export specific tasks in MS Project 2003 for a client to view some but not all the plan

Question

This should be easy but I cant figure it out.  In Project 2003 I want to be able to export out specific tasks for a client to see the progress without them seeing the whole plan.  If I create a colum and filter on Yes (for tasks I want a client to see) then how do I now export into a seperate ms project plan just these tasks?  I know I can do it as a pdf, but I want it as a MS Project.

I want to be able to do this weekly to show progress and have the dates move with the predecessor tasks but I dont want to have to show all the predecessor tasks.

please help

Answer 1

Thanks very much for bumping in John.  You are correct -- my instructions were only for exporting to Excel.

Julie

Answer 2

sdunlap,

If I may bump in. Unless I've missed something the Export Wizard only works when saving Project data into another format (Excel Workbook, XML, etc.). There is no direct way to "export" selected Project data to another project file. However there may be various ways to get what you want as long as you realize a few things. First of all one piece of Project data many users want to protect from viewing by others is cost or resource rate data. Simply deleting some tasks does not delete or "hide" that sensitive data.

Project is a customized database. ALL the data is in the database so it doesn't matter what fields you show in a view table or what filter you may apply, if someone else is given the Project file, then all they need do is to create their own view to see whatever data they want.

Something else to consider. Unless you retain all summary levels associated with those performance tasks you wish to show to the client, creating a separate purged project file of those tasks will not look anything like what you want because the hierarchy will be all messed up.

And if you are thinking, why don't I apply my filter, then copy the tasks and put them in a new blank project file. Sorry, that won't work, but stay tuned.

Now that I've cautioned you about some pitfalls, here is something that might work. I haven't tested it extensively but on first blush, it looks promising.

1. Set Tools/Options/Calculation tab to "manual"
2. Use Save As to save your live file to a new name. You will be operating on that new file
3. Set up your filter remembering to include summaries for any task you select as "yes" for the client. Also include all summaries up the hierarchy
4. Apply your filter looking for a "no", that's right, a "no"
5. Delete all tasks shown by the filter (i.e those that are "no") but do not delete summary lines if the filter is set to show those
6. Once all the "no" tasks are deleted, copy all task rows in the remaining file and paste into a new blank project file

The new file should now represent what you want to show the client.

Good luck.

John

Answer 3

Hello sdunlap,

If you create a named filter, you can set a filter in the export definition.  In the Export Wizard - Task Mapping, set the saved filter as the export filter.  To create the filter, choose Tools > Filtered For > More Filters and then take a copy of an existing filter or create a new filter.

I hope this helps.

Julie