4.2Custom fields, indicators & formulas
The essentials in 30 seconds
- Beyond standard fields, Project lets you create custom fields (Text, Number, Cost, Date, Flag…) that you rename and feed with a formula.
- Graphical indicators (traffic lights) display a colored dot according to a field's value — green/orange/red depending on progress, delay or overrun.
- Custom field + formula + indicator = a dashboard inside the schedule: the equivalent of a spreadsheet's conditional formatting, but in Project.
Running mini-case — Meriem lights up traffic lights on her project
Meriem, project manager in an engineering & construction (BTP) company in Algiers, is preparing a steering committee. Reading columns of numbers leaves the committee indifferent: she wants tasks at risk to jump out. She therefore creates a custom field “Cost variance” of type Number, fed by a formula “Cost − [Baseline Cost]”, then connects a graphical indicator to it: green if the variance is small, orange if it grows, red in case of overrun. She adds a Flag field “To validate” to mark pending deliverables. At a glance, the committee spots the red tasks. She notes the reflex: name your fields clearly and start with simple formulas.
Standalone case for this section: it returns in the course, the diagram, the script and the 48h challenge of section 4.2.
1. Custom fields
Beyond standard fields, Project lets you create custom fields to carry your own information and calculations. You have free fields (Text, Number, Cost, Date, Flag…) that you rename clearly and can feed with a formula combining other fields. Example: a “Cost variance” field calculated from the difference between the current cost and the baseline cost.
2. Graphical indicators
The most visual: graphical indicators (traffic lights) display a colored dot according to a field's value — green / orange / red depending on progress, delay or overrun. You connect the indicator to a relevant field and define the thresholds yourself.
3. An internal dashboard
By combining custom field + formula + graphical indicator, Meriem builds genuine dashboards inside the schedule. It is the equivalent, in Project, of a spreadsheet's conditional formatting: instead of reading raw numbers, the committee sees the status at a glance and the eye goes straight to the red tasks.
🔎 Concrete example — 🔎 Concrete example — The cost variance as a light
Readable in a second, as Meriem wants:
Field “Cost variance” = Cost - [Baseline Cost].
Thresholds: green (OK), orange (watch), red (overrun).
-> the eye goes straight to the red tasks.Reading: the field calculates the variance, the indicator translates it into a dot: the committee no longer reads raw numbers.
Lesson: it is the equivalent of a spreadsheet's conditional formatting, applied to the schedule.
Section vocabulary
- Custom field
- Free field (Text, Number, Cost, Date, Flag…) that can be renamed and fed by a formula.
Simple example: Meriem creates “Cost variance” of type Number.
What it is not: a standard column, which cannot be renamed.
Reflex: carry your own info → a custom field.
- Formula (field)
- Expression combining other fields and functions to automatically calculate a field's value.
Simple example: Meriem enters Cost − [Baseline Cost].
What it is not: a value copied by hand on each row.
Reflex: automatic calculation → a formula.
- Graphical indicator
- Colored dot (traffic light) displayed according to a field's value (green/orange/red).
Simple example: Meriem connects a traffic light to the cost variance.
What it is not: raw text, without color.
Reflex: translate a value into a dot → an indicator.
- Flag
- Yes/no custom field, useful to mark tasks and filter them.
Simple example: Meriem marks “To validate” on pending deliverables.
What it is not: a field of type Cost, which carries an amount.
Reflex: mark then filter → a flag.
- Dashboard (in Project)
- Combination of custom fields, formulas and indicators offering a synthetic reading of the project.
Simple example: Meriem presents a traffic-light dashboard.
What it is not: a simple Gantt chart, without indicators.
Reflex: synthetic reading → the internal dashboard.
In practice — In practice — Create custom fields and indicators
- Create a custom field (Project > Custom Fields): choose a type (e.g. Number1), then rename it clearly, as Meriem does.
- Add a formula that calculates it from other fields (e.g. cost variance = Cost − [Baseline Cost]).
- Configure a graphical indicator: define the thresholds and colors (green/orange/red).
- Display the field in the grid and check that the dots reflect the real status (tasks at risk in red).
Step-by-step script — traffic lights like Meriem (5 min)
1) Open Project > Custom Fields and create a Number1 field renamed “Cost variance”. 2) In its formula, enter Cost − [Baseline Cost]. 3) Connect a graphical indicator to this field and define three thresholds (green, orange, red). 4) Display the field in the Entry table. 5) Add a Flag field “To validate” and mark a few pending deliverables. 6) Check that the dots match the real status of the tasks.
Start simple (one variance, one IIf): the formula syntax is specific to Project, not identical to Excel.
Copy-paste template — my indicators sheet
Custom field: Number “Cost variance” = Cost - [Baseline Cost]
Indicator : green / orange / red thresholds connected to the variance
Flag : yes/no “To validate” to mark deliverables
Principle : field + formula + indicator = internal dashboard
Rule : name clearly; syntax SPECIFIC to Project (not Excel).A quantified variance
Meriem calculates a “Cost variance” field from the baseline cost.
A traffic light
Meriem connects a green/orange/red indicator to the cost variance.
A tracking flag
Meriem marks pending deliverables “To validate” in order to filter them later.
A dashboard
Meriem combines several fields and indicators for a committee readable in a second.
✓ Best practices
- Rename your custom fields clearly.
- Start with simple formulas (one variance, one IIf).
- Connect traffic lights to a relevant field, with thresholds.
✗ Common pitfalls
- Expecting syntax identical to Excel (it is specific to Project).
- Multiplying fields without naming them.
- Reading raw numbers instead of dots for a committee.
Key takeaways
- Custom fields (renamable) carry your own information and calculations.
- A formula calculates their value from other fields.
- Graphical indicators (traffic lights) translate a value into a colored dot.
- Field + formula + indicator = dashboards inside the schedule.
48h challenge — apply it tomorrow
Like Meriem, create a custom field (e.g. “Cost variance”) fed by a simple formula, then connect a graphical indicator with three thresholds (green/orange/red) to it. Add a Flag to mark tasks to filter, and name each field clearly. Explain in one sentence how this mini-dashboard brings out tasks at risk.
- I create a custom field and rename it clearly.
- I write a simple formula combining other fields.
- I connect a graphical indicator (traffic light) with thresholds.
Frequently asked questions
Are Project formulas similar to Excel's?
The spirit is close (functions, operators), but the syntax and functions are specific to Project and you reference fields (Cost, Work, [Baseline Cost]) rather than cells. You find logical functions (IIf, Switch), date functions (ProjDateDiff), text functions, etc. If you master Excel, you will quickly feel comfortable; if not, start with simple calculations.
What are graphical indicators (traffic lights) concretely used for?
To make a table readable in a second. Rather than reading a variance task by task, a green/orange/red dot signals the status: green = under control, orange = watch, red = problem. They are connected to a relevant field (delay, overrun, % complete vs planned) with thresholds you define. For a committee, it is the equivalent of a spreadsheet's conditional formatting.
What do custom fields associated with graphical indicators allow?