custom view tables to be password protected

[Majid]

tI have created one Mater file with different view tables. Every team member
is responsible to complete their deliverables in their own view table which
is infact reflected to the Mater file. I am concern about the securityof the
file. Is there any way that these view tables to be read only for all team
members and write access to the assigned team? In other words to have
different password settings for each view table or perhaps I should create
few files and link them to the Master file so that we can protect the files
by differet password?
We are using the MS project professional.
Any advice is greately appreciated
Regards,
Majid

 

[John]

tI have created one Mater file with different view tables. Every team member
is responsible to complete their deliverables in their own view table which
is infact reflected to the Mater file. I am concern about the securityof the
file. Is there any way that these view tables to be read only for all team
members and write access to the assigned team? In other words to have
different password settings for each view table or perhaps I should create
few files and link them to the Master file so that we can protect the files
by differet password?
We are using the MS project professional.
Any advice is greately appreciated
Regards,
Majid

Majid,
Why are you worried about view tables? A view table is only a customized
way to view the underlying Project database. If anything, you should be
more concerned about users changing data they are not supposed to change
(e.g. changing dates or status of tasks that are the responsibility of
someone else).

Individual components of Project (e.g. views, tables, etc.) cannot be
individually password protected. It is either the whole file or nothing
at all. One suggestion you can use is the one you already proposed.
Create individual files for each team and then link them in a
consolidated master. The view tables in the individual files will be
independent of the view table used in the master.

You can also keep a saved copy of customized views, tables, filters,
etc. in your Global or in a separate file so that if a user "messes up"
the information, it is a simple matter of using the organizer to restore
the customized settings.

However, probably the best approach to this problem is both a good
defense (above paragraph) and a good offense. Train the users and lay
down the groundrules so they understand what is required of them. Sure,
there will always be one or two individuals who will mess up from time
to time, but at least everyone should understand the "rules of
engagement".

Hope this helps.
John
Project MVP

 

[Ed Morrison]

You may want to look into Project Server. Team members can update only
their assignments and have read-only access to the views the admin allows
them to see.
--
Ed Morrison
msProjectExperts
"We wrote the books on Project Server"
http://www.msprojectexperts.com
FAQ - http://www.projectserverexperts.com

 

[Majid]

Thank you John and ED for the advice. Server is a good option but it seems
will take a while.
The important issue is, at the time I am creating a master file I do not
have all the information for completing all the fields and therefore, I want
2 stakeholders take care of 2 files ( one file per individulal and is
password protected)
Now, let say i try to create one master file and link it to 2 single files.
Therefore, anytime these 2 stakeholders update their files ( complete their
fields) the master file is updated and the inforamtion is shared by all the
users.
Please advise whether hyperlink is the only option.
Thank you very much for your help
Regards,

 

[John]

Thank you John and ED for the advice. Server is a good option but it seems
will take a while.
The important issue is, at the time I am creating a master file I do not
have all the information for completing all the fields and therefore, I want
2 stakeholders take care of 2 files ( one file per individulal and is
password protected)
Now, let say i try to create one master file and link it to 2 single files.
Therefore, anytime these 2 stakeholders update their files ( complete their
fields) the master file is updated and the inforamtion is shared by all the
users.
Please advise whether hyperlink is the only option.
Thank you very much for your help
Regards,

Majid,
There are generally always several approaches. Using Project Server is
obviously one as Ed mentioned but Server isn't necessarily available or
desirable for everyone. Paste Links is another approach but because of
its inherent instability, it is generally not a good choice. Depending
on a more thorough understanding of what you are doing and the structure
of your plan, VBA may offer some advantages. However, in my opinion,
from what you have described, a dynamic master with subprojects sounds
like the best solution. Is there a reason it doesn't do what you need?

Hope this helps.
John
Project MVP

 

[Majid]

John, The reason is the stakeholder should be able to establish the
deliverable for their part. I can maintain the master file and track the
changes. Now I am doing all of these because of lack of security and if some
changes occurs accidentaly no one notices.
The issue John with the hyperlink is that I am not able to merge all the
different fiels together and view it in a single file. The reason is that
all the team memebrs have access to the master file ( read only ) and they
should have access to all the fields that has been put together from two
files. I want somthing very simliar to the paste link functionlity.
May be we can do this way: have 2 files with different fields and third
file to be
the file in which all the fields from two files are linked to but not using
the past link option. For .ie. Can I write a VBA code to update the fields
in master file whenever, the same fields from two files are entered?
I try to simplify the issue so that you may be able to picture my problem
better therefore can help me out.
Regards,

 

[John]

John, The reason is the stakeholder should be able to establish the
deliverable for their part. I can maintain the master file and track the
changes. Now I am doing all of these because of lack of security and if some
changes occurs accidentaly no one notices.
The issue John with the hyperlink is that I am not able to merge all the
different fiels together and view it in a single file. The reason is that
all the team memebrs have access to the master file ( read only ) and they
should have access to all the fields that has been put together from two
files. I want somthing very simliar to the paste link functionlity.
May be we can do this way: have 2 files with different fields and third
file to be
the file in which all the fields from two files are linked to but not using
the past link option. For .ie. Can I write a VBA code to update the fields
in master file whenever, the same fields from two files are entered?
I try to simplify the issue so that you may be able to picture my problem
better therefore can help me out.
Regards,

Majid,
"Accidental" changes can be a common problem. Years ago, we trained our
users on what they should do with their files and what they should not
do. As normally happens, occasionally a user would change some field
they weren't supposed to. Normally checks and balances in the overall
process would eventually catch these "errors" but to be more proactive,
I developed a compare macro that allowed me to see instantly if a user
made an error. Later, Microsoft developed a similar utility ("Compare
Projects") and included it as an add-in for Project. You might find this
utility useful. If you don't already have it, go to the MVP website at:
http://www.mvps.org/project/faqs.htm
and look at FAQ 36 - Compare Project Versions.

I don't understand your statement about not being able to create a
master and not be able to show whatever Project fields you need. I never
use Hyperlinks and maybe that is why we are not understanding each
other. When I talk about a master files with inserted subprojects, I am
referring to the following process.
1. Open a blank project file (the master)
2. Go to Insert/Projects
3. In the Insert Projects Window, select all the files you want to
appear in the master.
4. Hit "OK".

The master file will now be a dynamically consolidated file of all
subprojects. Views, tables, filters, etc. can be set up to shown any and
all Project fields and those views, tables, filters, etc. will be
independent of any views, tables, filters that may be set up in the
individual subproject files. And, since it is a dynamic master, changes
to the individual subprojects will be reflected in the master and vice
versa.

If this scheme doesn't work for you, then I don't understand your
problem. Paste Links are an alternative but a very poor choice and I
just don't see that the Paste Link approach is right for your situation.

Hope this helps.
John
Project MVP

 

[Majid]

Thank very much John,
It is very good info you have provided and I will get it done within few days
Regards,
Majid