Once you've turned your Microsoft Project file (or files) into a Quick Base application, you can continue to work in both programs at once. Download updates from Quick Base to your local Project file or work in your Project file and upload changes to Quick Base.
Note: Only applications created using the Quick Base Project Synchronization tool are on speaking terms with Microsoft Project. Before you can follow the steps below, you must turn your Microsoft Project Plan into a Quick Base application.
To synchronize between Quick Base and Project:
Open the Quick BaseProject.mpp file in Microsoft Project.
You downloaded this file when you turned your Project file into a Quick Base application. Can't find it? Right-click this link and select Save Target As or Save link as from the menu that appears.
Open the Project file that you want to synchronize with Quick Base.
This file lives on your computer's hard-drive or local server.
Make Quick BaseProject.mpp the active file in Project.
From the Project menu, select Window > Quick BaseProject.mpp to display the file on your screen.
A Quick Base Authentication prompt appears.
Type in your Quick Base username and password and click Sign in.
From the Pick an .mpp file dropdown, select the file you want to synch with Quick Base.
Within the Connect to section, select the an existing Quick Base Application radio button.
If this is your first time synchronizing, you must set synchronization options (see next section, below).
Tell Quick Base which way to move the data by clicking one of these two buttons:
Export to Quick Base. If you want to upload changes from your local Project file to your Quick Base application, click this button.
Import from Quick Base. Click this button if you want to copy data that users have entered in the Quick Base application down into your local Project file.
Quick Base copies data and displays a notice with a rundown of exactly what it's done. Click OK.
If your Quick Base application consists of multiple Project files, repeat the steps above for each Project that you want to synchronize.
When you open the Quick Base Project.mpp file, press Ctrl+Q and enter your Quick Base username and password, Quick Base displays the Synchronization dialog box. The first time you did this, you were creating a Quick Base application out of your Project file and Quick Base copied over all the fields it could. If you plan to synchronize (copy data between the two applications regularly) Quick Base needs some additional information, so the program knows what to copy.
To set synchronization options:
Tell Quick Base how you track progress in Quick Base.
If staffers will update their time in Quick Base and you'll copy the updates back down to Microsoft Project, tell Quick Base what field you'll use to track progress. Within the Synchronization dialog box, click the Choose a Progress Tracking Method button. The dialog box that displays offers the following options:
Percent complete. If your staff members will manually fill out the Task table's Percent Complete field in Quick Base to notify you of their progress, select this radio button.
Actual Duration. Select this option if you want colleagues to enter time in the Task table's Actual Duration field in Quick Base.
Actual Duration & Remaining Duration. Choose this item if your colleagues will fill out both the Actual Duration and Remaining Duration fields in your Quick Base application's Tasks table.
Percent Work Complete. If your staff members will manually fill out the Assignment table's Percent Work Complete field in Quick Base to notify you of their progress, select this radio button.
Actual Work. Select this option if workers will enter time in the Assignment table's Actual Work field in Quick Base.
Actual Work & Remaining Work. Choose this item if your colleagues will fill out both the Actual Work and Remaining Work fields in your Quick Base application's Assignments table.
When you've made your selection, click OK.
Note: Your Quick Base application is automatically set to track staff progress using the Percent Work Complete field. There are other fields available (like those listed above) for this purpose. However, these alternate fields are marked as Read only on the Assignment table's View/Add/Edit form and on the Task table's View Task form. If you want to use any of these fields instead, make them available (in other words, turn off the read only setting), by editing the form.
Tell Quick Base which fields to synchronize and which direction the data will move.
If you plan to copy data from Quick Base back into your Microsoft Project plan, you need to tell Quick Base what fields you want the sync tool to copy. Within the Synchronization dialog box, click the Configure Additional Fields to Import from Quick Base button. The Quick Base Project Field Mapping dialog box opens. Here, you'll tell Quick Base which fields are important to you and if you want their values entered in Quick Base and copied to Project, or vice-versa. The dialog box feature three tabs (Tasks, Assignments and Resources) which represent tables in your Quick Base application. Each tab features a pane on the left and a pane on the right.
If you want to work in Microsoft Project and copy data up to Quick Base, you don't need to do anything. Leave all fields listed in the pane on the right.
If you want to work in Quick Base and copy data to Microsoft Project, move the relevant fields into the pane on the left. These are the fields that will change in Quick Base. For example, maybe you post your Project Plan in Quick Base to let colleagues enter the Finish Date and Notes for their assigned tasks. If those are the only fields that you want to import back into project, select each field and click the left arrow button to move it over to the pane on the left side of the dialog box.
When you've made your selections, click OK.
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