Frequently Asked Questions

Questions may arise as you use Project Connector. The following topics contain frequently asked questions and their answers.

• FAQ: Project Export and Import

• FAQ: Locked and Unlocked files

• FAQ: SuiteProjects Pro Resources

• FAQ: Transfer of Planned Hours

• FAQ: Transfer of Worked Hours

• FAQ: Date Mismatch between Microsoft Project and SuiteProjects Pro

• FAQ: Log File Location

FAQ: Project Export and Import

The following are frequently asked questions and their answers about exporting and importing projects to and from SuiteProjects Pro.

1. Are there any do's and don'ts about updating projects in Microsoft Project after you import it into Microsoft Project? Are there things that should not be modified in the project plan?

   Answer: Yes, review the following guidelines:

   • Avoid deleting tasks in Microsoft Project. This is especially true for tasks that are already used in SuiteProjects Pro in any transactions such as timesheets and invoices. The corresponding tasks will not delete in SuiteProjects Pro, even if they are deleted in Microsoft Project, causing consistency issues.

   • Always keep both the MDB and MPP files together in the same directory. If you lose the MDB file, you will have to switch to maintaining the project in SuiteProjects Pro. It is the file that helps associate the project in both places.

   • If moving tasks within a project in Microsoft Project, always use drag and drop. Never use cut and paste as SuiteProjects Pro interprets it as deleting one task and creating another. If the task cannot be deleted, due to transactions, a duplicate task is created and the project is out of sync.

   • Avoid using task types other than fixed units. SuiteProjects Pro only supports fixed units task types because it recalculates duration based on changes to units or allocation of resources.

   • Never export a file to a different SuiteProjects Pro server. If using a test environment, lock the file in SuiteProjects Pro, import it into Microsoft Project, edit it, and export it back to the same SuiteProjects Pro server.

2. I tried to export a file to SuiteProjects Pro and nothing occurred when I clicked on the dialogue box to create the mapping file. Why can't I do this?

   Answer: This could happen if you do not have the privilege to create files at a location where the MPP file is. Or you may be pointing to this file somewhere on a shared drive, which would not work. Bring the file onto your local machine and export it from there. If it still doesn't work, Creating a Support Case.

3. I am trying to use Project Connector to export a project from Microsoft Project to SuiteProjects Pro. I did it before when we were using a demo account, but cannot get it to work with our real account. What should I do?

   Answer: To use Project Connector with your real account, change the server in the account settings and enter your account information — See Connecting Microsoft Project with Your SuiteProjects Pro Account for details. Remember, you must have the required role privileges in SuiteProjects Pro.

4. I created a project initially in Microsoft Project, then exported it to SuiteProjects Pro. I renamed the project in Microsoft Project and tried to export it to SuiteProjects Pro, but it didn't work. Why?

   Answer: Project Connector identifies projects by name and keeps the mapping file with the same name as the MPP file. Renaming the file in Microsoft Project broke the integration. Try changing the name of the Microsoft Project file back to its original name and then exporting it to SuiteProjects Pro. If this doesn't work, Creating a Support Case.

5. Why can't I make changes to the same project plan in both Microsoft Project and the Projects module in SuiteProjects Pro?

   Answer: The system cannot reconcile changes made to the same data set in two places at the same time. You need to make changes to the Microsoft Project plan and then export it to SuiteProjects Pro or make changes in SuiteProjects Pro and then lock the file as you import it from SuiteProjects Pro.

6. If I export a Microsoft Project plan to SuiteProjects Pro and lock the project, will a different user be able to update the project later?

   Answer: Yes, if the following conditions exist:

   • The user has the appropriate administrator privileges and access.

   • You send that user the MDB file with the same name as the MPP file (after the update).

   • The other user stores that MDB file in the same directory as the MPP file.

   If both files are stored in the same directory, all authorized users should be able to launch Project Connector, export the project to an existing project in SuiteProjects Pro, and proceed with the update. Never update the same project in SuiteProjects Pro from multiple versions of Microsoft Project files. This will create corruption of data.

7. I exported a project to SuiteProjects Pro and locked it. I asked for a test account and SuiteProjects Pro copied the files from my production account to that test environment. I updated the project in Microsoft Project, and when I exported it back to SuiteProjects Pro in my new account, some tasks and dates were changed. Why?

   Answer: There are many factors that affect an account. The MDB file gets populated with new IDs created in the new environment. It is not valid to test across multiple platforms. When using a test account, import the project from that account, make changes, and export it back to the same account. That is the only valid way to test functionality.

8. If I import a project plan from SuiteProjects Pro into Microsoft Project, lock it in SuiteProjects Pro, save over the original file in Microsoft Project, and then export it back to SuiteProjects Pro, what happens? Will any hours that have been approved/worked still map appropriately?

   Answer: You must not do this. If project-plan.mpp and project-plan.mdb match, that is, the names are the same, Project Connector will not allow you to export this overwritten project to SuiteProjects Pro. When you overwrite the original project-plan.mpp, tasks are no longer mapped appropriately and the result is that it is now a corrupted project plan. Submitted and approved time may be associated with the wrong task. When you import a project plan from SuiteProjects Pro and lock it, you should then save it as a new file. Edit that file in Microsoft Project and export it back to the same project in SuiteProjects Pro.

9. I exported a Microsoft Project file to a locked project in SuiteProjects Pro and got a message that the Microsoft Project file does not match the one used when exporting the project to SuiteProjects Pro. What can I do?

   Answer: This can happen in any of the following scenarios:

   • The MDB file and the MPP file do not match.

   • The original MPP file was overwritten when importing a project that was originally exported to SuiteProjects Pro as this does not replace the link between the project in SuiteProjects Pro and the original project file.

   • You copied and pasted tasks from another project to this project (known limitation).

   If you receive this error, you should:

   1. Unlock the original project in SuiteProjects Pro from the SuiteProjects Pro UI.

   2. Import the project again into Microsoft Project. Be sure to lock it in the import settings.

   3. Make all the changes in Microsoft Project and then export it back to SuiteProjects Pro.

   If you are copying and pasting tasks from one MPP file to another in the future, you can prevent this problem from occurring if you do not paste into the initial phase on the project list. Create a new phase and paste into that one.

   In addition, please note that if you send the MPP, MDB and log files (zipped) to SuiteProjects Pro Support, depending on the exact cause of the problem, Engineering may be able to fix the MPP file to be exportable again. However, if the files are mismatched, the Engineering fix may cause corruption.

FAQ: Locked and Unlocked files

The following questions and answers focus on locked and unlocked files in SuiteProjects Pro.

1. How can I tell whether a project is locked in SuiteProjects Pro?

   Answer: Go to Projects > Projects and select a Project. Click Edit project. The Edit project form displays and the Project name and Customer fields are bold and not editable. The following message displays in tips: You cannot modify some of the fields on this screen because this project was locked by Project Connector.

2. I am trying to export a Microsoft Project file to SuiteProjects Pro, but I'm getting an error message. Why?

   Answer: You are trying to export a project plan to an existing project in SuiteProjects Pro. The project in SuiteProjects Pro is not locked, and already has phases and tasks created. You can export a project plan from Microsoft Project using Project Connector to an existing project in SuiteProjects Pro, but only if the project in SuiteProjects Pro is empty, that is, the project includes no tasks or phases, or you have previously locked the project in SuiteProjects Pro.

   Other considerations: If the project has been locked and you are getting this message, it might have been locked by a different user. Remember, the project file (MPP) and mapping file (MDB) need to be in the same directory. If the files are on a network, an error might be caused if you do not have necessary permissions on the network, or if network drive connectivity is limited.

3. How do I unlock a project? I locked a project when I exported it to SuiteProjects Pro, and now I want to unlock it so I can make changes to it in SuiteProjects Pro.

   Answer: Re-run Project Connector and check the Export to an existing project box. Do not check the Lock project plan for editing in SuiteProjects Pro box. Because the project in SuiteProjects Pro is linked to a Microsoft Project file, the project is unlocked and you can edit it in SuiteProjects Pro.

   Alternatively, you can Creating a Support Case and request that the following setting be enabled: Enable unlocking of projects (locked by SuiteProjects Pro Project Connector). For more information about unlocking a project, refer to Unlocking a Project in SuiteProjects Pro.

4. I locked a project in SuiteProjects Pro when I imported it into Microsoft Project. How can I unlock the project now?

   Answer: Since you have imported the project into Microsoft Project, you can export it to SuiteProjects Pro as unlocked. See the answers above or Unlocking a Project in SuiteProjects Pro.

5. I exported a project to SuiteProjects Pro from Microsoft Project and did not lock the project. Now, I want to modify the project plan in Microsoft Project and update the project in SuiteProjects Pro using the modified plan. Is there any way I can do that now?

   Answer: You can import the project from SuiteProjects Pro to Microsoft Project and check the Lock this project in SuiteProjects Pro after exporting box to allow exporting back from Microsoft Project to SuiteProjects Pro. After you make changes to this Microsoft Project plan, export it back to SuiteProjects Pro.

6. I want to export a project plan from Microsoft Project to an existing project in SuiteProjects Pro. Can I do this?

   Answer: Yes, but only if the project in SuiteProjects Pro is empty, that is, the project has no tasks or phases already created, or you have previously locked the project in SuiteProjects Pro.

7. I locked a project in SuiteProjects Pro and no longer have the MPP and MDB files needed to re-run the Connector to unlock it. Is there any other way to unlock a project in this situation?

   Answer: There is a feature that allows users to unlock projects in SuiteProjects Pro from the SuiteProjects Pro UI. Creating a Support Case and request that the following setting be enabled: Enable unlocking of projects (locked by SuiteProjects Pro Project Connector). For more information about unlocking a project, refer to Unlocking a Project in SuiteProjects Pro.

8. I locked a project in SuiteProjects Pro and now I have lost the MPP or MDB files needed to do updates. Can I import the project from SuiteProjects Pro and lock it, and then create a new MPP/MDB pair which I can use to make my changes in Microsoft Project?

   Answer: No, you will NOT be able to import the locked project from SuiteProjects Pro to Microsoft Project (and lock it) to create a new MPP/MDB file pair from which to update the project in SuiteProjects Pro. You will first have to unlock the project in SuiteProjects Pro from the user interface. Refer to Unlocking a Project in SuiteProjects Pro for more information. Make sure you give the file a different name when you import it and lock it so you can export it from Microsoft Project. Make changes to the new Microsoft Project file and then export it to SuiteProjects Pro.

9. I have created a project in SuiteProjects Pro. It has tasks and phases, and it is not locked. Can I add new tasks by exporting them from Microsoft Project?

   Answer: If the project already exists in SuiteProjects Pro but is not locked, you can try the following workaround to add new tasks from a project in Microsoft Project:

   1. Export the Microsoft Project project plan to SuiteProjects Pro as a new project.

   2. In SuiteProjects Pro, go to Projects > Projects > [select the new project]. Click Outline view. Select Create > Phase. Move the tasks that you want to add to the original project in SuiteProjects Pro into this phase.

   3. Click on the phase. The Edit phase form displays. Scroll down and click on move this phase to another project. The Move phase [phase name] form displays. Select the original project you want to move the phase and its tasks to and click Save.

10. I have a project that was locked in SuiteProjects Pro, and then I unlocked it using Project Connector. Can I use Project Connector again to re-lock the project?

    Answer: Yes, but it depends on whether the project is empty.

    • If the project is empty, that is, has no phases or tasks, you can export the Microsoft Project file to the project in SuiteProjects Pro and check the Lock project plan for editing in SuiteProjects Pro box.

    • If the project is not empty, you can import the project from SuiteProjects Pro, check the Lock project plan for editing in SuiteProjects Pro box.

FAQ: SuiteProjects Pro Resources

The following question addresses selecting SuiteProjects Pro Resources for a project in Microsoft Project.

I imported resources from SuiteProjects Pro and want to assign them to a project in Microsoft Project that I am exporting to SuiteProjects Pro. The list of SuiteProjects Pro users that displays on the SuiteProjects Pro export settings window does not include all users, only those I manage. How can I get other resources to display so that I can assign them to the project?

Answer: The SuiteProjects Pro primary filter set for your account controls the names that display in this drop-down list. The user access portion of your primary filter set can be revised to include all users you want to be able to assign to projects. Your account administrator can make this modification. After the filter set is changed, click the Refresh button on the SuiteProjects Pro export settings window to populate the user list again. Since Project Connector caches its lists, refreshing the list displays current account options.

FAQ: Transfer of Planned Hours

The following question addresses the transfer of planned hours.

Does the Project Connector transfer work hours from Microsoft Project to SuiteProjects Pro? I exported a project from Microsoft Project to SuiteProjects Pro that has work hours entered in Microsoft Project but I don't know where they went.

Answer: As of v2.21 of the Project Connector, you can Creating a Support Case and request that the following settings be enabled: Input planned hours for each user assigned to a task. The Project Connector then exports work hours from Microsoft Project to SuiteProjects Pro as planned hours assigned to the user. Since Microsoft Project calculates the total task work as the sum of the work that assigned resources are to perform on a task, it is similar enough to how SuiteProjects Pro calculates the task planned hours as the sum of planned hours assigned to users. Refer to the following examples.

FAQ: Transfer of Worked Hours

The following are frequently asked questions about the transfer of worked hours.

1. Does the Project Connector transfer worked hours from Microsoft Project to SuiteProjects Pro? I exported a project from Microsoft Project with work hours into SuiteProjects Pro. In SuiteProjects Pro, the project plan shows some tasks are XX% complete, but I don't see any worked hours.

   Answer: Work hours in Microsoft Project are not the same as SuiteProjects Pro worked hours. Microsoft Project Work hours are most similar to planned hours in SuiteProjects Pro. Refer to FAQ: Transfer of Planned Hours for more information. If you have entered a percentage of completion on a particular task in Microsoft Project, the Project Connector brings that figure to SuiteProjects Pro.

2. Does Project Connector transfer worked hours from SuiteProjects Pro to Microsoft Project?

   Answer: Beginning with version 2.17, the Project Connector imports worked hours from SuiteProjects Pro timesheets into Microsoft Project as Actual Work hours. Use Advanced > Settings to select either all timesheet hours or approved timesheet hours.

   Warning:

   SuiteProjects Pro timesheet hours do not affect durations of project tasks while in Microsoft Project actual work hours will cause durations to shift. This is because actual work, along with remaining work and overtime work make up the less granular value of work in Microsoft Project.

   Depending on the task type in Microsoft Project, work can affect duration and possibly units. Refer to the following table.

   In a...	If you revise units...	If you revise duration...	If you revise work...
   Fixed units task	Duration is recalculated	Work is recalculated	Duration is recalculated
   Fixed work task	Duration is recalculated	Units are recalculated	Duration is recalculated
   Fixed duration task	Work is recalculated	Work is recalculated	Units are recalculated

   There could also be a situation where in SuiteProjects Pro, users log time against a task they are not assigned to. When you import the project from SuiteProjects Pro into Microsoft Project, those hours are not imported since they are not against an assigned task and a warning is issued.

   Finally, SuiteProjects Pro percent complete information is also not imported since it changes actual work in Microsoft Project, and subsequently causes durations to change.

FAQ: Date Mismatch between Microsoft Project and SuiteProjects Pro

The following questions and answers focus on date mismatches between Microsoft Project and SuiteProjects Pro.

1. I exported a project from Microsoft Project to SuiteProjects Pro and some of the tasks display 0 hours in SuiteProjects Pro. Those same tasks have duration/planned hours in Microsoft Project. Why don't the hours transfer to the project in SuiteProjects Pro?

   Answer: This happens when your SuiteProjects Pro account has the setting enabled for "user level planned hours" and you have not assigned users to the project tasks in Microsoft Project. In SuiteProjects Pro, only tasks that have users assigned can have duration/planned hours that are greater than 0. First, you need to assign users to a task with duration/planned hours. Then, when you export the project to SuiteProjects Pro, the Microsoft Project hours transfer with the tasks.

2. I exported a Microsoft Project file to SuiteProjects Pro or imported a project from SuiteProjects Pro into Microsoft Project, but the task dates shown in the outline view in SuiteProjects Pro do not match the task dates in the Microsoft Project project plan.

   Answer: Project Connector takes into account the assigned users schedules in SuiteProjects Pro. If the users' schedules in SuiteProjects Pro are different from the users schedules in Microsoft Project, the distribution of hours, the duration, and dates of the tasks will vary accordingly. Please confirm that users schedules are the same in SuiteProjects Pro and Microsoft Project.

   To make the schedules equivalent, maintain resource calendars in SuiteProjects Pro and use Pull SuiteProjects Pro resources. If your account only allows booked users to be available for assignment, a message displays. In this case, Project Connector automatically imports the schedules of booked resources from SuiteProjects Pro.

   Since mismatches between Microsoft Project calendars and SuiteProjects Pro schedules can cause inconsistencies between the Microsoft Project and project plans in SuiteProjects Pro, you should check for conflicts. Click the Check Schedules button before you export a Microsoft Project project plan to SuiteProjects Pro.

   If conflicts are found, Project Connector displays a list. Refer to the following example.

FAQ: Log File Location

The following question addresses the location of the log file. If you need help from SuiteProjects Pro Support, Creating a Support Case. You may be asked to locate the log file, zip it, and attach it to an email message.

Where can I find the log file for the Project Connector?

Answer: The log file is named SuiteProjectsProProject.log and is in either of the following locations:

• C:\Users\<Username>\AppData\Roaming\SuiteProjectsPro\Project64 (64 bit version)

• C:\Users\<Username>\AppData\Roaming\SuiteProjectsPro\Project (32 bit version)

To view the log file from Microsoft Project, click SuiteProjects Pro in the Add-ins ribbon and select About SuiteProjects Pro Project Connector, then click View Log File.