what I just said.

So the bottom line is to change the contents of the spare text field
(i.e. "Ven") to effect a change to the group summary row.

Hope this helps.
John
Project MVP- Hide quoted text -

- Show quoted text -

John,
That is so logical. However, the text field Ven contains ONLY the
last name, while the Group Summary Row displays First Name, Last Name,
Phone number. The Group By is based on Ven which is ONLY the last
name. So I am confused.

meg99

 

[John]

John,
That is so logical. However, the text field Ven contains ONLY the
last name, while the Group Summary Row displays First Name, Last Name,
Phone number. The Group By is based on Ven which is ONLY the last
name. So I am confused.

meg99

meg99,
There must be something else that's not quite what you think it is. The
only way I can get something similar to what you say you are seeing is
by having two spare text fields - one has been renamed "Ven" and the
other simply has a title of "Ven". The renamed field actually has the
vendor's first name, last name and phone number and that field is used
as the criteria for grouping. The text field that has only been
re-titled as "Ven" has only the last name of the vendor.

So, when you look at the group, it calls out "Ven", the renamed text
field. However, when you look at the "Ven" column displayed on the Gantt
Chart, you are seeing the text field that has be titled "Ven". Confused?
I'm not surprised. Try this, go to the column on the Gantt Chart that is
titled "Ven". Double click on the title box. What is displayed in the
Field Name selection box? Now activate the selection box and look at all
the spare text fields. Is there one with (Ven) after it?

If the above is not what you have then I am confused. In that case,
could you send me your file so I can take a look at it? My encoded
e-mail address is below.

John
Project MVP
jensenljatatfastmaildotdotfm
(remove obvious redundancies)

 

[JulieS]

in message

meg99,
There must be something else that's not quite what you think it
is. The
only way I can get something similar to what you say you are
seeing is
by having two spare text fields - one has been renamed "Ven" and
the
other simply has a title of "Ven". The renamed field actually has
the
vendor's first name, last name and phone number and that field is
used
as the criteria for grouping. The text field that has only been
re-titled as "Ven" has only the last name of the vendor.

So, when you look at the group, it calls out "Ven", the renamed
text
field. However, when you look at the "Ven" column displayed on the
Gantt
Chart, you are seeing the text field that has be titled "Ven".
Confused?
I'm not surprised. Try this, go to the column on the Gantt Chart
that is
titled "Ven". Double click on the title box. What is displayed in
the
Field Name selection box? Now activate the selection box and look
at all
the spare text fields. Is there one with (Ven) after it?

If the above is not what you have then I am confused. In that
case,
could you send me your file so I can take a look at it? My encoded
e-mail address is below.

John
Project MVP
jensenljatatfastmaildotdotfm
(remove obvious redundancies)

Pardon me for bumping in. Is it possible that the Ven field is a
Value List and the Names and phone numbers are part of the
description field? With Project 2003 when grouping by a value list,
the information in the description field also shows in the group
row. Although it may show the same information as appears in the
Resource sheet view -- it may actually be pulling from the
description field.

Just a thought.

Julie

 

[John]

in message


Pardon me for bumping in. Is it possible that the Ven field is a
Value List and the Names and phone numbers are part of the
description field? With Project 2003 when grouping by a value list,
the information in the description field also shows in the group
row. Although it may show the same information as appears in the
Resource sheet view -- it may actually be pulling from the
description field.

Just a thought.

Julie

Julie,
Good catch. I don't normally work with value lists, so I missed that
possibility.

John
Project MVP

 

[JulieS]

Julie,
Good catch. I don't normally work with value lists, so I missed
that
possibility.

John
Project MVP

It only stuck in my memory because of the difference between 2003
and 2007. In 2007 grouping by a value list only shows the "value"
not the description. It's been a topic of discussion (to phrase it
politely) in this ng before.

Julie