Organizing project files into directories

[aman]

Hello,

I have about 10 project plans at the moment and I would like to
organize them into groups. I have heard that this can be accomplished
by setting up enterprise outline codes in the Enterprise Global file.
But I am not sure where to find this option in the Enterprise Global
file. I see that by going to Tools > Customize > Enterprise Fields,
there are options to setup enterprise codes, but they are setting up
enterprise codes for fields to be used in the project files. I would
like to know where do I define the code to organize the files into
groups. I hope I am able to describe my issue in detail, but if you
need more information then please let me know.

Regards

Aman

 

[Dale Howard [MVP]]

Aman --

First of all, please tell us what version of Project Server 2007 you are
using. 2002, 2003, or 2007? From your problem description, it sounds like
you are using 2003, so I will give my answer based on that. You are correct
that you need to set up custom enterprise outline Outline Code for this
purpose. What you need to do is to open the Enterprise Global file for
editing (you must be a Project Server administrator to do this) by clicking
Tools - Enterprise Options - Open Enterprise Global. Then click Tools -
Customize - Enterprise Fields. Select the Custom Outline Codes tab and then
select the Project option. Create your custom outline code as needed, then
save and close the Enterprise Global file, then exit and relaunch Project
Professional 2003.

Please note: You CANNOT create folders in the Project Server database.
Instead, by creating the custom enterprise Project outline code field, you
can group projects or filter projects by the data in this field. Your PMs
will need to click Project - Project Information and fill in the information
in that outline code for every project they manage and then republish their
projects. Hope this helps.

 

[aman]

Aman --

First of all, please tell us what version of Project Server 2007 you are
using. 2002, 2003, or 2007? From your problem description, it sounds like
you are using 2003, so I will give my answer based on that. You are correct
that you need to set up custom enterprise outline Outline Code for this
purpose. What you need to do is to open the Enterprise Global file for
editing (you must be a Project Server administrator to do this) by clicking
Tools - Enterprise Options - Open Enterprise Global. Then click Tools -
Customize - Enterprise Fields. Select the Custom Outline Codes tab and then
select the Project option. Create your custom outline code as needed, then
save and close the Enterprise Global file, then exit and relaunch Project
Professional 2003.

Please note: You CANNOT create folders in the Project Server database.
Instead, by creating the custom enterprise Project outline code field, you
can group projects or filter projects by the data in this field. Your PMs
will need to click Project - Project Information and fill in the information
in that outline code for every project they manage and then republish their
projects. Hope this helps.

I appreciate you taking time out to assist me with this issue. The
part I am confused about is how to define the code. I see the option
to Define Code Mask and Edit Lookup Table. What's the difference
between the two and where do I actually setup this code?

I would like for the project files to be organized in this structure:

Outline Level One
Project File
Project File
Project File
Outline Level Two
Project File
Project File
Project File
Outline Level Three
Project File
Project File
Project File

This is the first time I am using outline codes, so that's why I am a
little confused on how to define the code. I appreciate your
assistance.

Regards,
Amandeep

 

[aman]

Aman --

First of all, please tell us what version of Project Server 2007 you are
using. 2002, 2003, or 2007? From your problem description, it sounds like
you are using 2003, so I will give my answer based on that. You are correct
that you need to set up custom enterprise outline Outline Code for this
purpose. What you need to do is to open the Enterprise Global file for
editing (you must be a Project Server administrator to do this) by clicking
Tools - Enterprise Options - Open Enterprise Global. Then click Tools -
Customize - Enterprise Fields. Select the Custom Outline Codes tab and then
select the Project option. Create your custom outline code as needed, then
save and close the Enterprise Global file, then exit and relaunch Project
Professional 2003.

Please note: You CANNOT create folders in the Project Server database.
Instead, by creating the custom enterprise Project outline code field, you
can group projects or filter projects by the data in this field. Your PMs
will need to click Project - Project Information and fill in the information
in that outline code for every project they manage and then republish their
projects. Hope this helps.

I am using Project 2003.

 

[Dale Howard [MVP]]

Amandeep --

Thanks for letting me know you are using Project Server 2003. Here's what
you will need to do:

1. Launch Project Professional 2003 and connect to Project Server with
administrator permissions.
2. Click Tools - Enterprise Options - Open Enterprise Global.
3. Click Tools - Customize - Enterprise Fields.
4. In the Customize Enterprise Fields dialog, select the "Project" option
and then click the Custom Outline Codes tab.
5. Select the first available custom enterprise field and then click the
Rename button.
6. Give your custom enterprise Project outline code a meaningful name and
click the OK button.
7. Click the Define Code Mask button.

The Code Mask tells Project Server 2003 how many levels you will need in the
outline code, the type of characters used at each level, the maximum number
of characters, and the separator character used to create each outline code
entry. As you describe below, you need only a single outline level.

8. In the Outline Code Definition dialog, enter the following on the first
line of the data grid:

Sequence = Characters
Length = Any
Separator = .

9. Click the Edit Lookup Table button.
10. In the Edit Lookup Table dialog, enter the names of the "folders" into
which users will place their projects.
11. Click the Close button and then click the OK button.
12. Given your reporting requirements, you may wish to select the "Make
this a required code" option.

NOTE: If you make this a Required outline code, then your PMs MUST enter a
value for this outline code in the Project Information dialog (click
Project - Project Information) before the system will allow them to save a
project. Therefore, for current projects, you will need to mandate that
they open each project, specify a value in the Project Information dialog,
and then save and publish their project.

13. Click the OK button to close the Customize Enterprise Fields dialog.
14. Save and close the Enterprise Global file.
15. Ask everyone to exit Project Professional 2003 and then to relaunch the
software.

Hope this helps.

 

[aman]

Amandeep --

Thanks for letting me know you are using Project Server 2003.  Here's what
you will need to do:

1.  Launch Project Professional 2003 and connect to Project Server with
administrator permissions.
2.  Click Tools - Enterprise Options - Open Enterprise Global.
3.  Click Tools - Customize - Enterprise Fields.
4.  In the Customize Enterprise Fields dialog, select the "Project" option
and then click the Custom Outline Codes tab.
5.  Select the first available custom enterprise field and then click the
Rename button.
6.  Give your custom enterprise Project outline code a meaningful name and
click the OK button.
7.  Click the Define Code Mask button.

The Code Mask tells Project Server 2003 how many levels you will need in the
outline code, the type of characters used at each level, the maximum number
of characters, and the separator character used to create each outline code
entry.  As you describe below, you need only a single outline level.

8.  In the Outline Code Definition dialog, enter the following on the first
line of the data grid:

    Sequence = Characters
    Length = Any
    Separator = .

9.  Click the Edit Lookup Table button.
10.  In the Edit Lookup Table dialog, enter the names of the "folders" into
which users will place their projects.
11.  Click the Close button and then click the OK button.
12.  Given your reporting requirements, you may wish to select the "Make
this a required code" option.

NOTE:  If you make this a Required outline code, then your PMs MUST enter a
value for this outline code in the Project Information dialog (click
Project - Project Information) before the system will allow them to save a
project.  Therefore, for current projects, you will need to mandate that
they open each project, specify a value in the Project Information dialog,
and then save and publish their project.

13.  Click the OK button to close the Customize Enterprise Fields dialog.
14.  Save and close the Enterprise Global file.
15.  Ask everyone to exit Project Professional 2003 and then to relaunch the
software.

Hope this helps.













- Show quoted text -

Dale,

Thank you very much for your help. I was able to organize the
files.

Regards,
Amandeep

 

[Dale Howard [MVP]]

Amandeep --

You are more than welcome for the help, my friend!

Amandeep --

Thanks for letting me know you are using Project Server 2003. Here's what
you will need to do:

1. Launch Project Professional 2003 and connect to Project Server with
administrator permissions.
2. Click Tools - Enterprise Options - Open Enterprise Global.
3. Click Tools - Customize - Enterprise Fields.
4. In the Customize Enterprise Fields dialog, select the "Project" option
and then click the Custom Outline Codes tab.
5. Select the first available custom enterprise field and then click the
Rename button.
6. Give your custom enterprise Project outline code a meaningful name and
click the OK button.
7. Click the Define Code Mask button.

The Code Mask tells Project Server 2003 how many levels you will need in
the
outline code, the type of characters used at each level, the maximum
number
of characters, and the separator character used to create each outline
code
entry. As you describe below, you need only a single outline level.

8. In the Outline Code Definition dialog, enter the following on the first
line of the data grid:

Sequence = Characters
Length = Any
Separator = .

9. Click the Edit Lookup Table button.
10. In the Edit Lookup Table dialog, enter the names of the "folders" into
which users will place their projects.
11. Click the Close button and then click the OK button.
12. Given your reporting requirements, you may wish to select the "Make
this a required code" option.

NOTE: If you make this a Required outline code, then your PMs MUST enter a
value for this outline code in the Project Information dialog (click
Project - Project Information) before the system will allow them to save a
project. Therefore, for current projects, you will need to mandate that
they open each project, specify a value in the Project Information dialog,
and then save and publish their project.

13. Click the OK button to close the Customize Enterprise Fields dialog.
14. Save and close the Enterprise Global file.
15. Ask everyone to exit Project Professional 2003 and then to relaunch
the
software.

Hope this helps.













- Show quoted text -

Dale,

Thank you very much for your help. I was able to organize the
files.

Regards,
Amandeep