Resource Data Fields

Resource Data Fields are a way to add unique information about your resource pool. Use them for grouping and filtering Resources by custom values such as location, department, skillset, etc. Learn about the different kinds of Data Fields available in Ganttic and how to add them to Resources for more specific planning.

Must Know

• Use Data Fields to add custom information to your Resources.
• All Owners and Admins can add Resource Data Fields.
• Users with Resource Task edit rights may add values to specific Resource Data Fields. 
• If you add a Data Field to one Resource, the field will appear in all of the Resource Edit Dialogs.
• Data Fields can be made mandatory (required).
• Each data field's visibility and editability can be adjusted for selected Users.
• Use them for Resource Grouping or to Filter out specific criteria in different Views.
• The same types of Data Fields can be added to Tasks and Projects.

Types of Resource Data Fields

There are 9 different types of Data Fields.

1. List - Create a field with a dropdown list of values, for example skill, department, position, etc. These values can be used to group Resources.
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 active, invoiced, external
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, and Multi-row large.
   
   
   
   
5. Number - Only numerical data, for example hourly rates, counts, amounts. These can also be used in report calculations.
6. Auto Increment - Starts automatic numbering of the resources. With each new resource 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 contract start and end dates.
8. User - Link a User to a Resource, for example a team’s leader, or the operator of a bulldozer.
9. Link - a link to a Google doc, map coordinates, etc.

Create a Resource Data Field

Data Fields can be added from the Resource List. Or from the Resource Edit Dialog (when in a View).

1. Start by clicking the Resource icon on the left Sidebar.
   
   
   
   This opens the Resource List. Click on Data Fields at the top. In the next menu, click Add new.
   
   
   
   OR:
   
   From a View, click on a Resource. In the Resource Edit Dialog that opens, click on Data Fields at the top. In the next menu, click Add new.
   
   
   
   
2. Choose a suitable Data Field type.
3. Enter a Data Field Name and your values.
4. Make adjustments as needed.
   
   
   
   
   • Show value in chart will display the selected value below the Resource name if Medium chart row height is applied from Settings > Chart > Chart Row Height. 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 Resource Data Field. In the Resource Dialog the required fields will be marked with a * symbol. This is not applicable to Check or AutoIncrement Data Fields.
     NB! If previously created Data Fields are made mandatory then the Users are still able to save the Resource without selecting a value. If the Data Field is made mandatory upon creation then the Resource cannot be saved unless a value is selected (the field will be displayed in red).
   • In List Data Fields a default value can be selected. Meaning this value will be applied to all Resources unless manually changed
5. Hit Save when editing is finished.
6. Data Fields can be updated at any time by following this same workflow. Just click the existing Data Field as opposed to Add new.

Adding Values to Resource Data Fields

1. Open the Resource Edit Dialog - either from a View or via the Resource List.
2. Find the Data Field that was created and insert a value.
3. Hit Save when finished.

Resource Data Fields in Action

Once your Data Fields are created, you can start putting them to good use. Here’s 2 ways to use Resource Data Fields to organize your planner.

Group Resources using List Data Field Values

List Data Fields can be used to group Resources in a View’s Gantt chart. For example, if you are taking on a new Project and are wondering if a certain department has enough capacity, a List Data Field of Departments might come in handy. Once grouped, you’ll be able to quickly see if the team has the ability to handle the new work. Or if another Department has more free time.
NB! List types are the only Data Fields which can be used for Grouping.

Filtering Via Data Fields

You can also filter out Resources in Views based on their Data Field Values. This helps you eliminate anyone or anything that doesn’t match your exact criteria. And makes scheduling the right Resource a quicker process.

For example if you only need equipment capable of carrying a certain amount of weight, filter out anything below that weight class. Learn more about filtering here.

Skills Management

Resource Data Fields can be useful for managing your employees skills. Use a checkbox to check whether or not someone has a special certificate. Or use the List or Multi-select to assign values from your own list. Here's a video on using Multi-select in Ganttic for skills management. 

Next Steps

Learn how to use Data fields to match the right resource to the right job. Or find out more about Data Field permissions. And how to allow users (who represent a Resource) edit their own Data Fields. If someone gets a new certification for example, they can update their skill sets.

You can also learn about hiding Data Fields completely, useful if you’re dealing with sensitive information like Social Security numbers or salaries.

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