Conditional Formats

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With conditional formatting, you can automatically change the appearance of cells, text and other elements based on specific criteria or conditions. Specifically, you can create rules based on conditions for important project information or key figures so that the respective field or the entire row is highlighted (in color) when the condition is met.

Application: Conditional formatting is particularly suitable for optimally structuring the project list, for example to highlight data, visualize trends or simply improve the readability of your data. It can also be used in project controlling as an early warning system for critical projects.

Content

Create a rule - Example

FAQs about Conditional Formats

  

How to create a rule:

We start with a simple formatting. This compares the value of a field with a defined reference value (condition). In the following example, the projects in the project list whose actual expenditure is above a specified value should be highlighted in red.

1. Start InLoox Web App and call up the project list by clicking on Projects in the menu on the left.

2. Click on the button at the top right and then on + Add Rule to create a formatting rule for the project list.

Create a new rule for conditional formats

3. Now define the condition:

  • We keep the already selected operator And (there are generally four operators And, Or, Not And, Not Or).

    Select the operator of the condition: And, Or, Not And, Not Or

  • A field must now be defined which is used when checking the condition and is therefore conditionally formatted. Click on the field highlighted in blue and select one of the many categories. In our case, we select Total Expenses (Actual).

    Select category of condition

  • Specify the condition by selecting the operator Is greater than in the field highlighted in green.

    Condition: Value is greater than

  • You must then enter a specific reference value under Enter a value, for our example we will use 500.

    Enter reference value fo the rule

  • You could now add further conditions in the same way and specify the rule even further. However, one condition is sufficient for our example.

4. Select the style, i.e. which color change should be made when the condition occurs.

For example, we select the red marker with the name 'Danger'.

Select the color style of the conditional formatting, e.g. Danger (red)

5. Finally, under Assign To, you can select whether the color formatting should be applied to the entire row or just a single field. If you choose the second option, select a specific field. In the example, we select the entire row.

Assign rule to full row or single field

6. You have now completely defined your formatting rule.

In our example, this looks as follows:

Conditional formatting: Complete sample rule

7. The rule is active immediately. Check your data to make sure that the conditional formatting works as expected. You can edit or remove the rule at any time if you want to make adjustments.

8. Result: In the project list, the Beispielprojekt 2 is now highlighted in red because the value in the TOTAL EXPENSES (ACTUAL) cell is > €500.

All other projects with a value of less than €500 have no color coding.

Conditional formatting rule applied to InLoox project list

 

Application of formatting rules

Some common rule types are:

  • "Cell value is" (e.g. greater than, less than, equal to a certain value).
  • "Text contains" (e.g. specific words or phrases).
  • "Start is" or "End is" (to work with dates).
  • "Highlight duplicates" (to find duplicate values).
  • "Color scales", "Data slices" or "Toolbars" (for visual effects).

Row-Level Formatting: If multiple row-level conditional formats are defined, only the style from the last condition that matches the row's data is applied. This ensures that the row will only have one conditional style at a time, preventing conflicting styles.

Cell-Level Formatting: Cell-level formats are applied independently for each cell. Each cell's format is determined by the last matching rule for its specific field name. This allows different styles to be applied to different cells within the same row, based on their respective field's conditional format.

 

FAQs about Conditional Formats

Why is my conditional formatting rule not being applied?

Check common sources of error such as incorrectly set conditions or conflicts between multiple rules. There may also be a problem with the data source - fields often have very similar names (e.g. Total Expenses (Actual) vs. Total Expenses (Actual, Other)), but these control different data sources. In the column overview, you can see which columns are available in the Projects, Tasks and Time list views and which data these columns contain.

Is there a limit to the number of rules?

No, you can create as many rules as you like. Please note, however, that a large number of rules can lead to conflicts and that only the style of the last condition that matches the data is ever applied.

Are conditional formatting applied when saving views?

Yes, the rules for conditional formatting are applied when you save the (new) view.

Is it possible to export conditional formatting or make it available to other users?

Yes, by exporting the saved view or making the view visible to everyone.

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