Oracle Primavera Cloud allows you to access a wide variety of activity columns. Columns display important project data, such as activity dates and durations. Along with the default columns, you can create custom columns – known within OPC as Configured Fields. You can create Configured Fields for a variety of different data types. For example, you could create activity fields to track delivery dates or PO numbers. Or, you could create resource fields, to track profit and budgets. Once created, you can add your Configured Fields to data tables to assign custom values. Just like all other columns, you can use Configured Fields to filter, group, or sort project data.

For former Primavera P6 users, you may remember a similar tool called User-Defined Fields. Configured Fields are pretty much the same – but they offer additional capabilities. Along with the ability to create manual fields, you can also create Configured Fields with formulas. These fields will automatically calculate data based on a specified formula.

In this article, we will look at how to create Configured Fields in Oracle Primavera Cloud. We’ll go over how each field type works using the different data types, such as Cost and Text. Then, we will take a look at how to create complex Formula fields to automate processes. Once created, we will also go over how to use these fields to assign values and group data.

Configured Fields vs. User Defined Fields

Before getting into creating Configured Fields, let’s talk about how they differ from P6’s User Defined Fields. On a basic level, both do the same thing – they allow you to create different types of custom columns. The main difference between these tools is where you create them, what they apply to, and the types of fields available.

Where It’s Created

Back in P6, User Defined Fields were Global data – meaning that they could apply to any project within the database. OPC, on the other hand, does not have Global data – instead, it has Workspace data that pushes down. Configured Fields are created at the workspace level, allowing you to use the field on any project within the Workspace. Because workspace data pushes down, you can create your Configured Fields as high up in the hierarchy as needed. Any Workspace data within the parent workspace layer is automatically pushed down to the child workspace layers.

If you want to create ‘global’ Configured Fields, just make sure to create them at the top workspace layer (Corporate Root). This will allow you to use your Configured Fields within any project or workspace.

What it Applies To

P6’s User Defined Fields applied to a wide variety of data, such as Activities and Resources. Configured Fields work similarly – you can create them for many different types of data. However, there are more data options available in OPC than in P6 – so the same is true for Configured Fields. You can create Configured Fields for Tasks, Programs, Workspaces, and other types of data unavailable in P6.

Types of Fields Available

Both User Defined Fields and Configured Fields allow you to use a variety of different Data Types. These Types determine what you can enter into the field – such as dates, or currencies. Configured Fields have all the same types that User Defined Fields do, with just one exception. Configured Fields does not have an option for an Indicator type. Back in P6, the Indicator type field allowed you to choose a color coded icon for each field value. There is unfortunately no equivalent to this with Configured Fields.

However, Configured Fields offer a variety of data types that aren’t available in P6, such as Boolean and List. Additionally, Configured Fields allow you to work with Formulas. Formula fields will calculate values based on the formula you enter in. For example, you could create a Total Cost field that calculates the sum of your Planned Costs (from the Schedule App) and your Actuals (from the Cost and Funds app).

Even without the Indicator type, Configured Fields offer more column options. They allow you to create a variety of different types of columns to track multiple variables within your project.

Creating Configured Fields

To create a configured field, start by opening up a workspace. Remember, you can only use your configured fields on projects within the workspace. You’ll want to make sure you’re creating these fields as high up in the workspace hierarchy as needed. Select the Summary & Settings app and press Defaults & Options. There’s a wide selection of data items here – such as Activities, Projects, and Resources. Select the data type that you wish to create a field for – in this case, I’ll select Activity. Then, select the Configured Fields tab at the top of the window.

In this list, you may see Configured Fields already available. Even if you haven’t created any yet, these fields will push down from parent workspaces.

To create a new Configured Field, select Add. For each field, you’ll need to enter in a Column Label, which is the name for the field. You’ll also need to enter in a View Column Name, which is the name for the field as seen in the database when creating reports. Next, you’ll choose a Data Type. This determines what type of data you can enter into the field.

There are 7 different Data Types available: 

Boolean

The Boolean field will give you a checkbox that you can check or uncheck. You can use this field for any type of Yes/No data. For example, let’s say that you’re working on a project that requires material deliveries before the activity can begin. In this case, you could create a Boolean field for Materials Delivered. Once an activity’s materials have arrived, you can check the box. Now, everyone will know which activities can actually begin.

Cost

The Cost field lets you enter a currency value. This lets you enter costs separate from the default cost fields – such as Planned, Remaining, and Actual Costs. For example, you could create a Cost field to the activity’s budget, or its accumulated tax.

Date

The Date field lets you enter in a date variant. This lets you add date variables separate from the preset date fields, like Start and Finish. You could use this field type to track Must Finish By dates, Proposed Dates, or even Optimistic/Pessimistic Risk Analysis dates.

Integer

The Integer field allows you to enter in either a positive or negative number. You could use this field type to track any number associated with the activity – such as how much Total Float it gained or lost since the last update.

List

The List field allows you to create a list of items, where you can select one for each activity. This field works very similarly to Codes. As an example, you can use this field type to track subcontractors, or the status of proposed tasks.

If you use this field type, you will need to navigate to the List tab within the Details section. Here, you’ll add all the items that will appear in the list. For example, I’ll create a List field to track Subcontractors. Within the List tab, I’ll add all the subcontractors that users will choose from.

Number

The Number field allows you to enter in a numeric value. This differs from the Integer field, as it provides two decimal points. With this field type, you can track fractions of values as well.

Text

The Text field provides you with a blank text field, where you can enter in any desired value. You can use this to track responsibilities, contacts, or information about the activity. If you create this type of field, you will need to enter in a Field Length value. This determines the maximum number of characters that someone can enter into the field.

Along with Data Type, you’ll also need to choose a Type. This determines how data appears in the field: either manually from users, or automatically from a formula.

Manual vs Formula

Configured Fields work differently depending on the selected Type: Manual or Formula.

Manual columns allow you to enter in data manually. Users can enter custom text into a Text field, or choose a custom date for a Date field. This type creates an editable field, where users can enter in custom data.

On the other hand, Formula columns will calculate data using a set formula. You can not edit these fields manually. Instead, their values calculate automatically. If you choose to create a Formula column, you can also choose a Summary Calculation value. This determines how the results display – either as a Sum, Average, Minimum or Maximum. 

All of the examples we looked at above were Manual configured fields. Formula fields, due to their complexity, are not that often used. However, Formula fields can be extremely useful. They allow you to calculate values based on other variables in the system. 

Creating a Formula Configured Field

Let’s take a look at how to create a formula configured field. Again, formula fields can be very tricky – they require you to create a valid script within the system. It’s very easy to run into errors during this process. For this reason, OPC provides a formula manual to help.

In this example, I’ll create a formula column to calculate the total cost of each activity. This column will combine the total resource cost with the entered tax cost. Because I just created a custom Tax field, I can use that within the formula field I’ll be creating.

I’ll start by adding a new field called Estimated Final Cost. For the Data Type, I’ll choose Cost and Formula for the Type. I’ll leave the Summary Calculation field as it is, as I want the total values, rather than averages. 

With the field created, I can enter the formula by moving to the Formula tab within the details section. First, I’ll use the Field dropdown to find my first variable: Planned Total Cost. Select Insert Field to add it to the formula box. 

Next, I’ll choose an operator. For this formula, I simply want to add the Tax value to the Planned Total Cost, so I’ll select the + button. 

Lastly, I’ll use the field dropdown to find my next variable: Estimated Tax. This is a configured field that I created; along with the preset columns, you can also use other configured fields within formulas. With my formula set, I should now check that it works by selecting Validate Formula. In this case, the formula was successful. If your formula is unsuccessful, a pop up window will alert you of any errors.

Assigning Values to Configured Fields

You can apply configured fields to the associated data tables. In this example, we created Activity fields, so we will add them to the Activities table. Navigate to the Activities page by selecting Schedule > Activities. Using the Add Column button, search for the configured fields you created. Each will now appear as an option within the Columns list.

In this example, I’ll add all the configured fields I created. The way that you assign data to the configured field depends on the type of field. For Manual fields, you can double click within an activity’s cell to enter data. The type of information you can enter into depends on the Data Type – such as text for Text fields or costs for Cost fields.

On the other hand, Formula fields will fill in automatically based on the formula you entered in. In this example, I’ll enter a cost value into my Tax Cost field. After doing this, the Estimated Final Cost field should automatically be calculated. If it doesn’t, refresh the page to see the changes.  This field gives us a sum of the Planned Total Cost value and the entered Estimated Tax value. Now, we have a total cost for the activity as a whole.

Organizing by Configured Fields

Like all other columns, you can use configured fields to group, filter, and display custom values.

Grouping

To group activities using configured fields, select View > Manage Views. Select the Grouping tab and use the Group By dropdown to select a value. All created configured fields will now appear within the list. In this case, I’ll choose to group by Subcontractor. Then, press Apply to apply the changes to the View.

This will create grouping bands for the different subcontractor values, organizing activities accordingly. By displaying activities in this manner, we can quickly see who will be working on each activity.

Filtering

You can also use configured fields to filter activities on the page. To create a filter, select Filter > Manage Filters, and then Add. In this example, I’ll create a filter to only show activities that have had their materials delivered. I’ll name this filter Materials Delivered.

Next, I’ll have to choose the parameters for the filter. I’ll set the parameters to “Materials Delivered – equals – True” – meaning only the checked values will appear. With the filter in place, I will now see only activities that are ready to begin within the table.

Gantt Chart Bars

Lastly, if you created Date configured fields, you can show those dates on the Gantt Chart by creating new bars. To add a Gantt Chart bar, select View > Manage Views. Navigate to the Bars tab and select Add > Bar. The new bar will appear, allowing you to adjust its settings. To have this bar show configured field dates, select the Bar Type dropdown and select User Defined. Here, you’ll give the bar a name – I’ll set this to Contract Deadline Dates. Then, you’ll need to choose a date field to act as the start and the finish date. For the start, I’ll choose Start to show the most current start date. For Finish, I’ll choose my Must Finish Date configured field. Adjust the size and color of the bar as needed, and then press Apply.

The new bar will display within the Gantt Chart. You can now track your user defined dates, along with your standard schedule dates. In this example, we can now compare our contract dates to the current dates to see whether the project is on track.

Summary

If you would often create User Defined Fields in Primavera P6, there is an OPC equivalent: Configured Fields. Oracle Primavera Cloud’s Configured Fields allow you to create custom columns to display and group project data. You can create configured fields to track a variety of different types of data, such as dates and costs. You can even create Formula Configured Fields to automatically calculate project data. With Configured Fields, you can specify and track any custom data with your activities, projects, and resources.

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Lauren Hecker is a Oracle Primavera Cloud, Primavera P6, and Microsoft Project Instructor who teaches onsite and virtual scheduling courses. To see her next open enrollment course, please visit our calendar. To schedule an onsite or custom course, please contact us!