Synchronize with Microsoft Project

Once you've turned your Microsoft Project file (or files) into a QuickBase application, you can continue to work in both programs at once. Download updates from QuickBase to your local Project file or work in your Project file and upload changes to QuickBase.

Note: Only applications created using the QuickBase 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 QuickBase application.

To synchronize between QuickBase and Project:

  1. Open the QuickBaseProject.mpp file in Microsoft Project.

    You downloaded this file when you turned your Project file into a QuickBase application. Can't find it? Right-click this link and select Save Target As or Save link as from the menu that appears.

  2. Open the Project file that you want to synchronize with QuickBase.

    This file lives on your computer's hard-drive or local server.

  3. Make QuickBaseProject.mpp the active file in Project.

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

  4. Press Ctrl+Q.

    A QuickBase Authentication prompt appears.

  5. Type in your QuickBase username and password and click Sign in.

  6. From the Pick an .mpp file dropdown, select the file you want to synch with QuickBase.

  7. Within the Connect to section, select the an existing QuickBase Application radio button.

  8. If this is your first time synchronizing, you must set synchronization options (see next section, below).

  9. Copy data.

    Tell QuickBase which way to move the data by clicking one of these two buttons:

If your QuickBase application consists of multiple Project files, repeat the steps above for each Project that you want to synchronize.

Setting Synchronization Options

When you open the QuickBase Project.mpp file, press Ctrl+Q and enter your QuickBase username and password, QuickBase displays the Synchronization dialog box. The first time you did this, you were creating a QuickBase application out of your Project file and QuickBase copied over all the fields it could. If you plan to synchronize (copy data between the two applications regularly) QuickBase needs some additional information, so the program knows what to copy.

To set synchronization options:

  1. Tell QuickBase how you track progress in QuickBase.

    If staffers will update their time in QuickBase and you'll copy the updates back down to Microsoft Project, tell QuickBase 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:

    When you've made your selection, click OK.

    Note: Your QuickBase 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.

  2. Tell QuickBase which fields to synchronize and which direction the data will move.

    If you plan to copy data from QuickBase back into your Microsoft Project plan, you need to tell QuickBase what fields you want the sync tool to copy. Within the Synchronization dialog box, click the Configure Additional Fields to Import from QuickBase button. The QuickBase Project Field Mapping dialog box opens. Here, you'll tell QuickBase which fields are important to you and if you want their values entered in QuickBase and copied to Project, or vice-versa. The dialog box feature three tabs (Tasks, Assignments and Resources) which represent tables in your QuickBase application. Each tab features a pane on the left and a pane on the right.

    When you've made your selections, click OK.

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