Save as a view instead of a separate file?

[Rachel Garrett]

I'm looking for some help reducing my workload.

Each week, I generate a separate copy of the project plan. I filters
for incomplete tasks, remove the outline structure, sort by finish
date, and color code the tasks according to whether they are overdue
(red), due this week (olive), or due in the future (green). I then
save it as a new file: ProjectName_incomplete_tasks_MMDDYY.

I do this by hand, and originally, I wanted to just make this more
automated. I can use a macro to do some of the formatting tasks above.
But unless I learn some VBA, I can't make the macro "smart" enough to
understand how to color-code by date.

But my new question is whether I can just save this as something like
a view or workspace, rather than creating a whole new file each week.
My boss likes the "incomplete view" because it makes it easier to run
through meetings and get updates on outstanding items. But he can't
make changes on the document, because then they wouldn't be reflected
on the master project plan.

Thanks in advance for any pointers!

--Rachel Garrett

 

[JulieS]

Hello Rachel,

I'm afraid project files cannot be saved as just a view. However, a
view can be saved as part of the project file and you could simply
access the view for printing or use during the weekly meeting. Then you
can return to another view (Gantt chart) and have all return to
normal -- filters removed, sort returned to normal etc.

Start with View > More Views, and create a copy of the Gantt chart or
another view that is close to what you want. Apply a new name to the
view and apply the view to your screen. You can then apply the filter,
and do the other steps to the view. (I'm not sure what you mean by
remove the outline).

As far as the hand color coding, there are some other options that may
make that process much easier. Have you looked at the status indicator
field? That field added to the table, may very well show what you are
hand color coding -- "future tasks", "on schedule", or "late." If you
insert the field into the table and look in help for the field there is
some good information about how the indicators are derived.

Another option would be using a custom field and using graphic
indicators to display in the column to color code the tasks. Try a
search in this newsgroup for RAG (red, amber, green) or "stoplights" for
details. Mike Glen also does a wonderful job explaining stoplight
reports in his article 15 "Customizing fields 2" at
http://project.mvps.org/mike's_tutorials.htm.

I hope this helps. Let us know how you get along.

Julie
Project MVP

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