Completed project notification, auto archive

R

Reuter

Using MSP2003ent

I created a custom field that syncs with an external program (SAP) to show
task status (open/closed). Is there a way to automatically monitor this
column so that if “all†tasks are set to closed I am notified and/or the
project is archived. This would help in keep the project database clean and
uniformed. Maybe also set a flag so that if the project has not been
accessed for some pre set time frame it then becomes archived.
 
J

Jonathan Sofer

What is your archive process? There is no set way to archive projects in
MSPS 2003 so I am curious what you mean by archving?

Jonathan
 
R

Reuter

Hi,
Let me rephrase, I know MSP2003 doesn’t have an archiving option. What I
meant was I would like to be notified/made aware of any project that has been
completed or stagnant and the best solution I thought would be to monitor my
open/close column. After this information is brought to my attention I will
do my brand of archiving for the project.
DR
 
J

Jonathan Sofer

You could create a custom formula field at the task level that looks at your
open/close task column and applies a 0 or 1 if it is closed or open
respectively. Then define the summary for that custom task field as the Max
of all the task values. What this will show is a 1 if all tasks are marked
as closed and 0 if at least one task is still open.

Then create a custom project level field and set the formula that shows
"Closed" if your custom task field = 1 or "Open" if custom task field = 0.
What this will show is closed if task level 0 which is the project summary
line is = 1 or open if it is = 0.

As for stagnant projects, this might be harder but you can look at last
published or last saved possibly. Not sure if those can be used in formulas
as well or just be displayed as columns in your project center views.

Hope this helps,

Jonathan
 
J

Jonathan Sofer

You're welcome and let us know if you run into any issues with this approach
or have any other questions.

Jonathan
 
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