Using Outline Code Fields

In this article, we shall examine a very powerful feature offered by Microsoft Project; the 'outline codes'.

Step 1
You are most likely aware that you can enter any type of code in a 'Text' field (such as 'Text1') on either the task or resource sheet. You can then create filters or groups based upon the text that you place in these fields. You can also sort according to these fields. We saw an example of this in the article 'Grouping Tasks and Resources'. Useful though text fields are, they are 'flat' codes, offering no structure. A structured code can be hierarchical, as are for example, the 'WBS' or 'Outline Number' codes.

The Outline Number code, which like the WBS (at least initially since this can be changed), identifies the position of a task among its siblings and the family (parent or summary task) within which it resides. In this way the structure of these types of codes is already imposed. However, the 'Outline Code' fields allow you to decide the structure.

Let us look at an example. Suppose you had a list of tasks and that these relate to one of two locations, say Sydney and Melbourne which we can represent as a one character code 'M' or 'S'. Further, imagine that the work done in each of these is always charged to one of several Cost Accounts which are numbered from 000 to 999. Finally imagine that each task might require a part and that these are specified by a unique four digit number code preceded always by a P. Thus a typical code might be

S-111-P3456 or
M-234-P4545

Now, of course we could simply enter these codes into a Text field and perform our filtering, sorting or grouping. However, we could also construct the code in a hierarchy to be exploited by the program in order to organize the tasks accordingly. It can also simplify data entry since we can choose to allow only certain combinations of codes to be introduced. Let us see how this is done.

Add some tasks to an ordinary Gantt View and insert a column called 'Outline Code 1".

Now right-click the column header for this field and from the ensuing menu choose 'Customised Fields'. Make sure that 'Outline Code 1'is selected in the list presented to you and then click the 'Define Code Mask' button below. We now need to specify the types and lengths of the segments that make up our code mask.

In the first row select 'Characters with a length of 1 which will represent the first character of the location ('S' or 'M'). Select any separator you like.

In the second row, select 'Numbers' (this is for the cost code which should have a length of 3. Select a separator character.

In the third row, place a character with a length of 1. This will contain the 'P' for 'Part No'. Choose no separator at all.

Finally, in the last position, choose 'Numbers' with a length of 4 since this will accommodate the part number.

Step 2

If you want to restrict the data entry not only in structure, but to certain values only, then proceed as follows: Click the 'Edit Lookup Table…' button that sits below the Code mask definition area. This will take you to a screen where you can use ordinary outlining tools of the kind you work with on a task sheet.. You can insert, delete, indent, outdent, expand or collapse code segments the way you normally do with tasks and summaries. Enter elements of the code in their correct structural positions. Move them to their positions by means of the 'Indent; button, (the heavy green arrow pointing rightwards). If any entry appears in red, this means that it has been incorrectly placed. Shift it around using until the red disappears.

Click both check boxes that appear below the data entry area. The first assures that only the codes that were entered in this fashion will be allowed in the Outline Code 1 field when we start to make entries. The second check box ensures that the full code will be used - the usual requirement.

Click OK twice to leave.

Now back on the Gantt chart, use the drop-down facility provided in the Outline Code 1 field to make selections. You will find that you can only enter those items that appeared in the lookup table.

Of course you could simply enter data without having used the lookup table, provided of course that that you obey the mask we have established. If you wish to be able to do both, then you need to return and clear the 'Only allow codes listed in the lookup table' check box. Recall that we reached there by right-clicking the field header and choosing 'Customise Fields' and then 'Define code Mask'.