OWB: Create, Open, and Save Projects in Open Workbench

As a project manager, you can create, open, and save projects for use in Open Workbench or cappm. When you open a project in read/write mode, the project is locked.
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As a project manager, you can create, open, and save projects for use in Open Workbench or 
Clarity PPM
. When you open a project in read/write mode, the project is locked.
2
Create Projects in Open Workbench
As a project manager, you create and build projects in Open Workbench (OWB). A project is a set of related tasks that are performed to achieve a specific objective. Before you plan a project, collect the following information:
  • the scope of the project (what the project entails)
  • the people who are responsible for managing and working on it
  • the finish date
  • the planned cost or budget
After you create the project, populate it with phases, activities, and tasks. Assign resources to tasks and create project schedules.
You can store the projects that you create as files on your computer, a server, or a network location. Use the 
Project Properties
 dialog to define your new project.
If you are using Open Workbench with
Clarity PPM
, you can store projects directly to
Clarity PPM
. You must have
Clarity PPM
Schedule Connect installed to create a project.
Create Projects from the Application Menu
The following procedure explains how to create a project from the application menu.
Follow these steps:
  1. Click 
    File
    New
     to create a project.
  2. Click 
    File
    Project Properties
    .
  3. Complete the fields in the 
    Description
     tab.
  4. Click 
    OK
     and save your project.
Create Projects from the Command Line
You can create projects using the command line. You can create projects from the:
  • DOS prompt
  • Windows run dialog
  • Properties definition for a Windows icon or the Start menu item
Use the following command-line arguments to create projects:
npWBench /r [file].rmp + /rR CLARITY\[projectID] This command creates a new master project with a Read-only project file and a Read-only <CAPPM> project. npWBench [file].rmp + /r CLARITY\[projectID file2].rmp /r repoName\[probED2] This command creates a new master project in read/write mode and opens two <CAPPM> subprojects in read-only mode.
 
  • file: 
    Defines the name of the master project you want to create.
  • projectID: 
    Defines the name of the project you want to create.
  • projectID file2: 
    Defines the name of the first subproject you want to create.
  • probED2: 
    Defines the name of the second project you want to create.
Open Projects in Open Workbench
You can open projects from 
Clarity PPM
, Open Workbench, or the command line. Before opening 
Clarity PPM
 projects in Open Workbench:
  • Contact your administrator to verify that you have at minimum
    Project - View Management
    access rights to the master project and all subprojects before opening the master project in Open Workbench.
  • Verify that the 
    Clarity PPM
     project you want to open does not have the same project name as another project you have open in Open Workbench. Otherwise, the 
    Clarity PPM
     project you open could replace the currently open project and any unsaved changes could be lost.
  • Change the server settings in Schedule Connect if you are attempting to open a project from a different 
    Clarity PPM
     server. If Open Workbench is running and Schedule Connect is already connected to a 
    Clarity PPM
     server, Schedule Connect attempts to open a project with the same ID from the server. If the project ID is not found, the project cannot open.
When you open a 
Clarity PPM
 project in Open Workbench, the following events occur:
  • All the subprojects under the master project are loaded.
  • Dependent tasks from other projects are loaded, but not the entire dependent project.
  • All baseline data is loaded. To load only the current baseline, configure the project management settings in 
    Clarity PPM
     and Open Workbench. You can open programs in Open Workbench using 
    Clarity PPM
     in read-only mode.
: When you open a project in read/write mode, the project is locked.
Open Projects in Open Workbench using 
Clarity PPM
If you are using Open Workbench with 
Clarity PPM
, you can open any active or inactive project that you have rights to view or edit in Open Workbench using 
Clarity PPM
. To open projects from 
Clarity PPM
, they must be formatted for Open Workbench.
If you can view or edit a project, you can open the project in read-only or in read/write mode. If you can only view a project or if the project is locked, you can open the project as read-only.
When you open a project from 
Clarity PPM
:
  • Your 
    Clarity PPM
     login is sent automatically to Open Workbench. You are not required to log in to 
    Clarity PPM
     Schedule Connect when you open a 
    Clarity PPM
     project in Open Workbench.
  • The project opens in Open Workbench. If Open Workbench is already running, that instance of the application is used. Any projects that you have open in Open Workbench remain open.
Open 
Clarity PPM
 Projects from the Command Line
You can open 
Clarity PPM
 projects using the command line. Use this method to open single and master projects without first starting Open Workbench. You can open the projects using:
  • DOS prompt
  • Windows Run dialog
  • Properties definition for a Windows icon or Start menu item
Follow these steps:
  1. In Windows, open a command prompt.
  2. Enter the following command-line arguments to create or open 
    Clarity PPM
     projects and press the Enter key.
    npWBench file.rmp /R CLARITY\[projectID]
    The projectID defines the name of the 
    Clarity PPM
     project you want to open. This command opens one or more 
    Clarity PPM
     projects, but the subprojects of the project are not opened.
Open Projects in Open Workbench
You can open any 
Clarity PPM
 project that you have rights to view or edit from Open Workbench using 
Clarity PPM
 Schedule Connect. When you view the list of projects in the Open dialog, the following icons appear next to the project ID:
  • 1902380.png This icon indicates that you have 
    Project - Edit Management
     access rights to the project.
  • This icon indicates that you have Project - Edit Management access rights to the project This icon indicates that you have 
    Project - Edit Management
     access rights to the project. This icon displays if the project is a master project.
  • This icon indicates that you have read-only access to the project This icon indicates that you have read-only access to the project.
  • This icon indicates that you currently have the project open and locked. This icon indicates that you currently have the project open and locked.
  • This icon indicates that another user has locked the project. This icon indicates that another user has locked the project.
Follow these steps:
  1. Click 
    Open
     in the application menu.
  2. Use the fields in the
    Open
     window to select the project that you want to open:
    • CA PPM Host
      : Displays the 
      Clarity PPM
       server that Open Workbench is connected to when opening projects from 
      Clarity PPM
      . The following icons are available:
      Click this icon to see a list of available project names Click this icon to see a list of available project names.
      Click this icon to see a detailed list of available projects (Default view) Click this icon to see a detailed list of available projects.
      Click this icon to open the Open Workbench .rmp project files or XML files from your computer or network Click this icon to open the Open Workbench .rmp project files or XML files from your computer or network.
    • Look in:
      Displays the currently selected folder when opening Open Workbench .rmp project files or XML files from your computer or network.
      1902463.png  Click this icon to open projects from 
      Clarity PPM
      . You can filter the list by using the wildcard (*).
3. Select the file name and the file type.
4. Select the 
Open as read-only
 check box if you want to open the project in read-only mode.
Default:
 Cleared
This check box is only available if you have edit rights to the selected project. If you have view rights to the project, this check box is selected and unavailable.
5. Select the 
Create Subprojects
 check box if you want to open the selected project as a subproject in a new master project.
    Default:
 Cleared
You can save this new master project back to
Clarity PPM
.
6. Click 
Open
.
Open Projects from a File
Open Workbench projects have an RMP file extension and you can save them to your computer or a network location. When you open an Open Workbench project, they display in Open Workbench as windows with named tabs or with title bars, using the default view that you specified in the 
Locations
 tab of the 
Options
 dialog.
To open a project, follow the same steps as you do to open 
Clarity PPM
 projects in Open Workbench.
Save Projects in Open Workbench
Save Projects to XML or RMP Files
You can save projects as XML or RMP project files. You can save any number of local copies of your project with the same file name. If you are using Open Workbench with 
Clarity PPM
, you can save new projects to 
Clarity PPM
 using the 
Save As
 dialog.
You can save the project files in the following formats:
  • Workbench files (RMP): Saves the project to your computer or network as an Open Workbench RMP project file.
  • Clarity PPM
     Projects. Saves the project to 
    Clarity PPM
    .
  • XML Files: Saves the project to your computer or network as an XML file. A Save to XML clears and disables the
    Retain Lock
     option.  A
    Save As
    to XML yields the same result as an RMP file saved locally without retaining a lock. 
If you are saving the project record as a .rmp file, use the
Retain Lock
check box to specify whether to hold the lock or unlock the project when saving it to your computer or network. This check box is displayed when you select Open Workbench or XML from the
Save as type
drop-down.
   
If you do not select this box, you can have issues saving your changes to
Clarity PPM
.
Save New Projects to 
Clarity PPM
You can create an Open Workbench .rmp project file and then save it to
Clarity PPM
 if:
  • You have the access rights to create projects in
    Clarity PPM
    .
  • The resources or charge codes that are referenced in the project exist in
    Clarity PPM
    .
When you save a project that is updated in Open Workbench back to 
Clarity PPM
:
  • The saved project in 
    Clarity PPM
     reflects the updated schedules. The save process does not modify other project information, such as the collaboration or financial information.
  • The project remains open and still locked in Open Workbench which allows you to continue updating the project if necessary. Explicitly close the project to unlock it.
If you save a
Clarity PPM
project as an Open Workbench .rmp project file with the
Retain Locks
check box is selected and you continue to edit it and then save the project file again, you are informed that you are saving a non-working copy. If you continue, you cannot save the project back to
Clarity PPM
as the original copy. You can only save a copy of the project as a new project with its own unique project ID.
When you save the project to
Clarity PPM
, the following changes apply:
  • You become the project manager in
    Clarity PPM
     with access rights to view and edit the project.
  • The project is locked in
    Clarity PPM
     with your user name.
If you save an Open Workbench file as a
Clarity PPM
project record, the External ID is the default ID you entered in the
Project
field in
Clarity PPM
. If it matches an existing project record External ID, you cannot save the project to
Clarity PPM
.
You can save a project over an existing project if you save the project using an existing
Clarity PPM
project ID. If you save over an existing project, the new project information replaces the existing project information.
Follow these steps:
  1. Click
    Save As
    in the application menu to display the list of projects that you have rights to view or edit.
    • Clarity PPM
       Host
      Displays the
      Clarity PPM
       server that Open Workbench is connected to when opening projects from
      Clarity PPM
      . The following icons are available:
      Click this icon to see a list of available project names Click this icon to see a list of available project names.
      Click this icon to see a detailed list of available projects (Default view) Click this icon to see a detailed list of available projects.
      Click this icon to open the Open Workbench .rmp project files or XML files from your computer or network Click this icon to open a supported project file from your computer or network.
      Click this icon to save the project to CA PPM and to display available projects from CA PPM Click this icon to save the project to
      Clarity PPM
       and to display available projects from
      Clarity PPM
      .
    • Save in
      Displays the current folder when saving project files to your computer or network.
      You can filter the list by using the wildcard (*).
  2. Enter any set of characters in any case in the Project or File Name field. For example, if you enter a*, only projects starting with the letter
    a
     or
    A
    appear. (For the
    Clarity PPM
     project detail view only)
    You can sort the list by clicking column headings. Columns that are displayed include:
    • Project ID
    • Name
    • Locked By
    • Manager. The user name that is identified in
      Clarity PPM
       as the project manager for the project.
    • Project
      Displays the project ID when saving the project to
      Clarity PPM
      . If the project ID is unique in
      Clarity PPM
      , a new project is saved to
      Clarity PPM
      . If the project ID exists in
      Clarity PPM
      , a confirmation message appears letting you know the ID already exists. Click
      Yes
      to replace the existing project with the new project information.
    • File Name
      Displays the file name when saving project files to your computer or network. Enter the Open Workbench project name or enter the XML file name (.XML).
    • Save as type
      Defines the type of file you want to save the project.
      Values:
      • Workbench files: Saves the project to your computer or network as an Open Workbench RMP project file.
      • Clarity PPM
         Projects: Saves the project to
        Clarity PPM
        .
      • XML Files: Saves the project to your computer or network as an XML file.
    • Retain Lock
      Specifies whether to hold the lock or unlock the project when saving it to your computer or network.
      This check box is displayed when you select Open Workbench or XML from the
      Save as Type
      drop-down.
  3. Click
    Save
    .
Save Existing Projects Back to 
Clarity PPM
Use the
Save As
option in the application menu to save an existing project back to
Clarity PPM
. You must have edit rights and you must have a lock on the project to save an existing project back to
Clarity PPM
.
When you save an existing project back to
Clarity PPM
:
  • And the project is locked, the project is saved but remains open in the view and is locked.
  • And the project is unlocked, a message appears letting you know you cannot save a read-only project.
After you save an existing project back to
Clarity PPM
, you can save the project as a new project.
Save Copies of Projects as New Projects in 
Clarity PPM
You can save a copy of an existing
Clarity PPM
 project as a new project in
Clarity PPM
 using Open Workbench. When you save a copy as a new project, all project information is copied to the new project. Both projects exist independently of each other and no file sharing occurs.
Follow these steps:
  1. Log in to
    Clarity PPM
    .
  2. Open the project in Open Workbench.
  3. Click
    Save As
    in the application menu.
  4. Enter a new, unique
    Clarity PPM
     project ID, and click
    Save
    .
    A message appears asking if you want to unlock the original copy in
    Clarity PPM
     and if you want to remove the working copy from your computer or network.
  5. Complete one of the following steps to save a copy of the project:
    • Click
      Yes
      to unlock original and remove the working copy.
    • Click
      No
      to hold the lock on the original without removing the working copy.
Project Locks in Open Workbench
You can open a project from
Clarity PPM
 in Open Workbench in one of two modes:
  • Read-Only
    : A lock is not placed on the project. When you do not lock a project, other users can edit the project locally, but cannot save changes to 
    Clarity PPM
    .
  • Read-Write
    : A lock is placed on the project. Project locks prevent others from updating the project and potentially overriding your changes.
When the project is locked:
  • You hold the lock until you close the project. You can update and save the project, and continue updating the project without losing the lock. When you hold the lock, you can update the project locally for extended periods of time. You can also share updated project information with other users as you continue to make changes.
  • Other users can open the project in read-only mode. Users can make changes locally, but they cannot save the changes to the project in 
    Clarity PPM
    . If users make changes, they can save the project as a new project. If the users save a project they have open in read-only mode, a message appears notifying them that they cannot save the project. They can save that file as a new project.
Close Projects and Hold the Lock
You can hold a lock when saving a project by saving it as a new project. You can also hold a lock by closing the project without saving it to 
Clarity PPM
, and saving it locally as an Open Workbench file. You can close the project and can hold the lock using the 
Save As
 dialog. The name of the 
Clarity PPM
 server that hosts the project displays in the 
CA Clarity PPM Host
 field.
Follow these steps:
  1. Open the project in Open Workbench.
  2. Click 
    Save As
     in the application menu.
  3. Select 
    Workbench Files (*.rmp)
     from the 
    Save as
     type drop-down list.
  4. Select the 
    Retain Lock
     check box and click 
    Save
    .
    This check box is displayed when you select Open Workbench or XML from the Save Type As drop-down.
  5. Select 
    File
    Close
     to close the project without saving changes to 
    Clarity PPM
    .
Close and Unlock Projects Using Open Workbench
When you open a project in read/write mode from 
Clarity PPM
, a lock is placed on the project. You can unlock the project so that others can edit it by saving the project back to 
Clarity PPM
 and then closing it in Open Workbench without saving the project file to your computer or network.
In general, projects are unlocked when you close them in Open Workbench, including when you exit Open Workbench with projects still open in 
Clarity PPM
. If you have 
Clarity PPM
 administrator access rights, you can also unlock projects from 
Clarity PPM
.
Unlock and Open Projects
You can unlock and open a project directly from 
Clarity PPM
. You can unlock the project locks to which you hold, and with administrator access rights, you can drop another user's lock. When the user whose lock you drop tries to save the project back to 
Clarity PPM
, a message appears letting the user know the project is not locked.
Refresh Project Data in Open Workbench
Other users can update information in 
Clarity PPM
 that affects the project that you have open and locked in Open Workbench. To verify that you have the latest information, refresh certain types of information from your project that is open in Open Workbench with any updates made in 
Clarity PPM
.
You can refresh:
  • Global information, such as calendar and guidelines URL. You do not need to have a project open in Open Workbench to refresh global information.
  • Project-specific information. To update all project data, open your project in 
    Clarity PPM
     in read/write mode. The options in the 
    Options for [Project]
     section of the 
    Update
     dialog are unavailable if you open the project from 
    Clarity PPM
    . Use the 
    Update
     dialog to determine what data you want to pull from 
    Clarity PPM
     into your project in Open Workbench.
Follow these steps:
  1. Open the Project ribbon.
  2. Click Update in the Clarity group.
  3. Select or clear the following check boxes:
    • Calendars
      . Specifies whether to refresh your project's current calendar with any changes made to the calendar in the 
      Clarity PPM
       project.
      Calendars are not specific to a resource.
    • System Options
      . Specifies whether to update your project's options, such as roles, and customized data mapping, with any changes made to the system options in 
      Clarity PPM
      .
      Selecting this option can change your working copy's default options.
  4. Select or clear the following check boxes in the Options For [Project] section:
    The project must be open in read/write mode to select or clear check boxes in this section.
    • New Notes
      . Specifies whether to include only the task notes created since the project was opened or last refreshed in the update. For example, another user added a note to an unplanned task on their timesheet while the project was locked in Open Workbench.
    • Resources
      . Refreshes all attributes for resources that are assigned to the project. Updates the project with revisions to resource data, such as updates to resource calendars. Assignment revisions, such as a change in the assignment estimate to complete (ETC), are not updated.
    • Status
      . Specifies whether to include changes to Actual Usage, Actual Thru, Pending Actuals, and Pending Estimates for assignments of the project in the update.
    • New Tasks and Assignments
      . Specifies whether to include new tasks and assignments that have been created since the project was opened or last refreshed in the update.
    • Team Members
      . Specifies whether to include changes to existing team members and bring in new team members that were added while you had the project locked in Open Workbench. For example, another user added a new team member or updated an existing team member allocation, start date, or finish date while the project was locked in Open Workbench.
  5. Click OK to refresh the information you selected in your local copy of the project.