Enabling users to link objects to external documents

You can enable users to link objects in their projects, for example tasks and resources, to external documents. You do this by creating 'URL'-type user-defined fields, or adding 'URL'-type fields within user-defined tables. Users can then enter hyperlinks to external documents, or to webpages on the internet or an intranet, into these fields in their projects.

For example, if you want to enable users to create links between individual tasks and documents stored on your network, giving more information on the task to be carried out, you would create a user-defined field that is linked to tasks, and give it a type of URL. When users open a project from the data source to which you added the user-defined field, they can enter the path and file name of a document in the field for each task. Users can enter this information in the spreadsheet, in an annotation, in Library Explorer or in the User Fields tab of the task's Properties dialog (or the appropriate user-defined table tab, if the field has been added to a user-defined table). Once a link has been entered into the field, users can click the hyperlink to open the document it refers to. Note that to open a document from a hyperlink in the spreadsheet, users must ALT-click the hyperlink.

Users can enter links to documents into 'URL'-type user-defined fields in the following ways:

  • As path and file names to documents in a specific location on the network, for example T:\Documents\Task49.XLS. In order for such links to work, all client PCs must have the appropriate drive mappings set up.
  • As references to webpages on the internet or an intranet, for example http:\\www.website.com\documents\task49.htm.
  1. In the left-hand pane, select the data source to which you want to add your own field, then select the User Defined Fields folder. The user-defined fields that have been added to the data source are listed in the right-hand pane.
  2. Select User Defined Fields from the Custom menu, then select the Add command. The Add User Defined Field dialog appears.
  3. Select the Asta Powerproject object to which you want users to be able to add hyperlinks to documents in the Object type field. For example, if you want users to be able to enter hyperlinks against tasks, select Task.
  4. Select URL in the Field type field.
  5. Enter a name for the field in the User defined field name field. Try to give the field a name that describes its use. It is good practice to prefix the names of your user-defined fields with, for example, your company name. This prevents any user-defined fields from having the same name as fields that already exist in Asta Powerproject.
  6. Click OK to confirm your changes and close the Add User Defined Field dialog.

    If you are adding a user-defined field to a type of data source other than direct connection (ADO), the user-defined field creation process is complete. If you are adding a user-defined field to a direct connection data source, a dialog appears asking if you want Server Admin to generate a SQL file that you can run to add the user-defined field to the data source.
  7. Click Yes to create a SQL file, or click No if you do not want to create the SQL file. If you choose not to create a SQL file, you will have to add the user-defined field to the data source manually.
  8. If you choose to create a SQL file, enter a path and file name for the file.
  9. Enter exit at the Enterprise server command prompt to shut down the server.
  10. Execute the SQL file that is output in Query Analyzer to create the user-defined field in the data source.
  11. Restart the Enterprise server.
  1. In the left-hand pane, select the data source to which you want to add the user-defined table, then select the User Defined Tables folder. The user-defined tables that have been added to the data source are listed in the right-hand pane.
  2. Select User Defined Tables from the Custom menu, then select the Add command. The Create User Defined Table wizard appears. When you run this wizard for the first time an introductory screen is displayed. You can prevent this from appearing when you create more tables by checking the Skip this introduction next time check box. Click Next to proceed to the first step.
  3. Enter a name under which the table will appear in Asta Powerproject and an internal name under which it will be stored within the database. The table will appear on Asta Powerproject Properties dialogs on a new tab that uses the name that you enter here, so the name should reflect the use to which the table will be put. For example, if you are going to store security information in the table, call it Security.
  4. Click Next to proceed to the next step.
  5. Select the Asta Powerproject object to which you want users to be able to add hyperlinks to documents. For example, if you want users to be able to enter hyperlinks against tasks, select Task.
  6. Click Next to proceed to the next step.
  7. A user-defined table comprises a column for each field or user-defined enumerator you place into it. Click Add to add a field to the table. The Add Field dialog appears, in which you specify the field details.
  8. Add a field with a type of 'URL' to the user-defined table.
  9. Click Next to proceed to the final step and view a list of the actions that Server Admin will perform as it creates the table.
  10. Click Finish to create the user-defined table.

    If you are adding a user-defined table to a type of data source other than direct connection (ADO), the user-defined table creation process is complete. If you are adding a user-defined table to a direct connection data source, a dialog appears asking if you want Server Admin to generate a SQL file that you can run to add the user-defined table to the data source.
  11. Click Yes to create a SQL file, or click No if you do not want to create the SQL file. If you choose not to create a SQL file, you will have to add the user-defined table to the data source manually.
  12. If you choose to create a SQL file, enter a path and file name for the file.
  13. Enter exit at the Enterprise server command prompt to shut down the server.
  14. Execute the SQL file that is output in Query Analyzer to create the user-defined table in the data source.
  15. Restart the Enterprise server.

Related Topics:

Adding a user-defined field

Adding a user-defined table