OWB: Getting Started with Open Workbench

Learn about the Open Workbench (OWB) ribbon bar, view library, calendars, grid columns and rows, project data, and monitoring process progress.
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Learn about the Open Workbench (OWB) ribbon bar, view library, calendars, grid columns and rows, project data, and monitoring process progress.
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Open Workbench File Menu
The following commands are available from the Open Workbench File menu, also known as the application menu:
  • New
    (
    Ctrl
    +
    N
    )
  • Open
    (
    Ctrl
    +
    O
    )
  • Close
  • Save
    (
    Ctrl
    +
    S
    ): You can save projects as records in the repository or as Open Workbench RMP project files.
  • Save As
    : If you are using Open Workbench with 
    Clarity PPM
    , you can save projects as records in 
    Clarity PPM
     or as Open Workbench RMP project files.
  • Print Setup
  • Page Setup
  • Print Preview
  • Print
    (
    Ctrl
    +
    P
    )
  • Quick Print
    : Prints the active view with the last-used settings.
  • Project Properties:
     Use this dialog to enter description, schedule, resource, key task, and note properties.
  • Preferences
    : Shows the 
    Options 
    dialog for Open Workbench.
  • Recent File
    list
  • Exit
Open Workbench Ribbon Bar
The following menu groups are available in the Open Workbench ribbon bar:
Tasks
The Tasks ribbon is divided into the following groups:
Clipboard
The following commands are available in this group:
  • Cut 
  • Copy
  • Paste
If you select and then
Cut
data from an individual cell, the data is deleted. A cut object appears in a selection marquee. The application removes the object from view until you paste the clipboard contents. To preserve data in two places, use
Copy
.
Edit
The following commands are available in this group:
  • Delete
  • Modify. To edit a task, select the task and select Edit, Modify. To edit a resource, select the resource and select Edit, Modify.
  • Insert
  • Phase. Changes the currently marked task into a phase task. The parent task determines the indentation level of the phase.
  • Milestone. Changes the currently marked task into a milestone.
  • Task. Changes the currently marked task into a work task.
  • Indent. Changes the indentation level of the currently marked phase task by indenting it one level further. After marking a Phase and clicking
    Indent
    , the task changes to an Activity.
  • Outdent. Changes the indentation level of the currently marked phase task by indenting it one level less. After marking an Activity and clicking
    Outdent
    , the task changes to a Phase.
  • Undo (when available)
Search
The following commands are available in this group:
  • Quick Search. Allows you to find tasks by name.
  • Extended Find. Click to construct search criteria from one or more field names.
  • Find Next
Quickfilter
The following commands are available in this group:
  • Resource: Use the drop-down to filter the view by a selected resource or all resources.
  • Type
Zoom
  • In
  • Out
Quick Filter by Resources
Use the Resource drop-down in the Quick Filter group to filter a view by resource name. Only data pertinent to that resource appears. This drop-down is available when you have resource-specific field names in a view or resource assignments in a project. All project resources are displayed in the list. Selecting a resource from the list changes data that is displayed in the view to show data pertinent to that resource.
The Gantt Chart view also takes advantage of the tabulated data elements that give running totals in the resource detail section at the bottom of the view. When you modify a view that contains a tabulated data element, the view recalculates dynamically.
The Resource drop-down in the Quick Filter group is not available in the CPM views.
To clear the resource filter, select (All Resources) from the
Resource
drop-down. The view displays all resource data. You can also filter on resources using the
Resource LOA
check box.
Project
The Project ribbon is divided into the following groups:
Schedule
The following commands are available in this group:
  • Autoschedule
    : Specify scheduling criteria for automatically scheduling the project.
  • Critical Path
    : Calculate the critical path of a project automatically.
  • Recalculate
    : Recalculate the duration of selected tasks.
  • Pending Estimates
    : Accept or reject pending work estimates proposed by staff members.
Baselines
The following commands are available in this group:
  • Define
    : Set or clear a baseline for the active project, view, or selected tasks.
  • Manage
    : Display all available baselines and select the one to be used to calculate display information.
External
The following commands are available in this group:
  • Subprojects. Select Subprojects to see a list of subprojects in the current project, insert a new subproject, or delete a subproject.
  • Dependencies. Select to view, create, or delete external dependencies.
Assignments
The following command is available in this group:
  • Transfer. Select to transfer assignments on the currently marked task from one resource to another.
View
The following commands are available in this group:
  • New: Displays the
    View Definition
    dialog where you can create a view.
  • New Filter: Displays the
    Filter Definition
    dialog where you can create a filter.
  • New Sort: Displays the
    Sort Definition
    dialog where you can create a sort.
  • Save: After changing the current view or creating a view, select
    Save View
    to display the
    Save View Definition
    dialog to save the active view.
  • Refresh
  • Manage Library: Select View, Library to view, add, and remove groups and the views, sorts, and filters they contain.
  • Colors and Shapes: Select Colors and Shapes to review and edit the highlights currently in use.
PPM
The following commands are available in this group:
  • Update
    : Updates the current project with specified data from
    Clarity PPM
    .
  • Calendar
    : Specifies whether to refresh the current calendar of your project 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 options, such as roles, and customized data mapping, with any changes made to the system options in
    Clarity PPM
    .
    Selecting this option can change the default options of your working copy.
  • 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
    Clarity PPM
     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. Any 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.
    You must have the project open in read/write mode to select or clear these check boxes.
Calendar
The following command is available in this group:
  • Edit
    : Select Calendar to choose the calendar that you want to apply to every project you open in Open Workbench. You can also create, edit, or delete user-defined calendars.
Open Workbench View Library
The views that you can apply to Open Workbench projects display in the view library. When you click a view, the displayed project view is replaced with that view. You can simultaneously display project data in different views. The view library can display up to 32 groups of views, each of which can contain views, sorts, and filters. When you select a group, the view library displays icons representing views, sorts, and filters, which you can then click and apply to a project.
Reposition the View Shortcut Bar
By default, the View Library displays on the left side of the page. You can change this location. To reposition the library, click the top of the bar and drag it to another location in the window.
Hide or Restore the View Library
Use the
General
tab of the
Options
dialog to hide or restore the library.
Follow these steps:
  1. Click
    Preferences
    in the application menu.
  2. Complete one of the following steps in the
    General
    tab, and click
    OK
    :
    • Clear the
      View Shortcut Bar
      check box to hide the library.
    • Select the
      View Shortcut Bar
      check box to restore the library.
Open Workbench Calendars
Open Workbench provides a standard calendar by default. A project (.rmp) file may also have other calendars that are associated with it if you created new calendars while working with the file. Use the
Calendar
s dialog to:
  • Create a calendar.
  • Edit an existing calendar for use by all projects you open in the application.
  • Select the calendar that you want to apply to every project you open in the application.
  • Temporarily modify the work week schedules.
  • Assign common vacations, holidays, or other periods of zero availability.
  • Print a calendar. You can print a snap shot of the month that is displayed in the Calendar grid. You can print one month at a time.
To open the
Calendars
dialog, open the
Project
ribbon, and click
Calendar
. The
System Options
section applies to all projects you have open in an Open Workbench session. Use the
Calendar Editing
section to create a calendar and to select the calendar on which to base the new calendar.
You can save the changes that you make to the calendar to use them later only if you have defined a global file location. You can make changes in any case, but when you save the project back to
Clarity PPM
, the
Clarity PPM
 calendar you edit reverts to their original settings, unless you have defined a global file location.
If you are working on different projects that use different calendars with the same name and you open one or more RMP files during an Open Workbench session, the calendar in the first opened project is the one used by all projects, even if those projects use calendars with the same name.
If you are using Open Workbench with
Clarity PPM
, the changes you make to
Clarity PPM
calendars are not saved back to
Clarity PPM
.
Using the calendar grid, you can perform the following actions:
  • Select weekday column headings to select all the weekdays throughout all months and years of the calendar to apply your changes.
  • Select single or multiple days to apply your changes.
  • Click the scroll bar to move to next or previous month.
  • Select a single day and click Workday to set the selected day to a workday. Resources are expected to be available for use on this day.
  • Select a day and click Holiday to set the selected day to a non-workday. Resources are not expected to be available for use on this day.
  • Remove individual holiday and non-standard workday exceptions and reset the selected days to their base calendar settings.
  • Remove all holiday and non-standard workday exceptions and reset the calendar to the base calendar settings.
Apply a Calendar to Projects
You can apply a calendar to all of the projects you have open during an Open Workbench session. During a session, you can switch calendars to create scenarios for your projects.
Follow these steps:
  1. Open the
    Project
    ribbon.
  2. Click
    Edit
    in the
    Calendar
    group.
  3. Select the name of the calendar from the
    Current Calendar
    drop-down in the
    System Options
    section.
    The calendar applies to all of the projects you have open.
  4. Click
    OK
    .
Create a Calendar
Use the
Calendars
dialog to create calendars that you can later edit and delete. When you create a calendar, you can define work schedule and holidays.
Follow these steps:
  1. Open the
    Project
    ribbon.
  2. Click
    Edit
    in the
    Calendar
    group.
  3. Click
    New
    in the
    Calendar Editing
    section.
  4. Enter a name for the calendar.
  5. Select a calendar on which to base the new calendar from the
    Based On
    drop-down list and click
    OK
    .
    The new calendar inherits all of the base calendar holidays and other settings.
Edit a Calendar
To edit a calendar, define the fields in the following sections:
System Options
  • Hours per Day. Displays the number of hours that can be worked per day.
  • Hours per Week. Displays the number of hours that can be worked per week.
  • Week Start. Specifies the day on which the normal work week begins.
    Values:
    Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday
  • Current Calendar. Specifies the name of the calendar that you want to apply to all projects.
    Default:
    Standard
Calendar Editing
  • Name. Defines the name of the calendar.
  • Based On. Specifies the base calendar on which to base this calendar. If you create a calendar, it inherits the settings of the base calendar.
Delete a Calendar
You can only delete calendars that you create in Open Workbench. If a calendar is displayed in the
Current Calendar
drop-down list, and you currently have open projects using it, you cannot delete that calendar even if it is a user-defined calendar. When you delete user-defined calendars, the default calendar is automatically applied to all open projects.
You cannot delete the standard calendar that comes with Open Workbench and the Open Workbench (.rmp) project files use.
Follow these steps:
  1. Click
    Edit
    in the
    Calendar
    group.
  2. Select the name of the calendar from the
    Current Calendar
    drop-down list.
  3. Click
    Delete
    and click
    OK
    .
Open Workbench Grid Columns and Rows
You can change the column width in views and on some grids that appear in dialogs. The column width determines the amount of data that can be displayed in a column. You can also insert and delete columns, determine the order of its display, and the sort order of rows.
Insert and Delete Grid Columns
Use the
View Definition
dialog to insert and delete columns, even when they contain cells that are populated with field names.
  1. To insert a column, click the top of a column to select it.
  2. Press the
    Insert
    key on your keyboard. 
  3. (Optional) To delete a column, select the column and then press the
    Delete
    key.
Resize Grid Columns
You can resize columns to see more or less data in some dialogs and most views.
Follow these steps:
  1. Place your cursor over the column line at the top of the grid.
    The cursor changes to a double-headed arrow.
  2. Click and hold the left mouse button, and then drag the column line to the left or right.
Insert and Delete Rows in Grid Columns
You can insert and delete rows that appear in most views and in dialogs that display a grid. To insert a row, select the header of a row, and press
Insert
. To delete a row, select the header of a row, and press
Delete
key.
Not all grids support these actions.
Cut, Copy, and Paste Open Workbench Project Data
When you cut, copy, and paste tasks and resources, you change the placement of cells in a view or you can add cells to a view. You can paste task data from one view location to another, from one project file to another, and from Open Workbench to a Microsoft Windows application such as Microsoft Word or Excel. When you copy and cut data from a project, the application places it on the clipboard. This information remains on the clipboard until you cut or copy other information, or until you clear the clipboard.
When you select Edit, Copy Content and you insert the data individually, only subproject tasks are affected. These copied tasks typically appear in your project, and are copied and pasted, by reference only. When you paste the copied information, you are pasting content, rather than references to such information. To copy and paste data into a project where you want actual data, use Copy Content.
You can use the following data formats to cut and copy:
  • Tab-separated text
    . A common format many spreadsheet and word-processing programs support. If you cut a range of text in Open Workbench, you can paste it to any other application that supports tab-separated text.
  • Open Workbench proprietary format
    . Open Workbench uses its own internal data format for cutting and pasting information in Open Workbench projects.
  • Objects
    . In Open Workbench, an object is a task (summary or detail) or a resource. To select an object in a spreadsheet view, click its row header.
  • Gantt chart
    . You can only copy and paste in Gantt chart data formats. You can copy and paste text and graphics in a Windows application.
Cut and Copy Cells
When you cut and copy data from views, you cut and copy the cells as text. The following rules apply:
  • You can only cut, copy, and paste data in spreadsheet views.
  • When you paste cells, the clipboard content is inserted at the selected location in the project. If you select a cell in the spreadsheet to which you want to paste, the selected cell's content is replaced with the copied data from the clipboard. To avoid this, before you paste clipboard content, insert a blank row in the spreadsheet.
  • When you cut and then paste or copy and then paste cell text containing a task, the task's dependencies and resource assignments are not pasted.
  • If you cut and then paste or copy and then paste a phase-level task that does not have a WBS level displayed, a new task is created. This behavior occurs because there was no WBS data in the cell.
Exceptions
:
  • If you only select tasks to copy, all of the associated resources are copied.
  • You can paste dependencies.
  • Open Workbench handles subprojects and their data components differently under different conditions:
    • Referenced project data
      : When you insert individual WBS items from another project into your project, either by selecting
      Tools
      ,
      Subprojects
      ,
      Insert
      or by right-clicking and selecting
      Insert Subproject
      in the shortcut menu, you paste only references to those items, and not their actual data. To copy and paste data, copy the content from the other project first and then paste it into your project.
    • Subproject (mixed) data
      : When you insert an entire subproject into a project, tasks are added as actual data, even though the line representing the project itself is a reference. A more efficient way to copy and paste entire project data is to:
      • Insert the project as a subproject in Open Workbench.
      • Open the project by itself and copy all items in the standard way (to the clipboard). Then open the target and paste the items in the standard way. Use this method for pasting into Open Workbench or a third-party application, such as Microsoft Project.
      • Import the project from a third-party application, such as Microsoft Project.
Copy, Cut, and Paste Tasks or Resources
Use the paste command to paste text and graphics from a project in the application, including Gantt chart, from one view location to another, from one project file to another, and from Open Workbench to another Microsoft Windows application, such as Microsoft Word or Excel. The elements of a task or resource that you cut vary. When you cut more than one task or resource, all relationships between them are also cut.
Copy and Paste Gantt Charts
When you copy and paste a Gantt chart and its associated tasks, the following data is included:
  • Column headings
  • The entire Gantt chart timescale as it is configured, even if it extends beyond the boundaries of the screen
  • Gantt chart colors
  • Subproject data and icons
  • Hidden columns, the data that is displayed in each column, and its column heading
    Once you paste the data, this data no longer displays as hidden.
  • Dependency lines (If dependency relationships are displayed in the Gantt, and if the dependency lines begin and end within the area you selected.)
Follow these steps:
  1. Select the entire view, a task, or a series of tasks and the corresponding Gantt.
    Although you cannot select column headings, this data gets copied.
  2. Right-click and click
    Copy
    in the shortcut menu.
  3. Select a target location and click
    Edit
    ,
    Paste
    .
Paste Special Command
Use
Paste Special
for precise control over copying and pasting tasks and resources. The
Paste Special
command behaves like the Paste command, but provides you with capabilities beyond the default paste behavior. Use the
Paste Special
dialog to use
Paste Special
.
The options available on the
Paste Special
dialog depend on the object you select to copy and paste. Only options that pertain to your copy selection are active on the
Paste Special
dialog. To copy and paste interproject dependencies, first save the original and target project.
Monitor Open Workbench Process Progress
Use the
Progress
dialog to review the approximate time that is taken to complete the current process. Click
Cancel
to end the process before completion. When canceled, the process is canceled in its entirety; it is not partially finished.