Task Data Fields

Task Data Fields are a way to add unique information about your Resource’s Tasks. Create custom values such as status or client info, or use them to add links to work docs or job site locations. Learn about the different kinds of Data Fields available in Ganttic and how to add them to Tasks for more precise planning.

Must Know

• Use Data Fields to add information to your Tasks. 
• All Owners and Admins can add Task Data Fields. 
• Users with Resource Task edit rights can add values to Task Data Fields. 
• Use them to Filter out specific criteria in different Views, color code according to data, or add numerical data for reporting.
• Each Data Field's visibility and editability can be adjusted for selected Users. 
• If you add a Data Field to one Task, the field will appear in all of the Task Edit Dialogs, but different values can be added or selected for each Task
• You can apply a default value for some Data Fields or force Users to select a value. 
• The same types of Data Fields can be used with Resources and Projects. 

Types of Task Data Fields

There are 9 different types of Data Fields.

1. List  - Create a data field with a dropdown list of custom predefined values, for example status, type, location etc. These values can be used for Taskbar coloring. 
2. Multi-Select - Create a list where multiple values can be assigned. For example different skills, certifications, or qualifications.
3. Check - A binary box that can be checked yes or no, for example finished, imported, external etc.
4. Text - A text box of different sizes. Insert any text, numbers or special characters. Choose from four sizes: Single row, Multi-row small, Multi-row medium, andMulti-row large.
   
   
   
   
5. Number  - Only numerical data, for example hourly rates, amounts, budget. These will be used for generating reports' calculation labels.
6. Autoincrement - Starts automatic numbering of the tasks (f.e Task ID). With each new task added, this will automatically increase by one. This is calculated by the planner and cannot be changed manually.
7. Date  - chosen from a calendar, for example a milestone, registration time.
8. User - Link a User to a Task, for example a team’s leader, manager, owner.
9. Link - a link to a web page, Google doc, map coordinates, etc. These can be used to sync with GCal location.

Creating a Task Data Field

1. Click on a Task. This will open the Task Edit Dialog.
   
   
   
   
2. Click on Data Fields in the toolbar. 
3. In the next menu, click Add new.
   
   
   
   
4. Select a suitable Data Field type
5. Give the Data Field a Name and enter in a value, info, link, etc.
6. Make adjustments as needed.
   • In List and Check type Data Fields, choose colors for each value. These can be used for conditional coloring in Views. (Can be edited later if you can’t commit).
     
     
     
     
   • Check Show value on taskbar if you want the Data’s Field’s value to appear on the Taskbar in the Gantt chart. This is not applicable to Check Data Fields.
   • Check the Required box if you want to force the Users to select a value for this Data Field. In the Task Dialog the required fields will be marked with a * symbol. This is not applicable to Check or AutoIncrement Data Fields.
     
     
     
     NB! Required Task Data Fields are marked with a * symbol. Users can save the Task only if a value is selected from the required Data Field. Otherwise the Save icon will not work and the required field will be highlighted in red. 
7.  Hit Save when editing is finished.
8. Data Fields can be updated at any time by following this same workflow. Just click the existing Data Field to open.
   
   
   
   

Adding Values to Task Data Fields

1. Click on a Task to open the Task Edit Dialog. 
2. Find the Data Field that was created and insert a value.
   
   
   
   
3. Hit Save when finished. 

Setting Up List-type Data Field

For most Ganttic Users, List type Data Fields will come into play more than any other Data Field. Here we provide a workflow for setting up your List-type Data Fields. 

1. Start by creating a new List-type Data Field. See above for step-by-step instructions.
2. Name your Data Field and begin inputting your List’s Values. In the example below, our Data Field is Status so the values include “complete,” “on hold,” “in progress,” etc. Enter the list values into the blank fields on the right and press enter or click + for a new row.
   
   
   
   
3. To rearrange the List-type field values, drag them up or down using the move cursor  on the left of each value. To remove a value, click on the Bin icon on the right.
   
   
   
   
4. Each value can be marked with a different color - by default it's blue. Click the box to change the color. This can be used for taskbar coloring later. 
5. In List Data Fields a default value can be selected. This value will be applied to all Tasks unless manually changed. It is optional. Don’t tick the box if you don’t want to assign a default value.
   
   
    
6. Hit Save when complete. You’ll land back on the List of Task Data Fields.
7. Click on the back-arrow to return to your Task Edit Dialog.
   
   
    
8. Select a value for the Task in the Data Field drop-down menu. Click Save upon completion.
   
   
   
   

Data Fields in Action

Visualize Task Status

Once you create a list-type data field of Task Status, check it out in action.  In a View, change the taskbar coloring to Task Status. You’ll get a visual rundown of what work is ongoing, what's on-hold, and the Tasks that are done already. 


 

Next Steps

Color-coding is a great visual marker for project managers and their teams. Learn more about how to use color coding in all parts of your Ganttic planner. 

Didn’t find the answer you were looking for? Contact us!