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Subprojects become inaccessible from master project: "we can't insert or expand this project"

Anonymous
2015-12-15T18:39:13+00:00

I have a network drive with subprojects and include those into my master projects.  Most times this isn't a problem.  Sometimes, I have to close the master project and reopen it, in order to insert a subproject, otherwise I get the error that the project cannot be inserted.  There seems to be no particular rhyme or reason as to when MSP decides not to insert a subproject.

However, once the subproject has been inserted into the master project, sometimes MSP makes the subproject inaccessible from the master project, again, seemingly without rhyme or reason as to when or why it chooses to do so.  To get around this, I have to remove the subproject line and re-insert it.  This is not a blocker, but a severe annoyance, and causes me to question whether the numbers showing up are correct (if I am not continually verifying the validity of the subproject link by expanding it).  

Appreciate any ideas why this is occurring, and how to prevent it!  -->Thank you!<--

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  1. Anonymous
    2016-03-03T00:46:51+00:00

    To answer both questions:

    Firstly you can't create linked projects with SharePoint. If you did succeed I would expect a high chance of file corruption.

    Network shares are better, but not much. If the physical disk is not in the same building as you then don't do it, file corruption will happen, you may just get lucky for a few weeks. File corruption may explain what you are experiencing now.

    My strong recommendation is to never use linked master files. Instead:

    Create master files with the link option OFF. This copies all data and consolidates resource information which is great for reporting purposes. You also get a greatly snapshot of all projects for archiving.

    It is relatively simple to record a macro of you creating the master manually so running a macro is all you need to re-build the master each week. I've used this approach for a number of significant programs of projects summing a total of well over 10,000 tasks into each new master.

    Good luck!

    7 people found this answer helpful.
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  2. John Project 49,700 Reputation points Volunteer Moderator
    2017-02-28T16:50:49+00:00

    Yannis,

    There are two solution to this collaboration/sharing issue.

    One is as Rod Gill suggested in his first reply and that is to record a macro while creating a static master. What is a static master? It is a single file that is created by un-checking the "link to project" option in the lower right corner of the Insert Project window as each subproject is added to the list. The static master is a snapshot in time of all the data in each of the individual subprojects that were "inserted". Since it is a snapshot in time, a static master must be recreated each time an update is needed and that is why a recorded macro is ideal for this purpose. However, the recorded macro will only work if the files stay in the same location (i.e. path). A static master can then be uploaded to SharePoint or anywhere else for viewing by others, as long as they have Project. If some reviewers do not have Project, the static master can be saved as PDF and shared.

    The second solution for collaboration is to use Project Online or Project Server. They are specifically designed for the enterprise environment.

    Hope this helps.

    John

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  3. Anonymous
    2016-06-20T16:43:20+00:00

    Thank´s Julie for your answer

    Do you know any other tool that permits have in a collaborative platform a master project with subprojects?

    Nancy

    1 person found this answer helpful.
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  4. Anonymous
    2016-03-02T23:40:11+00:00

    I'm running into the same problem. I have multiple files saved to sharepoint and keep getting the error: "We can't insert or expand this project. For projects stored on the web, save the master and subprojects separately, before inserting projects into the master."

    I'm on Microsoft Project 2013

    -I've close all projects and tried to add them again, same result.

    -I've close all projects and then saved a local copy of each, and tried to insert that file, same error.

    Any help is appreciated.

    Thanks,

    1 person found this answer helpful.
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  5. Anonymous
    2016-03-03T00:58:26+00:00

    Rod - much appreciated!

    It looks like that wasn't going to work for me anyway, as I'm trying to create a master where I can combine multiple projects and throw it up on sharepoint for our internal managers to view. It sounds like macros to build a master might be the answer? If I add subprojects to a master, it works fine locally, but the sub projects don't show up on sharepoint at all.

    Basically, I'm trying to combine multiple, unrelated projects into one area (preferably sharepoint) where management can:

    a) view upcoming tasks

    b) view a single calendar of resources and availability

    c) view budget reports

    Any suggestions to the best path forward are appreciated.

    Thanks,

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