Import Microsoft Project Data into QuickBase

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 QuickBase. When you do, those workers in Boise can update their own tasks directly on the Web. From there, you can go all-QuickBase all the time, or you can use both programs together, updating your original Project file with data from QuickBase on a regular basis. QuickBase's Microsoft Project Synchronization Tool lets you have it both ways.

To create a new application using a MS Project file:

Note that 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 QuickBase / Microsoft Project Synchronization Tool link to download the QuickBase.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(s) you want to import into QuickBase.

    NOTE: In order for your Resources to work well in QuickBase, make sure you include each person's email address in Resource Properties before you import. This should be the email address that each person uses to access QuickBase. (Click the Project toolbar's Resources button and select Specify Resources. Fill in the Email Address field.)

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

    From the Project menu, select Window > QuickBaseProject.mpp to display the file on your screen.

  5. Press Ctrl-Q.

    A QuickBase 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 from Intuit in Step 2. Intuit will survive the slight, but you won't be able to convert your Project file into a QuickBase application. To correct this, close the QuickBase.mmp file and open it again. When you see the security warning above, turn on the Always trust macros from this publisher checkbox and click the Enable Macros button.

  6. Type in your QuickBase Username and Password and click Sign in.

  7. From the Pick an .mpp file dropdown, select the file you want to convert into a QuickBase.

  8. Within the Connect to section, select the a new QuickBase radio button. (Later, you can synchronize between existing files. Read more.)

  9. Click the Export to QuickBase button.

    You'll see other buttons here too, but don't worry about them right now. You'll only use those buttons if you decide to continue to work in both Project and QuickBase, synchronizing data between the two programs.

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

  10. Click OK and visit your My QuickBase page, where your new application appears.

Tip: You can upload multiple Project files into the same QuickBase application. To do so, just repeat the steps above, but in Step 8 select an existing QuickBase application, instead of creating a new one. You must select an application you created with the Project Sync tool, or QuickBase won't let you import the data. Each project file will show up as an individual Project in the existing application.

What you need to know about your new QuickBase application

Log into QuickBase, and you'll see your new project management application listed on your My QuickBase page. QuickBase named it after the Microsoft Project file you used to create the application. (If you uploaded multiple files, the program named it after the first file you copied.) If that moniker doesn't work for you, change the application name.

If you included resource email addresses (as instructed in Step 3), you should see your resources listed on your application's Manage Users page (select Users > Manage Users to check). These users don't have access to your application quite yet. You need to assign each one a role (which determines their access permissions—in other words, what each person can see and do within the application). You can customize the roles that come with the application or create your own. Then, invite these users to access your application. You can also share your application with other individuals.

Note: Your new application is set to track staff progress using the Percent Work Complete field. There are other fields available (like actual work and remaining work) 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.

Related Topics

 

This page refers to an older version of QuickBase. Online help is now located at http://www.quickbase.com/user-assistance/default.html.

 

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