how to lock a filtered project file?

[Diem]

I have a project file with 6 outline levels, but my customers only need to
see up to level 3. So, I want to filter the project file to outline level 3,
make this the default filter for distribution and lock the project file so
the customers can't see all the other level tasks. Thanks.

 

[John]

I have a project file with 6 outline levels, but my customers only need to
see up to level 3. So, I want to filter the project file to outline level 3,
make this the default filter for distribution and lock the project file so
the customers can't see all the other level tasks. Thanks.

Diem,
Sorry, no can do, at least in the actual Project file itself. What you
can do however is to make a .pdf of the filtered view and provide that,
or you can create a new separate file with only the information you want
to give to your customer.

You might also like to take a look at FAQ 16 - Project viewers on our
MVP website at, http://www.mvps.org/project/faqs.htm. I've never used
any of them myself but perhaps one or more can take a "snapshot" of
selected data.

John
Project MVP

 

[Diem]

John,

Thank you for your response. Do you think I can write a VBA module to make
this work since MS Project doesn't offer it? Thanks.

 

[John]

John,

Thank you for your response. Do you think I can write a VBA module to make
this work since MS Project doesn't offer it? Thanks.

Diem,
I don't know. What is your VBA skill level? The technical answer is
"yes", VBA can be used to generate a subset schedule for customer eyes
only.

However, VBA isn't really necessary to generate the separate file I
mentioned. There are a couple of approaches that come to mind - I'm sure
there are others.

First, you can replicate the summary tasks at level 3 with a new
separate task that contains the duplicate data of the level 3 summary.
Then you can save the file under a new name and delete the level 3
summary lines. All the detail tasks you want to "hide" will be gone but
the summary content will be retained in those added dummy task lines.

A second approach would be to put all the level 4 through 5 detail
effort in one or more separate files. Then create a master file with all
the detail files inserted as subprojects. When it's time to send a file
to your customer, send only the master, not the subprojects. Your
customer will still see the summary line insertion points at level 3
(i.e. the data), but he will not be able to access the files - he
doesn't have them. Please note that he will get a warning message saying
the subproject file(s) cannot be found, but the master will still open.

John
Project MVP

 

[Diem]

John,

Thank you for your suggested approaches, I will test them out to see if they
meet my requirement. You have a wonderful day.

 

[John]

John,

Thank you for your suggested approaches, I will test them out to see if they
meet my requirement. You have a wonderful day.

Diem,
You're welcome and thanks for the feedback.
John