What is the best method for cross-project linking?

[Andrew K]

Project Help says you create a link to an external task by Edit>Copy Cell in
the source file and then Paste Special>Paste Link in the target. The
resulting link doesn't display in Tools>Links between projects or in the
Predecessor and Successor fields. Also, if you start with Edit>Copy Task you
get an indelible constraint in the target.

Stover's method in Project Inside Out (2002) relies on being able to type
the path and task number of the external project. I find this is difficult
and error-prone if the files are on mapped network drives.

I've been using another method: 1) Insert the source and target projects
into a blank "master" project; 2) Select the source (predecessor) task, hold
down Ctrl, select the target (successor) task, and hit the Link Tasks icon.
Links created this way display both in Tools>Links between projects and also
in the Predecessor and Successor fields. Is this a legitimate method?

Please let me know your opinions and preferences.

 

[John]

Project Help says you create a link to an external task by Edit>Copy Cell in
the source file and then Paste Special>Paste Link in the target. The
resulting link doesn't display in Tools>Links between projects or in the
Predecessor and Successor fields. Also, if you start with Edit>Copy Task you
get an indelible constraint in the target.

Stover's method in Project Inside Out (2002) relies on being able to type
the path and task number of the external project. I find this is difficult
and error-prone if the files are on mapped network drives.

I've been using another method: 1) Insert the source and target projects
into a blank "master" project; 2) Select the source (predecessor) task, hold
down Ctrl, select the target (successor) task, and hit the Link Tasks icon.
Links created this way display both in Tools>Links between projects and also
in the Predecessor and Successor fields. Is this a legitimate method?

Please let me know your opinions and preferences.

Adrew,
The first method (i.e. Paste Links) does work and it was the only method
available circa Project 4.x. However if not set up and maintained
properly, it was and is very prone to corruption. Further, links do NOT
follow if the file paths change.

With the advent of Project 98 (and later versions), a new much more
robust type of link was introduced. It allows Predecessors and
Successors to be set up directly among multiple project files. The
"Stover" method you describe appears to be simply a manual
implementation of setting up external links. The method you are using is
the same thing except it automates the link thus eliminating the
potential for human error when typing in the path. So yes, your method
is both legitimate and preferred.

John
Project MVP

 

[Randy]

I'm wondering if the Paste Link will work well for my projects, which entail
lab research. If I want to just follow the start and completion of each
experiment in my master consolidated project (researchers could follow
experiments in their own more complete consolidated project), would I link
the start task for a given individual project (file) to a task called "Start
Expt. 001", which is perhaps a milestone, in my master project and do the
same for the final analysis of the expt linked to my milestone "Expt. 001
Analyzed and Complete". In that way, scheduling changes will be reflected in
my Master Project without all the detail of Insert>Project.
One issue that has come up is trying to open an editable version of a
Consolidated project when someone else already has one of the individual
projects (or another consolidated project) open. Will I get around this
Read-Only issue by linking to tasks instead of Insert>Project ??

 

[John]

I'm wondering if the Paste Link will work well for my projects, which entail
lab research. If I want to just follow the start and completion of each
experiment in my master consolidated project (researchers could follow
experiments in their own more complete consolidated project), would I link
the start task for a given individual project (file) to a task called "Start
Expt. 001", which is perhaps a milestone, in my master project and do the
same for the final analysis of the expt linked to my milestone "Expt. 001
Analyzed and Complete". In that way, scheduling changes will be reflected in
my Master Project without all the detail of Insert>Project.
One issue that has come up is trying to open an editable version of a
Consolidated project when someone else already has one of the individual
projects (or another consolidated project) open. Will I get around this
Read-Only issue by linking to tasks instead of Insert>Project ??

Randy,
You are asking for trouble if you want to use paste links, particularly
if done in conjunction with consolidated files. Paste links require an
EXTREME amount of discipline on all users of the affected files. Even
then it is easy to stumble and fall.

It sounds like your company already may have too many consolidated
masters if you have one and each of the researchers have their own. If
the consolidated master you already have does not meet your needs, then
I suggest you create a separate high level master that uses external
predecessor type links to get the data. External predecessor links are
better than paste links, but if care if not used in file management,
problems can still occur. I've seen a fair amount of this when companies
try to pass links back and forth between subprojects. It can result in a
real mess.

As far as trying to access data (other than read only) among multiple
files and users, there is a reason why one or more users may be locked
out. Very few application can handle simultaneous write access edits to
a given file. Invariably one user is going to negate what another user
is trying to do.

John
Project MVP

 

[Randy]

Thank you, John. I didn't know about the External predecessors, but I now
see what they are on the MS Office Online site. I will carefully consider
how and when to implement these Project and task links in the future, and
what to do about past ones. Thank you.
Randy

 

[John]

Thank you, John. I didn't know about the External predecessors, but I now
see what they are on the MS Office Online site. I will carefully consider
how and when to implement these Project and task links in the future, and
what to do about past ones. Thank you.
Randy

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

 

[Randy]

John or anyone,
I've now been doodling with the external dependencies. I can get external
links working between tasks in different files on my computer HD (C and
between a task if the master file is on the Company's server (mapped as I
linking a task in a file on my HD (C. However, I haven't been able to link
to a task in a file on I: from within a file on C: . I hope that is clear.
I've tried the mapped drive name (I and also the server's universal name
(don't remember the acronym: USN? URN?). Also asked our IT person. No
luck. Is it possible or not?

Also, any experience with Project Server and Project Web Access? Is it
worth considering? It looks to be complex to install, but we like the
potential feature of automatically inserting tasks in Outlook.

Randy