The Sync with SharePoint
feature allows a Project Manager to share his .mpp project file with SharePoint users. This feature is available to use with SharePoint Server 2013 and SharePoint Online using Project Professional 2013 or Project Pro for Office 365. When used, it creates a SharePoint Project Site, which contains a Project Summary and Timeline, a Tasks list and a Calendar. Synchronizing also saves the .mpp file to the site assets for future editing.
Synchronization goes the other way as well, if you have a SharePoint Tasks list, there is a button Open with Project
which opens the plan in Project client 2013. The intent of the feature is to allow you use the Project Scheduling Engine to make schedule updates within Project Professional 2013 or Project Pro for Office 365 and then synchronize the static list back to the Tasks list on the SharePoint Project Site.
Managing a Project Site Task list in this manner is also referred to as "light-weight" project management. Project Server is not required for this functionality; SharePoint Foundation 2013 is the minimum for using the Sync to SharePoint
When using SharePoint Server 2013, you can utilize the "All My Work in One Place" feature which displays all tasks specifically assigned to you. From your My site personal Tasks list you can view, organize and update all your work from this one location. The URL for a SharePoint personal Tasks list will look similar to the address below:https://TenantName-my.sharepoint.com/personal/Name_TenantName_onmicrosoft_com/AllTasks.aspNScenarios using Project client 2013 with SharePoint 2013:
- Create a plan in Project, Sycn with: NEW SharePoint Site and a site and tasks list is created
- Create a plan in Project, Sync with: Existing SharePoint Site, updates an existing list or creates a new list depending on your selection.
- In SharePoint when you have tasks on a Task list, you can use Open with Project to open the plan in Project for editing and sync back to the existing SharePoint site. The .mpp file is saved to teh site assets for future editing.
The following Office article link, contains the steps to synchronize a Project plan with SharePoint. It describes sync'ing to create a New Project site as well as an Existing Project site: http://office.microsoft.com/en-us/project-help/sync-with-a-sharepoint-tasks-list-HA102828524.aspx
Because we save the .mpp file to the Project Site's Site Assets, you should not save a local copy of the plan for editing. You will always want to use "Open with Project
" when you want to use Project to update either the SharePoint Tasks list or the .mpp file. These two entities are now linked, and the SharePoint task list is considered the "master". Opening the .mpp file from any location other than Site Assets will damage the link and cause issues, such as duplicate tasks on the SharePoint Tasks list. You may also recieve an error message which is discussed later in this article.Save -
Once you sync a plan to a SharePoint Tasks List, the next time you want to update the SP Tasks list just click Save
in Project.Manual vs. Auto scheduled tasks
When you open a SharePoint Tasks list in Project client 2013 for the first time, the tasks will be set to Manual or Auto scheduled based on the setting within your Project client called New tasks created
. You can find this settings by clicking on the File
menu, then click Options
and select the Schedule
tab. Predecessors -
Currently, a single task cannot contain more than 89 links to other tasks. The Project client may crash with a larger number of predeccessors.External Links -
When you attempt to sync a plan that contains external links to tasks in other plans, you will receive an error message that contains the wrong information. The error message should tell you that you cannot sync a plan with external links. Instead this is the message you receive:
"Cannot access the site due to one of the following reasons:
- The Sharepoint site url is invalid
- The Sharepoint site is currently unavailable
- The user does not have full or design permissions in the Sharepoint site
The plan may save to the Tasks list but the .mpp will not be saved to the Site Assets, so you will not be able to use the mpp again for updating the Tasks list. The best thing to do in this situation is to delete the subsite and begin again if possible.Large number of tasks -
SharePoint has a limit of 5000 items in a list, but you will experience severe performance issues with 1000 tasks in a list. Project best practices suggest that 750 is about as large as you would want to go with a project plan. A SharePoint List should be even smaller for best functionality and usability, 100 tasks in a SharePoint task list is a reasonable number to work with.Resources -
If there are resources assigned in your plan that are not resources within SharePoint, you will receive an error message letting you know that these resources will not be added to the SharePoint Tasks list, but the tasks will sync to the list. Here is the error message:
"We can't sync resource <resource name> to the tasks list because the resource does not exist on the Sharepoint server. This resource, and any other resource that doesn't exist in Sharepoint, will remain assigned to the tasks in your project plan."
Talk to your SharePoint Administrator about how to get these users added to SharePoint.
Best practice is to always use the People Picker when assigning users to tasks.Starting with a SharePoint Task List
If you, the Project Manager begins in SharePoint with a Tasks list , they can decide at any time that you want to use Project's scheduling engine to calculate a more precise schedule. You can click the Open with Project
button from the List
ribbon, the Project client will launch as the currently logged on user and you can begin editing. Open with Project:
When the plan opens, the tasks will be either Manually Scheduled or Auto Scheduled based on the value of File>Options > Schedule > New Tasks Created
Tasks can be added or edited using any or all features in the Project client and sync'd back to the SharePoint Tasks list just by clicking Save
. Map Fields -
Only the fields that are mapped between the two products will synchronize. The following fields sync between your SharePoint list and Project by default:
Task Name, Start date, Finish (due) date, % Complete, Resource Name, and Predecessors.
However, if you want to map more fields to be synced between Project and SharePoint, you can do so in the Info
tab of the File
menu with in Project: Open the "Map Fields" dialog, and pick the new fields that you’d like to sync. This way, you can have your team members report on other custom fields, or generate reports based on non-default SharePoint columns.Synchronizing to an existing Task list
If you sync to an existing Tasks List that has already been linked to another plan (or the original sync did not copy the .mpp to site assets) you will receive the following error:
"The tasks list is linked to a different project plan. If you continue with the synchronization the task list link will be changed to the current project plan. Conflict Resolution -
Would you like to continue with the synchronization?
If the mpp is open in Project at the same time a user adds/edits task info in the SP Tasks list, the next time the mpp is saved a conflict dialog will display. This dialog will give the user the following options:
- Keep Microsoft Project Version for all of the Fields
- Keep SharePoint Version for all of the Fields
- Choose between SharePoint and Microsoft project Versions
Tasks can be updated from within Outlook, but they cannot be created in Outlook and pushed back into a SharePoint Tasks list.