Import Microsoft Project Data into Quick Base

This topic refers to functionality that is not available to accounts on the Quick Base Essential plan. If the functionality described here does not match what you're seeing in Quick Base, your account is probably on this plan.

So you've been tracking projects and tasks with Microsoft Project, but getting the staff in Boise to update their progress has been a headache!

No more emailing. Take that Microsoft Project file and turn it into a Quick Base. When you do, those workers in Boise can update their own tasks directly on the Web. From there, you can go all-Quick Base all the time, or you can use both programs together, updating your original Project file with data from Quick Base on a regular basis. The Quick Base Microsoft Project Synchronization Tool lets you have it both ways.

To create a new application using a MS Project file:

Note: Creating forms requires Microsoft Project 2000 or 2003 for Windows, and Microsoft Internet Explorer 8.0+ for Windows. Also note that the MS Timeline report (included in applications created with this feature) works only with Internet Explorer 8.0+ for Windows.

  1. Right-click this Quick Base / Microsoft Project Synchronization Tool link to download the Quick Base.mpp Project file. Select Save Target as or Save Link as from the context menu to save the file to your hard drive. If you're not sure where to save it, click Desktop.

  2. Locate the file on your computer, and double-click it to open it in Microsoft Project.

    If Microsoft Project displays a security warning about macros, turn on the Always trust macros from this publisher checkbox and click Enable Macros.

    You MUST enable macros.

  3. Open the project you want to import into Quick Base.

    Note: For your Resources to work well in Quick Base, make sure that you include each person's email address in Resource Properties before you import. Include the email address that each person uses to access Quick Base.

    Click Resources on the Project toolbar, then select Specify Resources.

    Fill in the Email Address field.

  4. With all files open, make Quick BaseProject.mpp the active file in Microsoft Project.

    From the Project menu, click Window > Quick BaseProject.mpp to display the file on your screen.

  5. Press Ctrl-Q.

    A Quick Base Authentication prompt appears.

    FAQ - When I press Ctrl-Q I get an error about disabled macros. What do I do?
    If you get a macro error, it means you didn't choose to accept macros in Step 2. You won't be able to convert your Project file into a Quick Base application.

    To correct this, close the Quick Base.mmp file and open it again. When you see the security warning, select the Always trust macros from this publisher checkbox, then click Enable Macros.

  6. Type in your Quick Base Username and Password, then click Sign in.

  7. From the Pick an .mpp file list, select the file you want to convert into Quick Base.

  8. In the Connect to section, select the a new Quick Base option.

    Later, you can synchronize between existing files. Read more.

  9. Click Export to Quick Base.

    Other options are available too, but don't worry about them right now. You can use the other options if you decide to continue to work in both Project and Quick Base, synchronizing data between the two programs.

    After you click the Export to Quick Base button, Quick Base creates your new application and displays a prompt to let you know it's done.

  10. Click OK, then visit the My Apps page, where your new application appears.

Tip: You can upload multiple Project files into the same Quick Base application.

To upload multiple Project files:

Repeat the steps above, but in Step 8 select an existing Quick Base application, instead of creating a new Quick Base application.

You must select an application you created with the Project Sync tool, or Quick Base won't let you import the data. Each project file appears as an individual Project in the existing application.

What you need to know about your new Quick Base application

Log into Quick Base, and you'll see your new project management application on your My Apps page. Quick Base names the new application after the Microsoft Project file you used to create the application. If you upload multiple files, the program names it after the first file you copy. If that moniker doesn't work for you, change the application name.

If you include resource email addresses (as instructed in Step 3), your resources appear on your Manage Users page.

Click Users to check the Manage Users page. These users don't have access to your new Quick Base application quite yet.

To give each user access to your new Quick Base application:

Note: Your new application tracks staff progress with the Percent Work Complete field.

You can also use the actual work and remaining workfields to track staff progress. However, these fields are read only on the Assignment table's View/Add/Edit form and on the Task table's View Task form. To use these fields, edit the form and change the read only setting to read/write.

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