MOVING SUB PROJECT FILES

[Teeder]

When someone moves a project file (changing the path) or renames the project
file, is is possilble to have the master project reflect those changes
automatically? It seems to create a duplicate. The original is still there
as well as the new one.

 

[John]

When someone moves a project file (changing the path) or renames the project
file, is is possilble to have the master project reflect those changes
automatically? It seems to create a duplicate. The original is still there
as well as the new one.

Teeder,
The link should be preserved if you use a drag and drop. However, if you
do a Save As to a new location, duplicate links will be established. And
if the subproject name is changed the link to the master will need to be
re-established.

When working with a master project with inserted subprojects it is best
to have all files in the same directory, and then don't move them or
change their names.

John
Project MVP

 

[Teeder]

They are moving the file, but it shows as a duplicate in the master.

 

[John]

They are moving the file, but it shows as a duplicate in the master.

Teeder,
What shows up as a duplicate? And, how are they moving the file?

John
Project MVP

 

[Teeder]

They are moving their project files from one drive to another or one folder
to another, or they are changing the name of their projects. I misled you by
saying that it was causing duplicates in the master file. What I meant to
say was that it was causing duplicate task assignments in the Resource Pool
file in the Resource Usage view. Any ideas?

Thanks again John,
Teeder

 

[John]

They are moving their project files from one drive to another or one folder
to another, or they are changing the name of their projects. I misled you by
saying that it was causing duplicates in the master file. What I meant to
say was that it was causing duplicate task assignments in the Resource Pool
file in the Resource Usage view. Any ideas?

Thanks again John,
Teeder

Teeder,
So, you finally fess up and tell me the truth huh.

You still didn't answer my question. HOW are they moving the files? If
it is drag and drop to a different drive, then the original file will
still be resident on the original drive and there will in fact be two
copies of that file. The resource pool file will then show links to
both. On the other hand, drag and drop from one directory to another on
the same drive will physically move the file (i.e. it will not get
duplicated) and the link to the resource pool should follow.

However, my best advice? Do NOT move files or re-name files once they
are connected to a pool. First, there really shouldn't be any reason to
do so. Second, links between files do not like to have the path changed.
It may work in some instances but generally, it is asking for trouble
(e.g. corruption).

John
Project MVP

 

[Teeder]

The files are physically being moved regardless of where they are being
dragged to (we use our right button to drag and drop and choose move to avoid
the defaults), or they are being renamed in the same folder in windows.
Unfortunately this is hard to avoid in our case as there are about 150
projects on the go at any given time under approx.70 managers. Sometimes the
name has to change for the company it was created for has changed, and
keeping all of those projects in the same folder is possible but not the best
situation as each manager and team has their own fileing habits and
preferences. So to recap, there is definately only one file on the system for
each project, but the move causes that duplicate problem every time. Any
ideas Oh Great One.......and Master of all Court Jesters?

Teeder

 

[John]

The files are physically being moved regardless of where they are being
dragged to (we use our right button to drag and drop and choose move to avoid
the defaults), or they are being renamed in the same folder in windows.
Unfortunately this is hard to avoid in our case as there are about 150
projects on the go at any given time under approx.70 managers. Sometimes the
name has to change for the company it was created for has changed, and
keeping all of those projects in the same folder is possible but not the best
situation as each manager and team has their own fileing habits and
preferences. So to recap, there is definately only one file on the system for
each project, but the move causes that duplicate problem every time. Any
ideas Oh Great One.......and Master of all Court Jesters?

Teeder

Teeder,
I don't understand how a live working project file would change because
the company it was created for changed. It would be very rare indeed
that a company changes its name. It sounds to me like you are are
perhaps re-using a file for a new project for a different company. In
that case I suggest you use a template (not connect to the resource
pool) and then re-connect the new file to the resource pool each time it
is updated for "live" file use with a new company. Don't try to leave it
connected to the pool.

It also sounds like you need some company groundrules for using Project.
I am well aware that many manager like to "use their own process", but
if that is not consistent with good Project file management, then a set
of rules is required. There are many things you can do with Project that
are not recommended, (e.g. linking summary lines, "backward pass"
linking, resources assigned to summary lines etc.), and without a set of
groundrules, users tend to do what "looks good".

Other than the above, I don't have any magic solutions for the file
structure you are trying to use.

John
Project MVP