Copying resources

[Terry S.]

Is there a problem with copying generic resources to multiple tasks? I have
had issues when I copy and paste and then modify the resource at a later time.

Thanks

 

[John]

Is there a problem with copying generic resources to multiple tasks? I have
had issues when I copy and paste and then modify the resource at a later time.

Thanks

Terry,
OK . . . how did you "copy" the resources and what issues have you had?
It is difficult to answer a rather vague question.

John
Project MVP

 

[Terry S.]

John,

Thanks for taking the time to reply. I have many tasks that need the same
generic resource assigned on a temporary basis. I copied the generic
resources 2 different ways. 1) I simply dragged the field down as many rows
as I needed to fill. 2) I just copy and pasted.

When I attempt to modify the resource entries, I would get a -1,666,000,000
in the hours worked field, whenever I change resources. The only way to get
around it is to remove and re-enter the task.

Hope that makes sense.

Thanks in advance for your help.

T

 

[John]

John,

Thanks for taking the time to reply. I have many tasks that need the same
generic resource assigned on a temporary basis. I copied the generic
resources 2 different ways. 1) I simply dragged the field down as many rows
as I needed to fill. 2) I just copy and pasted.

When I attempt to modify the resource entries, I would get a -1,666,000,000
in the hours worked field, whenever I change resources. The only way to get
around it is to remove and re-enter the task.

Hope that makes sense.

Thanks in advance for your help.

T

Terry,
When you say you "dragged the field down" I assume you are referring to
the Resource Names field. The same with copy and paste. Although this
can be done, it is not the preferred method. A better method is to
either use the "Assign Resources" icon or use the list of available
resources from the pull down list when the Resource Names field is
selected.

What do you mean when you say, "... the hours worked field..."? There is
no such field in Project. Do you mean the Work field, the Actual Work
field, or what?

What do you mean by, "...attempt to modify the resource entries..."?

More questions than answers I'm afraid.

John
Project MVP

 

[Romulus]

Guys,

If I understand Terry's issue correctly, she's trying to use a place holder
for a specific resource (possibly some type of skill set,i.e.: Java
Programmer) under the resource column in a task view or gantt view. What I
have done in the past is to go to the resource sheet view and simply "edited"
the place holder text with the actual resource's name and project
automatically replaces all entries of the place holder name with the updated
resource name. Give that a shot.

 

[Terry S.]

John,

Thanks again. Yes, I am dragging the entries in the resource name field down
through the tasks that have the same resource or copying and pasting them. I
am familiar with the methods you proposed and use them both, however, that is
what I am trying to streamline. It takes a long time to enter those resources
into hundreds of tasks on a task by task basis. I can quickly accomplish it
by the methods I am using, but am having problems later when I go back to
modify the resource name.

Sorry, I meant the work field, which is measured in hours. What I mean by
attempting to modify the resource entries is that initially, I am copying and
pasting, or dragging, generic resources team names to multiple tasks. After
determining the actual names to be assigned to the task, I will modify the
resource name by replacing the generic team name with an individual who will
perform the task.

Thanks

T

 

[Terry S.]

Romulus,

Thanks. That is what I am doing. Putting a place holder resource name in
several, or hundreds of tasks in the least amount of effort way possible.
Trying to avoid manually putting a resource name to a task on a task by task
basis.

Your suggestion is great, however, that won't work for teams like Java
programmer, where I will have several team members and will use different
people for different tasks from that team.

 

[John]

John,

Thanks again. Yes, I am dragging the entries in the resource name field down
through the tasks that have the same resource or copying and pasting them. I
am familiar with the methods you proposed and use them both, however, that is
what I am trying to streamline. It takes a long time to enter those resources
into hundreds of tasks on a task by task basis. I can quickly accomplish it
by the methods I am using, but am having problems later when I go back to
modify the resource name.

Sorry, I meant the work field, which is measured in hours. What I mean by
attempting to modify the resource entries is that initially, I am copying and
pasting, or dragging, generic resources team names to multiple tasks. After
determining the actual names to be assigned to the task, I will modify the
resource name by replacing the generic team name with an individual who will
perform the task.

Thanks

T

Terry,
Ok, now that we have a little clarity, let's get back to your original
issue. Simply replacing a placeholder resource assignment with another
resource assignment should not change the hours in the Work field.
Obviously there is a fundamental difference between the assignment of a
placeholder resource and another resource, or since you are getting such
a wild negative value, corruption might be present.

I tried a few different scenarios of task types and changed assignments
as you indicated (although I don't know if my method was the same as
yours) and could not replicate a totally off-the-wall value for Work.

How about we assume corruption of some type. Try one or both of the
following:
1. Go to the MVP website at: http://www.mvps.org/project/faqs.htm
and take a look at FAQ 43 - File bloat? Might be corruption
2. Open a new blank Project file with the same Project Start Date as the
file in question. Go to Insert/Project and insert your file. Then select
the insertion point and go to Project/Task Information/Advanced tab and
uncheck the "link to project" box and hit "ok".

Let us know if either suggestion helps.

John
Project MVP

 

[Romulus]

Terry,

Ok, so... are you saying that you would define a placeholder called "Java
Team 1" and drag it across several tasks (i.e. task 1 - task 10) and later
you would need to replace "Java Team 1" in Task 1 and Task 5 with John Doe
and Jane Doe but Task 2 and/or Task 4 would need James Doe and Jill Doe?
Therefore you are trying to use a "very" generic placeholder that can then
take the form of a mix group of resources and depending on which task you are
working with you may replace the placeholder with 1 and/or several other
resources? If this is indeed the case, I don't really know a way that you
can quickly do a global change, however the best I can offer is to define
multiple placeholders for all proposed team members (i.e.Java Developer 1,
Java Developer 2, Java Developer 3, Java Developer 4, etc.) and drags these
down. Once you get to another set of tasks where you need to use a different
combination of resources for the Java Team, you may use Java Developer 10,
Java Developer 11, etc. Then when you get ready to update the place holders
with real people's names, you can simply go back to the resource sheet and
update the place holders accordingly. Sorry, this is the best I can do for
now. Hope this helps.