Conditional Formatting Overview (OnePager Express)
An Example of Conditional Formatting
1) As an example of conditional formatting, suppose that you have tasks that you want to show as green if the value in Risk Assessment from your Microsoft Excel plan contains the text Low Risk. Further, you want tasks to show as yellow if Risk Assessment for that task contains the text Medium Risk and you want the task to show as red if Risk Assessment contains the text High Risk.
2) Above all, you want this to be represented in a series of snapshots automatically as you change the value of the task’s Risk Assessment field in the Microsoft Excel plan only.
3) OnePager gives you the capability to define these rules and apply them consistently from snapshot to snapshot as the plan data changes. Additionally, you can subsequently change the rules as needed. Finally, you have the ability to copy a rule or rules to make rule definition an easier process.
4) Keeping it simple, let’s create a Microsoft Excel spreadsheet plan with Tasks AA, BB, and CC each with a Start and Finish date, each with a flag field for OnePager import control, and a Risk Assessment column for representing the risk assessment. That Microsoft Excel plan might look like this:
5) To set up the desired output and performance from OnePager, we need to enter our conditions for these tasks into the Conditional Formatting Rules engine. Access to the Conditional Formatting Rules engine prior to creation of a project view is through the Task Bars or Milestones tab of the Template Properties form.
6) When the Conditional Formatting Rules form is filled in as we’ve described it will look like this:
7) If we now create the project view, it will look like this for the first snapshot on 10/1/2015:
8) Since Tasks AA, BB, and CC have each of their Risk Assessment data cells set to Low Risk, all tasks in the first snapshot are colored Green.
9) Now suppose we update our Microsoft Excel spreadsheet plan on 10/20/2015 to show Task AA remaining Low Risk but Task BB now becoming Medium Risk. So, we need to update the Risk Assessment accordingly. Further, let’s assume that now Task CC is now in a High Risk condition so we update its Risk Assessment accordingly. The Microsoft Excel plan would look like this for the status on 10/20/2015:
10) With this updated Microsoft Excel spreadsheet plan dated 10/20/2015 we can take a second snapshot that will look like this:
11) The update to the OnePager project view snapshot for 10/20/2015 was done automatically for you after you established the Conditional Formatting rules for this project. Your only requirement was to maintain the appropriate Risk Assessmentvalues in your Microsoft Excel spreadsheet plan.
12) The above example illustrates the power of Conditional Formatting.
- a) Before starting, it should be pointed out that conditional formatting is done on a “Global” basis.
- b) As with other global editing features that are supported by OnePager, changes to Conditional Formatting rules will have an impact on the project view and all snapshots previously created as well as snapshots created in the future.
- c) Accordingly, caution should be exercised should you want to preserve historical snapshots in their original form before changes are made to the Conditional Formatting rules.