Managing Projects
Notes
We suggest opening and scheduling the source project after merging changes into it.
When you export resource assignments to an XLS file, only the lowest level of cost accounts associated with resource assignments is exported to the XLS file. For example, assume your cost account hierarchy has a cost account named CA, with a subordinate level named CA.A. If you assign the cost account CA.A to a resource assignment, when you export resource assignments to an XLS file, the XLS file displays "A" as the cost account, not "CA.A." If you then import this XLS file to the same project in P6 Professional, in some cases, a duplicate resource assignment will be created that lists "A" as the assigned cost account for the duplicate resource assignment.
Working with remote projects
Managing remote projects
You can "check out" projects so that they can be worked on remotely. Once a project is checked out, it can no longer be modified until it has been checked in. In addition to checking in the project, you may replace the existing project with the remote copy of the project by using the Import wizard.
If you are working in P6 EPPM, you can choose whether to check out to an XML file or to a local database. If you choose to check out to a local database, a new local database is created for you the first time you check out projects from P6 EPPM. Each time you check out the local database is overwritten. To avoid losing your work, you must check projects back in again before you check out more projects from the same EPPM database. If you connect to more than one EPPM database, checking out projects to a local database will create separate local databases for each EPPM database.
Once you have checked out the projects you need to work on offline, you can log into the local database. While you have projects checked out, other users will be able to open the projects in the EPPM database but will not be able to modify them. After you have finished updating the projects offline, you can check them back into the EPPM database so that other users can work in those projects.
When checking out to a local database:
You cannot checkout baselines with your project.
Users' security settings do not apply to checked out projects; all data for the project is exported to the local database, including data which the user is prevented from seeing by their security profile.
If errors occur during the process of checking in from a local database, no data will be imported.
Checking in from a local database does not respect admin preferences limits during import and can therefore import invalid data. For example, codes are imported even if they are longer than the code length specified in admin preferences.
When you check in projects, project calendar data is replaced not merged. Global calendar data is not imported.
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P6 Professional User Guide
When you check in projects from a local database, resource security is not honored so resources can be assigned to the project even if the user who checks in the project does not have permissions to view that resource.
Check out a project to XML
1)Open the projects you want to check out.
2)Choose File, Check Out...
3)Select the projects you want to check out.
To check out a project, it must be open. If the project you want to check out is not on the list, click Cancel, open the project, and restart the wizard.
4)Select Check out to XML.
5)Click Finish.
An XML file is created that exports complete project information to other P6 Professional or P6 EPPM applications.
Note
To move between different wizard windows, click Prev or Next.
Check out a project to P6 Pro Local Database
1)Open the projects you want to check out.
2)Choose File, Check Out.
3)Select the projects you want to check out and click Next.
To check out a project, it must be open. If the project you want to check out is not on the list, click Cancel, open the project, and restart the wizard.
4)Select Check out to P6 Pro Local Database (SQLite) and click Next.
5)Enter a password in the Enter new password and Confirm new password boxes and then click Finish.
An new local database is created with the same login name you use to log into P6 EPPM.
Note:
If you have previously checked out projects from this database and need to check out additional projects, check the original projects back in, then check out all the projects you need.
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Managing Projects
View the check-out status of a project
1)Choose Enterprise, Projects.
A red check mark displays beside any project that is currently checked out.
2)Choose View, Show on Bottom, Project Details.
3)Click the General tab, and check the status of the project in the Check Out Status field. Privileged users can also change the status of a project in this field.
The Checked Out By field indicates the user that checked out the project.
The Date Checked Out field indicates the date and time the user checked out the project.
Notes
Changing the status of a project to Checked Out or Checked In, in the General tab, does not export project information or import updated project information. To import or export information when checking in or out a project, select Check In or Check Out on the File menu.
The Checked Out By and Date Checked Out fields are blank when the Check Out Status is Checked In.
Modify check in update options for an XML file
1)Open the projects you want to check in.
2)Choose File, Check In, then select the project you want to check in.
3)In the Update Project Options dialog box, select the layout you want to modify and click Modify.
4)In the Modify Import Configuration dialog box, select the data you want to modify.
5)Select the action to perform during the check-in process.
6)Mark the Delete checkbox to remove unreferenced data, data in the project you are updating but not included in the check-out file, from the project.
7)Click OK.
Note
The Delete field applies only to relationships to external projects, thresholds, activities, activity relationships, and activity resource assignments. Global data types are not affected by this setting.
Check in a project from XML
1)Open the projects you want to check in.
2)Choose File, Check In.
3)Select the file you want to check in.
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