Few things are more frustrating then using a system and being presented with a field you MUST fill in to continue at a time when you don’t know which value is appropriate for that field. Project Server is no exception.
You can make any enterprise custom field in Project Server a required field. At the project level this means that a project cannot be saved until each of these fields contains a value. This is great if you know for sure that the project manager will always know which value to pick from the list at the time they first save their project. But if they don’t you have a couple of things that are going to happen and you need to be prepared for them and decide if they are your intended consequences.
- The project manager will NOT save their project until they find the answer (remember that the answer COULD be several days away.) Do you really want the PM to NOT save the project because they don’t have the answer to this one field? Where will they start their planning in the mean time? Where will their data go?
- The project manager will pick one of the values from the list just so they can save the project even if that value is not right. Remember that they may not remember to come back and fix it when they have the right information!
- The project manager will curse you (the administrator) and pray to their God that you be injured in some way very soon.
Number 3 is going to happen for sure, count on it. What you have to decide is if you want number 1 or number 2 to be happening while your curse\injury takes place. The easy way to avoid all three is to either NOT make fields required unless you 100% sure that the project manager will know which value pertains to their project OR provide them a “Not Yet Known” value in the lookup table.
I tend to prefer the “NOT YET KNOWN” option. It allows your views and reports to show which projects have complete field profiles and which projects are in need of more complete data. Just make sure that the people you have creating reports and views know to allow for this value in their filters. This means that if you want to show all projects where a field equals “X” or “Y” that it should also contain projects where it equals “Not Yet Known” because those projects MIGHT be "X” or “Y”, we just don’t know yet. :-)
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