Hide projects from Project Professional

[Guidho]

I want to archive some old projects. They don't need to be deleted from the
db (for history purposes) and using the EditSite for a second implementation
is not an option.

Is there any way to hide projects from the 'Open' dialog box in Project
Professional and to hide them from PWA?

Thx!

 

[Dale Howard [MVP]]

Guidho --

Do your current security settings in Project Server allow PM to see every
project? Or do they allow each PM to see only his/her own projects? Let us
know, as the answer to your original question depends on the answer you give
to my questions.

 

[Guidho]

A PM can only see his own projects

 

[Dale Howard [MVP]]

Guidho --

Here's how to do it. Assuming you are the Project Server administrator, you
should do the following:

1. Log into PWA
2. Click the Projects menu
3. Click the row header for the first project to archive
4. lick the Edit button
5. Select yourself from the Owner field
6. Click the Save Changes button
7. Repeat steps 3-6 for every project that needs to be archived

If you do not see yourself on the list of possible Owners in step #5, you
will need to add yourself to the Project Managers group in PWA. Completing
the above steps will make you the official Owner of each project, and then
you will need to do the following to become the manager of each project:

1. Launch Microsoft Project Professional and log into Project Server
2. Open the first project to be archived
3. Click Collaborate - Publish - All Information
4. Click Collaborate - Publish - Republish Assignments
5. Select the "Become the manager for these assignments" option
6. Click OK
7. Repeat steps 2-6 for every project that needs to be archived

Completing the two sets of above steps will hide each of these projects from
their former managers in both Microsoft Project Professional and in PWA.
Others who have the My Organization view permissions (such as Executives,
Senior Managers, and Administrators) will still be able to see the archived
projects. Hope this helps.

 

[Guidho]

Thx a lot for his reply...

Just wondering, what would be your solution/reply when my answer was: all
PM's can see all projects?

Kind regards

 

[Dale Howard [MVP]]

Guidho --

That would have prevented the use of the answer I gave you, given the fact
that your PM's would be able to see every project. In that case, the answer
would have been more lengthy than the answer I gave you. Hope this
helps.

 

[TomL]

Dale, is there a way to "remove" the tasks from the resources' timesheets.
Other than having them hide each task individually?

Thanks.

 

[Dale Howard [MVP]]

TomL --

Yes. Here's how:

1. Open the completed project
2. Click Tools - Build Team from Enterprise
3. Set the Booking value for each team member to Proposed
4. Click OK
5. Click Collaborate - Publish - All Information and click OK

The above procedure will remove all task assignments from this project from
each team member's timesheet in PWA. This is assuming you are using Project
Server 2003. Hope this helps.

 

[TomL]

Yes, very helpful.

A quick follow up. This is great for an entire project. Is there any way
for the PM or Admistrator to remove a single task from the timesheets? For
instance the one task is complete, or replaced.

Thanks again.

 

[Dale Howard [MVP]]

TomL --

Why don't you simply ask your team members to select the tasks they don't
want to see and then click the Hide button on their timesheet page? Hope
this helps.

 

[TomL]

Thanks. Our management doesn't want our users to have to manage their
timesheets. They prefer that we do it for them.

We only have about 700 users so far, but no matter the communication we have
with them, some will not get it correct.