Missing custom fields when using cross-links between files in MS-Project 2003 Standard

[Jorge]

I'm building a master project schedule from different mpp files. In
each mpp I created a custom fields set including numbers, dates and
custom outline code fields. I want to create external dependencies
between my master project and some milestones in my sub-projects. When
I created the cross-link between projects through the New Window, I
also copy my custom field definition to the new window, IOW the 3
project have the custom field definition before I created the cross-
link. The result is that my external dependency from sub-projects show
the standard fields in the master project (% completion, finish date
etc.) and any update on sub-projects is replicated in the master
project but the value of the custom fields are missing. I tried doing
a field external link with the same result with the outline code
fields but the date custom field works. Could someone give me some
advice about how solve this situation. Thanks.

 

[John]

I'm building a master project schedule from different mpp files. In
each mpp I created a custom fields set including numbers, dates and
custom outline code fields. I want to create external dependencies
between my master project and some milestones in my sub-projects. When
I created the cross-link between projects through the New Window, I
also copy my custom field definition to the new window, IOW the 3
project have the custom field definition before I created the cross-
link. The result is that my external dependency from sub-projects show
the standard fields in the master project (% completion, finish date
etc.) and any update on sub-projects is replicated in the master
project but the value of the custom fields are missing. I tried doing
a field external link with the same result with the outline code
fields but the date custom field works. Could someone give me some
advice about how solve this situation. Thanks.

Jorge,
I guess I'm confused as to what you have and what you did. I am
particularly confused by your statement, "... my external dependency
from sub-projects show the standard fields in the master project...".
Are you referring to the ghost task representing the linked task in the
other file? If so, as far as I know only standard (i.e. not customized)
fields will appear on ghost lines. Remember, ghost line tasks are there
for a visual aid reference of standard data only. They are not intended
to be used for a conveyance of all data.

I am also confused about what you mean by "... a field external
link...". Unless you are using paste links, external dependencies link
the whole task line, not just a specific field.

John
Project MVP

 

[Jorge]

Jorge,
I guess I'm confused as to what you have and what you did. I am
particularly confused by your statement, "... my external dependency
from sub-projects show the standard fields in the master project...".
Are you referring to the ghost task representing the linked task in the
other file? If so, as far as I know only standard (i.e. not customized)
fields will appear on ghost lines. Remember, ghost line tasks are there
for a visual aid reference of standard data only. They are not intended
to be used for a conveyance of all data.

I am also confused about what you mean by "... a field external
link...". Unless you are using paste links, external dependencies link
the whole task line, not just a specific field.

John
Project MVP

Hi John,

Thanks for your answer. Yes, I'm referring to the ghost task
representing the linked task in the other file. I didn't know that
only standard fields will appear on ghost lines.

The second part of what I did was: I copied some fields in the task
that belong to other file and I pasted in the ghost line in my master
project. I used paste special / paste link and it appear in the custom
date field on ghost line. Any change in the custom date field on the
other file appears in my ghost custom date field. I did the same for
the custom outline code and it doesn't appear on the ghost line.

My objective is to build a summarized schedule with specific
milestones and tasks from other files. I have 16 different projects
with over 500 tasks and 60 milestones each one. I want to pull 20-60
milestones and tasks from each file after reporting progress and if
there are any change in the other files appear in my summarized
schedule and I want to be able to run filters and reports from my
summarized schedule.

What do you recommend to achieve this objective? Is there any other
way to do it?

Thanks Jorge

 

[John]

Hi John,

Thanks for your answer. Yes, I'm referring to the ghost task
representing the linked task in the other file. I didn't know that
only standard fields will appear on ghost lines.

The second part of what I did was: I copied some fields in the task
that belong to other file and I pasted in the ghost line in my master
project. I used paste special / paste link and it appear in the custom
date field on ghost line. Any change in the custom date field on the
other file appears in my ghost custom date field. I did the same for
the custom outline code and it doesn't appear on the ghost line.

My objective is to build a summarized schedule with specific
milestones and tasks from other files. I have 16 different projects
with over 500 tasks and 60 milestones each one. I want to pull 20-60
milestones and tasks from each file after reporting progress and if
there are any change in the other files appear in my summarized
schedule and I want to be able to run filters and reports from my
summarized schedule.

What do you recommend to achieve this objective? Is there any other
way to do it?

Thanks Jorge

Jorge,
Well first of all I do NOT recommend using paste links. They may seem
like a good idea but they are very prone to corruption, especially in
the way you are using them.

Second of all, it sounds like you have way to many milestones if there
are over 60 in each of 16 subprojects with 500 tasks each. I'd look real
hard at what you really need to track and then pare it down to a
reasonable number of milestones.

My recommendation. Build a master file of all 16 subprojects. Then
create a filter to show only tasks of interest (e.g. milestones) - you
can use a flag field to identify them. You're done, no other special
linking required and no worry about ghost tasks. Now, if you do in fact
need links between subprojects, that's fine, set them up, but they
shouldn't be germane to something you want to show in your summarized
schedule.

John
Project MVP

 

[Jorge]

Jorge,
Well first of all I do NOT recommend using paste links. They may seem
like a good idea but they are very prone to corruption, especially in
the way you are using them.

Second of all, it sounds like you have way to many milestones if there
are over 60 in each of 16 subprojects with 500 tasks each. I'd look real
hard at what you really need to track and then pare it down to a
reasonable number of milestones.

My recommendation. Build a master file of all 16 subprojects. Then
create a filter to show only tasks of interest (e.g. milestones) - you
can use a flag field to identify them. You're done, no other special
linking required and no worry about ghost tasks. Now, if you do in fact
need links between subprojects, that's fine, set them up, but they
shouldn't be germane to something you want to show in your summarized
schedule.

John
Project MVP- Hide quoted text -

- Show quoted text -

Hi John

I'll follow you recommendation.
Thanks you so much

Jorge

 

[John]

Hi John

I'll follow you recommendation.
Thanks you so much

Jorge

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