You can specify that a subheading is displayed within sorted/grouped views whenever a sort/group criterion changes. For example, if you are sorting/grouping tasks on the calendar that has been applied to them and you apply a subheading to this criterion, a subheading indicating the name of the calendar appears above each group of bars or tasks that have a different calendar applied. You can choose to populate other spreadsheet columns for each subheading as well as displaying the name of the relevant criteria. If you do so, information from each group of items is rolled up and displayed in the subheading where possible.
If you apply more than one criterion to a sorted/grouped view, you can apply subheadings to whichever criteria you like; you do not have to apply them to all criteria. For example, if you are sorting/grouping tasks by calendar then by cost, you might choose to apply a subheading to the calendar criterion, but not to the cost criterion. This would result in a subheading appearing for each group of bars or tasks that have a different calendar applied, but not whenever the cost of a task changed.
You can choose to display subheadings in the following ways:
- As blank bars, with all spreadsheet columns populated or with the name of the relevant sort/group criterion only displayed in the spreadsheet.
- As bars with all spreadsheet columns populated or with the name of the relevant sort/group criterion only displayed in the spreadsheet, and a 'fake' summary task displayed, which indicates the earliest and latest dates of the items that are contained within each sort/group band.
If you choose to display subheadings with all spreadsheet columns populated, the duration that appears against subheadings is calculated in one of two ways:
- If all the tasks in a sort/group band use the same calendar, this calendar is used to calculate the duration of the sort/group subheading, which means that the subheading duration will be completely accurate.
- If the tasks in a sort/group band use different calendars, the calendar that is selected in the Subheading calendar field, on the Non-Working tab of the Format Bar Chart dialog, is used to calculate the subheading duration, which means that the subheading duration may not match the duration of the sorted/grouped tasks.
Note also that any columns for which the Blank for subheads check box has been selected on the Table Definition Properties dialog will not display any information if you choose to display subheadings with all spreadsheet columns populated.
You can highlight subheadings by applying 'banding' to them, ie by continuing their colouring vertically down the far left hand side of the spreadsheet. Displaying banding in the spreadsheet in sorts/groups that comprise multiple criteria makes it easier to identify the sort criteria to which sorted/grouped items belong.
When you display subheadings in sorted/grouped views, you can open and close each group of items by clicking the + and - buttons that appear to the left of the sort/group criteria name.
To specify that a subheading should be displayed each time a sort/group criterion changes:
- Select the type of subheading you want to display in the Sub-heading field on
one of the tabsof the Sort/Group Properties dialog. Note that if you choose to display a subheading with all spreadsheet columns populated, columns displaying certain fields will not display rolled up information, as rolling up information would not make sense in these cases.
- Select the colour to apply to the subheading bar in the Sub-heading colour field.
You can specify whether this colouring applies to the spreadsheet and the bar chart, or just to the spreadsheet, using the Show sort bands in the bar chart field on the View tab of the Options dialog.
- Click the Sub-heading font button to select the font, colour and style to apply to the wording in the subheading.
- Select the Display banding in the spreadsheet check box if you want to highlight subheadings by continuing their colouring vertically down the far left hand side of the spreadsheet; clear this check box to restrict subheading colouring to the horizontal subheading bars themselves. Displaying banding in the spreadsheet in sorts/groups that comprise multiple criteria makes it easier to identify the criteria to which sorted/grouped items belong.
- For 'project hierarchy' sort/group criteria,
for criteria that relate to the resource or cost centre hierarchy,and for criteria that are based on code library assignments or the WBS for which the Retain hierarchy check box has been selected, use the Sort/group band with items at the same level check box to specify whether you want the subheadings to be sorted/grouped along with other items that appear at the same level in the sorted/grouped view. This applies only to sorts/groups with more than one criterion.
- The first criterion sorts/groups tasks according to the 'Location' codes that have been assigned to them. This criterion retains the hierarchy of the code library and displays subheadings with 'fake' summary tasks.
- The second criterion sorts/groups bars according to the start date of the earliest task on the bar. No subheadings are displayed for this criterion.
- For 'project hierarchy' and 'WBS' sort/group criteria, select the Use hierarchy appearance check box to use the hierarchy appearance settings (which affect the font and background colour that is applied to subheadings) that have been defined for either the project hierarchy or the WBS when this sort/group is applied; for criteria that relate to code library assignments
or to the resource or cost centre hierarchy, select this check box to use the foreground and background colours of individual codes , resources or cost centreswhen this sort/group is applied; clear this check box to specify sort/group-specific appearance options. Note that this check box only appears for sort/group criteria that relate to code library assignments or to the resource or cost centre hierarchy, and for 'project hierarchy' and 'WBS' sort/group criteria.
Note also that the colour and font that you specify using the Sub-heading colour field and the Sub-heading font button are applied to the 'Not applicable' subheadings in sorts/groups that use the hierarchy appearance to group objects to which the specified sort/group criteria does not apply.
- Select the Show path check box if you want to display the full path of codes or WBS criteria in subheadings; clear this check box to display the criteria name without the path that indicates their position in the hierarchy. Note that this check box only appears for sort/group criteria that relate to code library assignments and 'WBS' sort/group criteria.
- Select the Prefix with UDF name check box to prefix subheadings that relate to user-defined field sort/group criteria with the names of the user-defined fields on which the criteria are based; clear this check box to display subheadings without the user-defined field names. Including the user-defined field names in subheadings makes it easier to identify the criteria by which items are sorted/grouped. Note that this check box only appears for sort/group criteria that relate to user-defined fields.
The codes are assigned to a number of tasks, shown here in natural order, with no sort/group applied:
A sort/group is applied to the view, which comprises two criteria:
To summarise, tasks are sorted/grouped first by 'Location' code, then by start date.
The application of this sort/group results in the tasks being sorted/grouped as follows:
Note how the position of the subheadings in the view respects their position in the code library hierarchy and that although the tasks within each sort group are sorted/grouped according to the second sort criterion - their start date - the subheadings themselves are not sorted/grouped according to start date.
If we examine the topmost sorted group of tasks in particular - the 'Ireland' group - we can see that this contains three items directly underneath it: 'Task 10', 'Task 6', and the 'Mayo' subheading. This is more obvious to see if the 'Mayo' subheading is closed, so that the items it contains are hidden from view:
Here, we can see that although 'Task 10' and 'Task 6' are sorted/grouped according to their start date in the 'Ireland' group, the 'Mayo' subheading is not sorted/grouped according to this criterion; it appears at the end of the sorted group, even though its start date is earlier than either 'Task 10' or 'Task 6'.
If the first sort/group criterion is edited so that the Sort/group band with items at the same level check box is selected, this results in the following change to the sorted/grouped view:
Selecting that check box means that as the 'Mayo' subheading appears at the same level as 'Task 10' and 'Task 6', it too is sorted/grouped according to its start date, and it appears at the top of the 'Ireland' group.
If the 'Mayo' subheading is reopened so that all tasks are again displayed, the sorted/grouped view appears as follows:
Note that selecting the Sort/group band with items at the same level check box has also affected the way in which the items within the 'Mayo' group of tasks are sorted/grouped: the 'Westport' and 'Belmullet' subheadings are now sorted/grouped according to their start date along with 'Task 8' and 'Task 3', which was not the case before.
As an alternative to displaying subheadings within sorted/grouped views, you can separate bands with a ruling line. You can combine subheadings and ruling lines with automatic page breaks, so that when you print a sorted/grouped view, the bars and tasks within each band appear on a different page.