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Microsoft Project - Using Filters with Report Tables

Copper Contributor

I've created a report that includes tables. Filters are used parse the wanted information, for example the filter on the table below pulls all tasks where Text1=HD.

 

The issue is that when I choose the filter in the Field List window, it makes me choose an Outline Level and not all the tasks with Text1=HD are on the same Outline Level. I've tried making the Outline Level to "All subtasks" and it still isn't showing all tasks.

 

Below is a snip of the table and the bottom of the Field List where the filter is chosen.

 

MS_Project_Table-Filter.jpg

8 Replies
Just go back to the task table and make sure the outline is fully expanded in the task view (that is, make sure all levels are visible, for example, in the Gantt Chart view). Then go to the report view in order to generate the report again. Hope this works.
All subtasks are expanded in the Gantt Chart view, but it still isn't showing all levels in the table.
jjush,
Okay, so what does your HD filter look like (i.e. a screen shot of your filter definition window)?

It would also be helpful to see a screen shot of your Gantt Chart view, or at least part of it so we can get a better idea of what you have. Be sure to include the ID, Name, and Text1 fields along with filed column headers.
John

@John-project 

Here are some screen shots using the "Permits (Active)" filter, which results in the same issue as described in my original post, but gives a better understanding of what is happening.

 

The first image is of the Gantt chart with the red arrows showing tasks where Text1 = Permits, there are 5 tasks, with some of them being parent tasks, others are child (unsure if that is coming into play).

 

Images 2-4 show what the report table looks like when the filter is applied and the Outline Level is set to All Subtasks (only 1 task shows), Level 3 (only 2 tasks show), and Level 4 (only 4 tasks show) - I can't seem to get all 5 tasks to show.

 

Thank you in advance for looking at this!

MS_Project_Permit01 Page 001.jpgMS_Project_Permit01 Page 002.jpgMS_Project_Permit01 Page 003.jpgMS_Project_Permit01 Page 004.jpg

best response confirmed by jjush (Copper Contributor)
Solution

@jjush 

Just try this in the report:
Filter: Apply filter to Text1 (in the filter definition for Permits (Active), the checkbox "show related summary rows" has no effect on the report)
Group By: Apply group to Text1 (in the group definition, the checkbox "show summary tasks" is effective on the report, so you MUST select it)
Outline Level: All Subtasks
[ ] Show Hierarchy (not selected here in the report and not selected in the group definition)

 

Just in case, make sure the task view has no filter, group or outline level set.

 

I guess this is the only way to see both the summary tasks with permit and the subtasks with permit on the same table of the report. But let's wait for John's response as he always comes up with a better solution.

 

PERMIT.jpg

jjush,
No, I can't come up with a better solution than Ismet provided.

In my view there is a glitch in applying the filter to the report. It should respond to the basic filter elements (i.e. Text1=permits and Active=yes, including summary lines that meet the criteria). I suggest you submit a request through the feedback portal.

John
Thank you - this worked!! I've looking at this for weeks now, I wish I had posted sooner!
You're welcome and thanks for the feedback. As John suggests, please consider reporting the issue to the portal mentioned. As a note: it works the same way in all desktop versions supporting the graphical reports feature.
1 best response

Accepted Solutions
best response confirmed by jjush (Copper Contributor)
Solution

@jjush 

Just try this in the report:
Filter: Apply filter to Text1 (in the filter definition for Permits (Active), the checkbox "show related summary rows" has no effect on the report)
Group By: Apply group to Text1 (in the group definition, the checkbox "show summary tasks" is effective on the report, so you MUST select it)
Outline Level: All Subtasks
[ ] Show Hierarchy (not selected here in the report and not selected in the group definition)

 

Just in case, make sure the task view has no filter, group or outline level set.

 

I guess this is the only way to see both the summary tasks with permit and the subtasks with permit on the same table of the report. But let's wait for John's response as he always comes up with a better solution.

 

PERMIT.jpg

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