How to get Custom Field to display in Report

We made a custom field called "Set" for when a project has more than one deliverable.

For example:  A set of 5 digital ads that all have the same copy but have five different sizes.  A set of 2 flyers that again have identical copy except one is in English and one is in Spanish.

We wanted an easy way of allowing stakeholders to put in one project request but give transparency when a single project might have a variable amount of materials as that obviously impacts production time, annual metrics for appropriate staffing, etc.

I can't figure out how to incorporate the custom field to display in the annual report I'm making of all projects started in 2020 and ended in 2020. (or for any other year, individual team member, etc.)

I can make two reports where I either set the field equal to zero or greater than zero...but now I'm juggling two reports ... and I still would have to drill into the dozens and dozens of projects  to see the actual number in the set.

Any suggestions on how to get a report with a column displaying the custom field value - in this case, the set number?

Would greatly appreciate any help!!

Thanks,

Anne

 

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Hugh

Hi Anne Biggins!

One of the filters you can enable for custom fields is "Is not blank", meaning that any data has to be in that custom field to be shown on the report. This way, all tasks with a zero or with a number will appear, so long as this data is in the "Set" custom field.

Let me know if this helps! If you need anything else, I'd be happy to help.

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Hi Hugh,

I must not have phrased my question correctly - sorry!

Right now unfortunately that field was only filled in for projects that had more than one deliverable

So it seems that I can either set filter to display all projects made in a year (with no clarity on which ones were sets with x number of deliverables) 

.....or I can add the filter to display "is not blank" and I will get the few dozen or so that are sets.  But even then, I can't figure out how to get that field to display on the report itself.  I'd still need to drill into the dozens of projects to get the value so I can get the annual metrics.

 

Okay, right now I have a few hundred projects for this year and almost a thousand for last year.  I would have to open up each one of those that currently have nothing in the set number field and place a value of "1" to get all projects in a single year to display in one report, correct?

And even then, it would not show me on the report itself how many additional values I should add to the total to get the total number of deliverables, right?  Is there a way to get that to display?  That would be really helpful! 

I truly appreciate your expertise in helping figure this out! I'm guessing there is a way to display the filters on the report itself but I can't figure out how to do it! 

Thanks,

Anne

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Hugh

Hey Anne Biggins, thank you for clarifying this further!

When you open your report, click on the cog icon in the top left-hand corner of the report. This should show all the custom fields that are a part of these projects. You can select the checkbox for the fields you would like to display in the report, including the "Set" field you mentioned.

If you want to see tasks with the same "Set" value grouped together, select "Group by" in the left-hand corner, and "Set" should be one of the possible options.

I don't believe there is a way to show how many additional values you would need to add, but I hope that this helped! If you need anything else, let me know.

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Hugh, 

Thank you so much for your help!  Totally didn't see the cog! 

Yes, that was perfect to get the set field to display on the report...and then I was in a quandary of how to show both the blank and the values on one report but then I tried "between" and left the first field blank and the latter a ridiculous number of 100 and voila!  it worked!

And then your tip on how to group was fabulous!! That was very helpful so I wouldn't have to hunt and peck!

Many, many thanks!

Anne

 

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Hugh

More than happy to help, Anne Biggins! If you need anything else, feel free to reach out at any time 😊

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