US 1.877.212326.2662
Browse Search
HOWTO: Synchronize tasks from Microsoft Project 2013 to the PM Central Tasks list in PM Central 4.0 or newer version for SharePoint 2013
Created on: 14-Aug-13. Print Article
Last Modified on: 07-Nov-13. Email Article
Skill Level: Intermediate.
Article has been viewed: 7068 times.
Rated: 5 out of 10 based on 1 vote.
KB.13002

APPLIES TO:

Using the Bamboo Microsoft Project Add-in for Microsoft Project 2013, you can export tasks from your PM Central for SharePoint 2013 Tasks list, which establishes a connection between the Tasks list and Microsoft Project. Once this connection is established, you can synchronize task updates from Microsoft Project 2013 to the PM Central Tasks list.

Note: Task synchronization is only available with PM Central for SharePoint 2013 using the Bamboo Microsoft Project Add-in for Microsoft Project 2013.

About This Article

This article provides instructions to establish a connection between SharePoint 2013 and Microsoft Project 2013, export tasks, and publish task updates from Microsoft Project to the PM Central project Tasks list.

Related Information

  • For instructions to install the Bamboo Microsoft Project Add-in for PM Central 4.0 or newer for SharePoint 2013, see KB.13005 or the SharePoint Project Management Central online documentation (SP2007 | SP2010 | SP2013 ).
  • For information about importing tasks from your PM Central Tasks list to Microsoft Project, read KB.13003 - How to import Microsoft Project tasks into a SharePoint Tasks list using the Microsoft Project Add-In for PM Central 4.0 for SharePoint 2013.
  • For information about exporting tasks from your PM Central Tasks list to Microsoft Project, read KB.13004 - How to export SharePoint tasks to Microsoft Project in PM Central 4.0 for SharePoint 2013.
  • For a list of limitations related to this feature, see the release notes for PM Central R4.0 or newer.

Exporting from the PM Central Tasks List using Connect to Microsoft Project

You can initiate an export of a PM Central for SharePoint 2013 Tasks list from within Microsoft Project 2013. Exporting tasks using this method establishes a connection between Microsoft Project and SharePoint, which also allows you to synchronize task updates made in Microsoft Project.

The following task fields are exported to Microsoft Project:

Tasks List Fields

MS Project Fields

Notes

Title

Name

 

Start Date

Start

 

Due Date

Finish

 

% Complete

PercentComplete

 

Assigned To

ResourceNames

 

Resource

ResourceNames

 

Priority

Priority

 

Predecessor Task

Predecessor Tasks

 

Parent Task

OutlineParent

 

Constraint Type

ConstraintType

Only the following constraint types are supported in Task Master:
Must Start On
Start No Earlier Than
Start No Later Than
As Soon As Possible

Constraint Date

Constraint Date

 

Milestone

Milestone

 

Assignment Units

Assignments

 

WBS

OutlineNumber

 

Cost (Enter)

Cost

 

Note: You can map the Resource Names to Assigned To or Resource Names to Resource. If you are using the Resource Pool, map Resource Names from Microsoft Project to PM Central Tasks List. Make sure the resources from the Enterprise Resource Pool (ERP) from the portfolio are added to the Contacts list at the project prior to import. In R4.0, Microsoft Project Add-In also supports multiple resource assignments per task.

Before you export tasks, make sure that the Task Master Web Part and your Microsoft Project file (mpp) have similar working hours and workdays, such as Monday-Friday, 8 AM-5 PM. Remember that the Task Master Web Part does not exclude lunch hours. For information about changing Task Master Working Hours Settings and Holiday List Settings, see Configuring SharePoint Task Master in the Task Master online documentation. For more information about changing Microsoft Project working hours, see Set working times, vacations, and holidays for your project on Microsoft.com.

Warning: If working hours do not match between Microsoft Project and the PM Central Tasks list, task schedules may change when you update tasks in Microsoft Project and when you synchronize tasks back to PM Central.

Important Notes:

  • This export method requires the Bamboo Microsoft Project Add-in for Microsoft Project 2013. For steps to install the Add-in, see KB.13005.

To export tasks using the Bamboo Microsoft Project Add-in:

  1. Open Microsoft Project 2013. If you want to append or merge PM Central task items into an existing MPP file, open that MPP file before connecting to the PM Central Tasks list. Otherwise, you can start with an empty project. Note: If you want to append or merge tasks, click Recalculate in the PM Central Tasks lists before continuing with step 2. If you do not click Recalculate before connecting to Microsoft Project, WBS numbering will be ordered incorrectly.

  2. In the PM Central Add-In tab in the ribbon, click Connect to PM Central Tasks List.

    Connect to PM Central Tasks List

    If the active project in Microsoft Project contains existing tasks, you will be asked what you want to do with the tasks you are exporting from PM Central.

    New/Append/Merge

    • Click New to export tasks to a new project (ignore the active project).
    • Click Append to add exported tasks to the end of the task list in the active project.
    • Click Merge to merge task information with the active project.
      • If a task title exported from PM Central matches a task name in Microsoft Project, the task in Microsoft Project will be updated.
      • If a task exists only in Microsoft Project, it will remain there; it will not be deleted.
      • If a task exists only in the PM Central Tasks list, it will be added to the end of the active Microsoft Project task list.
         
  3. In the connection screen, enter the URL of the project site that contains the tasks you want to export. Connect with an account that has at least the Design permission level on the project site. If your current account does not have sufficient permissions, click the Custom Account option and enter an account that does. In R4.0 for SharePoint 2013, Microsoft Project Add-In also supports form-based authentication.

    Enter task list to export and connect

  4. Click Connect to establish the connection with the project site. Important: Do not click the Open Tasks button yet!

  5. In a browser window, go to the project site and click the Tasks tab. In the All Tasks view, click Recalculate to ensure that working hours are validated with the Bamboo Microsoft Project Add-in.

    Recalculate PM Central Tasks list

  6. Return to the Add-in connection screen and verify that the Tasks list is selected in the PM Central Tasks List drop-down list. Click Open Tasks to begin exporting tasks to Microsoft Project. Note: If working hours in Microsoft Project do not match working hours in the PM Central Tasks list, you will be given one final warning so you can correct the issue and try again.

    Open PM Central Tasks list

When the export is finished, PM Central tasks will be listed in Microsoft Project. 

After exporting the SharePoint Tasks list to Microsoft Project 2013, you can synchronize changes made in Microsoft Project to the SharePoint Tasks list. See Synchronizing Tasks between Microsoft Project and SharePoint 2013 in the next section for details.

TOP


Synchronizing Tasks between Microsoft Project 2013 and SharePoint 2013

After exporting your PM Central for SharePoint 2013 Tasks list to Microsoft Project using the Bamboo Microsoft Project Add-in, you can make changes in Microsoft Project and publish the changes back to the PM Central Tasks list.

Changes to the following fields are synchronized:

Tasks List Fields

MS Project Fields

Notes

Title

Name

 

Start Date

Start

 

Due Date

Finish

 

% Complete

PercentComplete

 

Assigned To

ResourceNames

 

Resource

ResourceNames

 

Priority

Priority

 

Predecessor Task

Predecessor Tasks

Multiple predecessors can be synchronized.

Parent Task

OutlineParent

This field determines the task outline.

Constraint Type

ConstraintType

Only the following constraint types are supported in Task Master:
Must Start On
Start No Earlier Than
Start No Later Than
As Soon As Possible

Constraint Date

Constraint Date

 

Milestone

Milestone

 

Assignment Units

Assignments

 

WBS

OutlineNumber

 

Additional Notes:

  • Duration and Work fields are not synchronized. If your task scheduling method is different between Microsoft Project and Task Master (Start Date and Due Date, Start Date and Work, or Start Date and Duration), the values for Work and Duration may differ between the two after synchronization. Since only Start Date and Due Date are synchronized, Work and Duration will be updated in SharePoint based on the synchronized dates and the business rules configured in the Task Master Web Part settings.
  • The Task Master Web Part does not support lag time. If you have lag time configured for a task in Microsoft Project (such as "+3days"), the lag time will not be synchronized.
  • If you need to export additional fields from the SharePoint Tasks list and do not need to synchronize data from Microsoft Project to SharePoint, use the Bamboo MS Office Project Integration Web Part. For more information, see KB.13004 - How to export SharePoint tasks to Microsoft Project using the Microsoft Project Add-in for PM Central 4.0.

To publish updated tasks from Microsoft Project 2013 to PM Central for SharePoint 2013:

  1. After making a change in Microsoft Project, go to the PM Central Add-In tab in the ribbon and click the Synchronize button.

    Synchronize tasks

  2. Confirm that you want to synchronize updates to the site listed in the confirmation message. The link to the project site was created when you exported the task list using the Connect to PM Central Tasks List feature. 

    Confirm synchronization

    You can choose to map Resource Names to Assigned To:

    select the resource

    or, you can choose to map Resource Names to Resource, you will see this pop up window:

    select the resource

    If you are mapping Resource Names to Assigned To and you forget to add the assignees to the project's Contacts list, you can still continue. But you will see this pop up window:

    select the resource

    If you are mapping Resource Names to Resource and you forget to add the resources to the project's Contacts list, you cannot continue. You will see this pop up window:

    select the resource

  3. When the synchronization is complete, a log window is displayed so you can verify the results of the sync operation. Click the close button in the upper-right corner to close the log window and return to Microsoft Project.

Note: If you make a change to the SharePoint Tasks list in PM Central after exporting it to Microsoft Project, it will not be synchronized to Microsoft Project automatically—not even when you click the Synchronize button in Microsoft Project. You must initiate the export again from Microsoft Project. Synchronization only works from Microsoft Project 2013 to SharePoint 2013.

Note: If you delete tasks in Microsoft Project, the tasks will not be deleted in PM Central after you sync.

TOP

Related Articles
No Related Articles Available.

Article Attachments
No Attachments Available.

Related External Links
No Related Links Available.
Help Us Improve This Article
What did you think of this article?

poor 
1
2
3
4
5
6
7
8
9
10

 excellent
Tell us why you rated the content this way. (optional)
   
Approved Comments
No user comments available for this article.