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Administering Lists

Lists are preconfigured dropdown fields which can be customized in ResourceFirst. This article shows you how.


In ResourceFirst, Lists are another word for "dropdown fields." For instance, the Sponsors list will allow users to select from a list of predefined project sponsors.

To access List administration, go to the Administration Center (the wrench icon in the top icon bar), and select the Lists menu tab. You'll see a sub-tab for each list.

The default lists are as follows. You can rename lists, and, via the Portfolio Desktop tool, you can create custom lists.

  • Users

  • Sponsor

  • Domain/Platform 

  • Category

  • State

  • Business Driver

  • Phases and Milestones

  • Skills

  • Cost Category

  • Financial Items

  • User Defined Fields (UDFs) - AKA Custom Lists

  • Overhead


Bellow are examples of some of the standard lists


Users List

Here you can add new users, associate login IDs with resource names, update passwords, set access and activity levels, and designate a user as a Project Manager (PM). The Users list also shows the login status and recent login history of the user. 


Platform List

This list, sometimes called "Domain," can be used to identify various business platforms. Targets can be set for each business, which can be used in advanced portfolio reporting. Below is just one example.



Category List

Here you can specify project categories, which are used in some dashboards and views. This can be used for however you wish to break down your project categories. The image below is merely representative of one potential use.

Domain (which some customers rename to Platform) is another such list, which can be used along with Category (or completely independent of it) for an additional or alternative classification of work. Domain also allows for a target effort percentage for use in portfolio analysis.


State List

This designates the various Project stages (i.e. states) that a project will go through in its lifecycle. This is used in reports and in defining lifecycle workflows. The defaults are shown in the image below, but you can change the names, drag to reorder, delete items, or add new items..



Phases and Milestones List

This list allows for creating default phases and milestones that can be used for projects. These defaults appear in drop-down lists when assigning phases and milestones to projects, though the user can create their own phase and milestone names on the fly as well. Likewises, templates can be saved for various types of projects, each with their own phases and milestones.

To add a phase or milestone to the list, simply click the "+" symbol at the top left of the respective section.  Assign a sequential abbreviation, beginning with P for phase or M for milestone. The system uses that internally to match project phase and milestone dates and status to the phases and milestones on the status report.



Skills List

This list is used to define the skills that will be used for resource and skill assignments. It's best to keep this within a reasonable amount for ease of reporting and adding assignments. Too few and it'll be tough to zero in on the right resources. Too many and reports will get convoluted. 50-100 is a good range.



Cost Category List

This list can be used to set up cost and bill rates for various types of resources (e.g., contractors, employees, temps, etc.) along with regional differences. Costs are in U.S. Dollars.



Financial Items List

The Financial Items list is used to define items that will appear on the financial budget. For each financial item, specify a financial category (e.g, Capital, Expense, Labor, COGS, Revenue, etc.). To add a new financial item, click the "+" symbol on the upper left.




UDFs (User Defined Fields) List (i.e., Custom Lists)

Resource First comes with many User Defined Fields, which are named Field1 , Field 2, etc. In Column Headings administration, you can rename any of these so you can use them for your own purpose. If you wish the UDF to have a list selection for dropdown, this is where you would define that. 

Simply add a User Defined Field in the left pane (using the "+" symbol), then define the list items in the right pane. In the image below, a UDF called "Region" is selected and the list items are defined on the right.



When you add a new list in the left pane, the system will display the following dialog prompt (in the lower right of the image), asking which user defined field you wish to create a list for. Select the field and press ADD. Then define the list items in the right pane.




If you delete a list, the system will ask you if you also want to clear the values from any system records that are using any of the list's items (Delete and Clear All), as shown in the image below.




Overhead List

This is where you can keep track of various types of overhead (such as Jury Duty, Sick Leave, Vacation, etc.), for use in time reporting. 




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