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| − | ==About Merging the Wrong Tasks into a Chart== | + | ==Overview== |
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| − | 1) OnePager Express ('''OPX''') can consistently create snapshots from period to period with '''updated''' information from a Microsoft Project '''source plan'''. | + | 1) The overall capability of OnePager Pro's '''Conditional Formatting Rules''' feature was explained in detail at this link: [[Conditional Formatting Overview for OnePager Pro for Version 7.0 | Conditional Formatting Overview-OnePager Pro]] 11.1.1-70. |
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| − | 2) The tasks that are presented to OnePager in '''UPDATE''' mode should be the same set of tasks with, perhaps, some '''added or removed''' as the project moves toward completion. | + | 2) Further, the procedure for '''adding''' rules to the '''Conditional Formatting Rules''' form was covered at this link: [[Adding Conditional Formatting Rules for OnePager Pro for Version 7.0 | Adding Conditional Formatting Rules-OnePager Pro]] 11.3.1-70. |
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| − | ===Adding a Task ID Field to Your Microsoft Excel Source Plan===
| + | 3) The purpose of this article is to focus on '''conditional formatting''' involving Microsoft Project '''Boolean''' fields (e.g., '''Flag1 through Flag20''', etc.) whose field values are confined to '''Yes''' or '''No''', or alternatively, '''1''' or '''0'''. |
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| − | 3) OnePager Pro tracks tasks from snapshot to snapshot though the Microsoft Project '''UniqueID''' field in the '''source plan'''.
| + | ==Example== |
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| − | 4) There is no such field intrinsically provided by Microsoft Excel so we strongly recommend that you add a column to your Microsoft Excel '''source plans''' that fulfills this purpose typically as the first '''source plan'''column as shown below:
| + | ===Microsoft Project Source Plan=== |
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| − | <center>[[File:X70-7_12_1-70-(1)-08232019.png]]</center>
| + | 1) As an example, suppose we have the Microsoft Project '''source plan''' shown below which consists of three '''phases''' and four '''resources''' consisting of '''Team 1, Team 2, Team 3, and Team 4'''. |
| − | <center>X70-7_12_1-70-(1)-08232019.png</center>
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| − | 5) In the illustration above, a '''Task ID''' column is added to the Microsoft Excel '''source plan''' and becomes included in the '''.xls file'''. The '''Task ID''' field and its associated values are:
| + | <center>[[File:P70-11_5_1-70-(1)-09252019.png]]</center> |
| | + | <center>P70-11_5_1-70-(1)-09252019.png</center> |
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| − | :a) Automatically '''imported''' by OnePager Express with other task related data.
| + | 2) In the Microsoft Project '''source plan''' above, the field titled '''Team Available''' is actually '''Flag1'''. |
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| − | :b) Used by OnePager Express to match tasks from one snapshot with '''Updated''' '''source plan''' data '''imported''' to either '''replace''' the snapshot or to '''add''' a snapshot consistent with previous snapshots.
| + | ===Unformatted OnePager Pro Chart=== |
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| − | :c) Recognized by OnePager Express as the '''Unique id''' that is displayed in the second page of the '''OnePager choices''' ('''OPC''') form for the '''source plan''' as shown below:
| + | 3) Creating a simple chart without '''Conditional Formatting''' rules produces this: |
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| − | <center>[[File:X70-7_12_1-70-(2)-08232019.png]]</center> | + | <center>[[File:P70-11_5_1-70-(2)-09252019.png]]</center> |
| − | <center>X70-7_12_1-70-(2)-08232019.png</center> | + | <center>P70-11_5_1-70-(2)-09252019.png</center> |
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| − | :d) The '''imported Unique id''' is also displayed in the '''Chart Properties''' form's '''Field Mappings''' tab for your convenience but '''disabled''' as shown here:
| + | 4) Now suppose you want to represent any '''team''' that is '''Available''' (with '''Flag1=Yes'''), regardless of the '''team name''' with a different task shape. |
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| − | <center>[[File:X70-7_12_1-70-(3)-08232019.png]]</center>
| + | ===Proposed Conditional Formatting Rule=== |
| − | <center>X70-7_12_1-70-(3)-08232019.png</center>
| + | |
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| − | e) Finally, OnePager Express distributed '''Templates''' assume that your '''Unique id''' is going to be specified in your Microsoft Excel '''source plan''' as '''Task ID''' and the '''Template''' form's '''Field Mappings''' tab is set up with '''Task ID''' as the default setting. You have to option to change the setting of the '''Unique id''' field as shown below:
| + | 5) This can be done by creating the following '''Conditional Formatting Rule''' by accessing the '''Chart Properties''' form at its '''Task Bars''' tab and clicking the '''Manage Rule...''' button at the bottom of the form to access the '''Conditional Formatting Rules''' form filled out as shown below: |
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| − | <center>[[File:X70-7_12_1-70-(4)-08232019.png]]</center> | + | <center>[[File:P70-11_5_1-70-(3)-09252019.png]]</center> |
| − | <center>X70-7_12_1-70-(4)-08232019.png</center> | + | <center>P70-11_5_1-70-(3)-09252019.png</center> |
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| − | 6) For more information pertaining to '''Unique id''', its significance in Microsoft Excel '''source plans''', and their role within OnePager Express, please see the reference links provided in the related links section at the end of this article.
| + | ===Chart With Conditional Formatting Rule Applied=== |
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| − | ===Setting Your Warning Thresholds===
| + | 5) When the '''Conditional Formatting Rules''' are in place and the chart is created it looks like this: |
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| − | 6) Sometimes you can make the mistake of accidentally '''updating''' a chart with tasks from the wrong Microsoft Excel '''source plan'''. Or with the wrong set of tasks from the right Microsoft Excel '''source plan''' if you are making several charts from the same Microsoft Excel '''source plan''' using several '''Flag''' fields.
| + | <center>[[File:P70-11_5_1-70-(4)-09252019.png]]</center> |
| | + | <center>P70-11_5_1-70-(4)-09252019.png</center> |
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| − | :a) When either of these situations arise, OnePager detects them by using the '''Unique id''' field from the '''source plan''' to determine if '''additional''' tasks are being '''imported''' or if tasks are '''missing''' from the '''imported source plan''' supporting the '''update'''.
| + | 6) OnePager applies the '''Conditional Formatting Rule''' created through the '''Conditional Formatting Rules''' form, adjusts the '''Legend’s Title''', and provides a '''Legend Item''' to reflect the rule applied. |
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| − | :b) '''Additional or missing''' tasks can cause the chart to suddenly appear '''messed up''' because it now displays many '''added new''' tasks that reside in many new '''rows and swimlanes'''. Even the earlier snapshots are affected by these new '''rows and swimlanes'''. A similar '''messed up''' chart can result from '''missing''' tasks.
| + | 7) You can manually change the '''legend title text''' and '''legend item text''' as required. For more information on '''editing''' the '''Legend Title''' and/or '''Legend Items''', please see the article at: [[Editing, Repositioning Legend Items, and Formatting the Legend for Version 7.0 | Editing, Repositioning Legend Items, and Formatting the Legend ]] 15.3.1-70. |
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| − | :c) When this happens, the best idea is to immediately press the '''Undo''' button above the OnePager ribbon. This action immediately restores the chart to how it was before all the unfamiliar tasks were '''merged'''.
| + | ===Updating the Microsoft Project Source Plan=== |
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| − | :d) Or you can simply '''close''' the '''messed up''' chart without '''saving''' it. When you reopen it, the erroneous '''update''' is gone.
| + | 8) Should you later go back and change the '''Flag1''' field data in the Microsoft Project '''source plan''', the next snapshot reflects the '''change''' by continuing to apply the rule. |
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| − | 7) To avoid this problem in the first place, OnePager can '''warn''' you before the '''wrong''' tasks are '''imported''' into the chart.
| + | :a) Suppose that the situation has changed in terms of '''Team Available''' as shown below: |
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| − | 8) To receive this '''warning''', there is a checkbox in the '''Chart Properties''' form's '''Advanced''' tab that when checked assures that the '''Warning''' message shown below is displayed.
| + | <center>[[File:P70-11_5_1-70-(5)-09252019.png]]</center> |
| | + | <center>P70-11_5_1-70-(5)-09252019.png</center> |
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| − | 9) The '''Chart Properties''' form's '''Advanced''' tab with the '''Set warning thresholds''' form is shown here:
| + | ===Second Snapshot Using the Updated Microsoft Project Source Plan=== |
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| − | <center>[[File:X70-7_12_1-70-(5)-08232019.png]]</center>
| + | :b) You can now create another snapshot the normal way and the chart now looks like this: |
| − | <center>X70-7_12_1-70-(5)-08232019.png</center>
| + | |
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| − | :a) The settings in the '''Set warning thresholds''' form are expressed in terms of percentage of '''extra tasks added''' and '''tasks that are missing'''. | + | <center>[[File:P70-11_5_1-70-(6)-09252019.png]]</center> |
| | + | <center>P70-11_5_1-70-(6)-09252019.png</center> |
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| − | :b) If, during a '''merge''' operation these thresholds are exceeded, the warning message is displayed. | + | :c) '''Note''' that the task shapes with the new shape configurations are all associated with '''Teams''' that are now '''available'''. |
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| − | 7) You also have the option to set the '''warning thresholds''' in the '''Template''' form's '''Advanced''' tab.
| + | :d) OnePager retains the '''color''' associated with Teams for the new shape since the '''Color Action''' column in the '''Conditional Formatting''' rule is not involved in rule. |
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| − | 8) See the articles at:
| + | ==Related Links== |
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| − | :a) [[Template Only Features for Version 7.0 (OnePager Express)#Advanced Template Tab | Template Only Features-OnePager Express-Advanced Template Tab]] 24.2.1-70
| + | [[Conditional Import for Version 7.0 (Portal) | Conditional Import Filters (Portal)]] 7.18.1-70 |
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| − | :b) [[Advanced Tab for OnePager Express for Version 7.0#Warn Of Merging Tasks | Advanced Tab for OnePager Express-Warn Of Merging Tasks]] 21.14.1-70.
| + | [[Manual Editing Task/Milestone Shapes and Text Labels for Version 7.0 (Portal) | Manual Editing Task/Milestone Shapes and Text Labels (Portal)]] 9.0.1-70 |
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| − | ==Warn of merging tasks==
| + | [[Changing Individual Task/Milestone Properties (Color, Shape, Labels, etc.) for Version 7.0 | Changing Individual Task/Milestone Properties (Color, Shapes, Labels, etc.)]] 9.2.1-70 |
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| − | ===About Merging Tasks===
| + | [[Modifying Decorations on Tasks/Milestones for Version 7.0 (Portal) | Modifying Decorations on Tasks/Milestones (Portal)]] 10.0.1-70 |
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| − | ====Setting Warning Thresholds====
| + | [[Conditional Formatting Overview for OnePager Pro for Version 7.0 | Conditional Formatting Overview-OnePager Pro]] 11.1.1-70 |
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| − | 1) The '''Advanced''' tab of the '''Chart Properties''' form has a checkbox titled '''Warn of merging tasks''' as shown in the previous section. This checkbox is accompanied by the '''Warning options''' button to the right.
| + | [[Adding Conditional Formatting Rules for OnePager Pro for Version 7.0 | Adding Conditional Formatting Rules-OnePager Pro]] 11.3.1-70. |
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| − | 2) When this checkbox is checked '''On''', the button is active and when the '''Warning options''' button is clicked it accesses the '''Set warning thresholds''' form where you can set the '''percentage of extra and missing tasks''' necessary to provide you with the '''Warning''' message discussed below.
| + | [[Editing, Repositioning Legend Items, and Formatting the Legend for Version 7.0 | Editing, Repositioning Legend Items, and Formatting the Legend ]] 15.3.1-70 |
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| − | <center>[[File:X70-7_12_1-70-(6)-08232019.png]]</center>
| + | [[Editing with the Chart Properties form for Version 7.0 (Portal) | Editing with the Chart Properties form (Portal)]] 21.0.1-70 |
| − | <center>X70-7_12_1-70-(6)-08232019.png</center>
| + | |
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| − | :a) '''Extra tasks''' are tasks that are present in the current '''source plan''' but were not present in the original '''source plan'''.
| + | [[Managing Templates for Version 7.0 (Portal) | Managing Templates (Portal)]] 24.0.1-70 |
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| − | :b) '''Missing tasks''' are tasks that were present in the original '''source plan''' but are not present in the current '''source plan'''.
| + | ==Other Resources== |
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| − | :c) Setting these percentages to 100% has the impact of turning the '''fixes and warnings off'''. | + | [https://www.onepager.com/support/video_tutorials/conditional_formatting.html Conditional Formatting Tutorial Video] |
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| − | :d) Setting the percentages to 0% provides an assurance that '''any extra or missing tasks''' triggers the '''fixes and warnings'''. | + | [https://www.onepager.com/community/blog/display-certainty-in-your-plan-by-using-conditional-formatting/ Blog-Display Certainty in Your Plan by Using Conditional Formatting] |
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| − | ====When Merging Tasks Exceed the Thresholds====
| + | [https://www.onepager.com/community/blog/using-microsoft-project-flag-fields-with-onepager-pros-conditional-formatting-rules/ Using Microsoft Project Flag Fields with OnePager Pro's Conditional Formatting Rules] |
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| − | 3) When the '''Warn on merging tasks''' checkbox is checked '''On''' and your workflow involves '''merging''' tasks, OnePager looks to see if '''extra tasks''' are being '''imported''' or if '''missing tasks''' are '''not being imported''' when '''updating''' a snapshot.
| + | (11.5.1-70) |
| − | | + | |
| − | 4) After making the calculation, OnePager shows a '''Warning''' form asking if you want to proceed with the '''update''', '''cancel the update''', or '''try to fix''' tasks that have been misidentified.
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| − | | + | |
| − | ===Warning Message Form===
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| − | 5) The '''Warning''' message also gives you access to the '''See Extra and Missing Tasks''' form, shown below, so you can actually see the extra and missing tasks and make a fix, if possible.
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| − | | + | |
| − | 6) OnePager is configured to issue the warning shown below if either of the thresholds in the '''Set warning thresholds''' form are exceeded. In this example, the threshold is exceeded because either 45% of the imported tasks are extra or 45% of the existing tasks are missing:
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| − | | + | |
| − | <center>[[File:X70-7_12_1-70-(7)-08232019.png]]</center>
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| − | <center>X70-7_12_1-70-(7)-08232019.png</center>
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| − | | + | |
| − | 7) At this point you have three options:
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| − | :(1) Click the '''Continue import''' button to proceed with the '''import'''.
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| − | | + | |
| − | ::a) By doing so you are accepting the differences between the '''current''' chart and the '''imported''' data that are about to '''update''' the chart.
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| − | ::b) This can lead to both new rows and blank rows in the snapshot.
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| − | :(2) Click the '''See and fix it''' button to take a look at the specific '''extra and missing''' tasks before deciding to whether to continue or not.
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| − | ::a) You can sometimes also fix the issue if you notice that an '''extra''' task is actually a '''missing''' task in disguise.
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| − | | + | |
| − | ::b) In that case, you can tell OnePager to map a '''missing''' task to the '''extra''' task.
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| − | ::c) These actions are explained in the '''See Extra and Missing Tasks''' form discussed below.
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| − | :(3) As the final option, you can click the '''Cancel import''' button to '''close''' the message form above and stop the '''import''' process.
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| − | | + | |
| − | ===Continuing to Import Regardless of Extra or Missing Tasks===
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| − | 8) Clicking the '''Continue import''' button tells OnePager to proceed with the '''import''' and disregard any differences between the set of '''current''' tasks in the chart and the '''set of selected''' tasks in the '''source plan''' being '''imported'''.
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| − | :a) At the end of the '''import''' operation, you have an '''updated''' snapshot that was either '''added''' to the snapshot list or '''replaced'''.
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| − | :b) You can expect to see some new rows containing the '''extra''' tasks and some '''empty''' rows corresponding to the '''missing''' tasks.
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| − | :c) The latter can be automatically hidden if you have chosen the option '''Hide newly-empty rows on import''' on the '''Advanced''' tab page of the '''Chart Properties''' form.
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| − | :d) See section in this article: [[Advanced Tab for OnePager Express for Version 7.0#Row hiding options | Row Hiding Options]] 21.14.1-70 for more information.
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| − | | + | |
| − | ===Using the See Extra and Missing Tasks Form===
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| − | 9) Clicking the '''See and fix it''' button in the '''message form''' accesses the '''See Extra and Missing Tasks''' form that lists the '''extra''' and '''missing tasks''' in two grids as shown below.
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| − | :a) Usually a '''missing''' task is just an existing task in the chart that is not in the '''current import set''' because you decided you did not want to '''Flag''' it for '''import'''.
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| − | :b) Likewise, an '''extra''' task is usually just a task in the '''import set''' that you had not '''Flagged''' previously but now want to include.
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| − | :c) In these cases, there’s nothing to worry about, and you can safely ignore the rest of the discussion below.
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| − | 10) There’s also the case in which you have accidentally started an '''update''' using the wrong '''source plan''' or the wrong '''Flag''' field.
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| − | :a) To continue can give you a '''big, unpleasant surprise!''' There can be lots of tasks that lost all of their '''formatting'''.
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| − | :b) If the '''See Extra and Missing Tasks''' form shows lots of '''extra''' and '''missing''' tasks that don’t seem to belong together in the same chart, you probably need to '''cancel''' the '''update''' so that you can go back and choose the correct tasks to perform the '''update''' correctly.
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| − | 11) However, there are cases in which an '''extra''' task is actually a '''missing''' task that is misidentified because its '''ID''' has changed in the '''source plan''' between when the chart was '''first''' created and the '''current moment''' when '''source plan''' data are being used to make the '''update'''. | + | |
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| − | :a) When this happens, you are able to recognize the '''missing''' task that is really just the '''extra''' task with a different '''ID'''.
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| − | :b) In this situation, you almost always want the '''extra''' task to inherit all the properties of the '''missing''' task so that it retains the right formatting ('''color, shape, row assignment, and so on''').
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| − | :c) You can do this by '''mapping''' these two tasks to each other.
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| − | :d) If you see an '''extra''' task and then find a '''missing''' task that you recognize to be the same task but with a different '''ID''', use the '''Map''' button in the form below to '''map''' the '''extra''' task to its corresponding '''missing''' task.
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| − | <center>[[File:X70-7_12_1-70-(8)-08232019.png]]</center>
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| − | <center>X70-7_12_1-70-(8)-08232019.png</center>
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| − | 12) The form above has two grids ('''Extra Tasks''' and '''Missing Tasks'''), each of which has four columns.
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| − | :a) The left-most column is a row header for '''selecting a grid row'''.
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| − | :b) The '''ID''' column contains the '''unique identifier''' for the '''extra''' or '''missing''' tasks.
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| − | :c) The '''Task name''' column contains the task's name.
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| − | :d) The right-most column displays check marks for both members of a mapped pair.
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| − | 13) When the '''vertical scroll bar''' is present in the form it means there are more entries in the grid than displayed in the form's '''Extra''' or '''Missing Tasks''' window.
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| − | 14) For convenience, clicking the '''column headers''' for the '''ID''' and '''Task name''' columns reverses the '''sort sequence''' for the column and it's associated grid rows.
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| − | | + | |
| − | 15) To '''map an extra''' task to the '''missing''' task that goes with it, follow these steps:
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| − | | + | |
| − | :a) Use your mouse to select one task from the''' Extra Tasks''' grid row by clicking the '''extra task’s''' select cell.
| + | |
| − | | + | |
| − | :b) Then go to the '''Missing Tasks''' grid row and click the select cell of the '''missing''' task that goes with '''extra''' task.
| + | |
| − | | + | |
| − | :c) Once two rows are selected, the '''Map''' button is enabled. Click the '''Map''' button to '''map''' the two tasks to each other. Notice that check marks now appear in the '''Mapped''' column for both grid rows.
| + | |
| − | | + | |
| − | :d) Also notice that the name of the button changes from '''Map''' to '''Unmap''', indicating that you can change your mind and '''remove the mapping''' you just created.
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| − | | + | |
| − | :e) You can repeat the procedure above as many times as needed provided there are pairs of tasks available in the '''Extra Tasks''' grid rows and '''Missing Tasks''' grid rows. After matching a pair and clicking the '''Map''' button, when you select the second task in the next pair notice that the button labeled '''Unmap''' is relabeled to '''Map''' thus '''enabling''' the '''mapping''' function once more.
| + | |
| − | | + | |
| − | :f) To review all your '''mappings''', select any '''mapped''' task in either grid. Notice that its paired task in the other grid is automatically selected and that the '''Unmap''' button is now '''enabled'''. This lets you see what is '''mapped''' to what and to '''remove mappings''' that should not be there.
| + | |
| − | | + | |
| − | :g) When you are satisfied with all the '''mappings''' between '''extra''' and '''missing''' tasks, associated '''missing''' tasks, click the '''Done''' button to confirm and go back to the '''Warning message''' form where the process started.
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| − | | + | |
| − | 16) When you finished this '''matching process''' and returned to the '''Warning message''' form, click one of the three buttons as described below:
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| − | :a) Clicking the '''Continue import''' button tells OnePager to proceed with the remaining '''import''' process and use any '''matched missing and extra''' tasks/milestones to preserve formatting.
| + | |
| − | | + | |
| − | :b) Clicking the '''Cancel import''' button stops the '''import''' process and returns you to where you started the '''update''' process (i.e. chart or '''Start form''').
| + | |
| − | | + | |
| − | :c) Clicking the '''See and Fix It''' button takes you back to the '''See Extra and Missing Tasks''' form so that you can '''review, add, or remove mappings'''.
| + | |
| − | | + | |
| − | ===Note===
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| − | | + | |
| − | 17) During an '''import and update''', OnePager can find '''extra''' tasks and '''no missing''' tasks. Or it can find '''missing''' tasks and '''no extra''' tasks.
| + | |
| − | | + | |
| − | :a) In these situations, the '''Warning message''' is still displayed and the option to click the '''See and fix it''' button is still available.
| + | |
| − | | + | |
| − | :b) However, there is no way to fix anything because one of grids in the '''See Extra and Missing Tasks''' form is empty.
| + | |
| − |
| + | |
| − | 18) When you view the '''See Extra and Missing Tasks''' form in such situations, it shows you the '''extra or missing''' tasks, but it does not instruct you to '''map''' anything. In this case, the form is for informational purposes only.
| + | |
| − | | + | |
| − | <center>[[File:X70-7_12_1-70-(9)-08232019.png]]</center>
| + | |
| − | <center>X70-7_12_1-70-(9)-08232019.png</center>
| + | |
| − | | + | |
| − | ==Related Links==
| + | |
| − | | + | |
| − | [[Basic Workflows for Version 7.0 (Portal) | Basic Workflows (Portal)]] 7.0.1-70
| + | |
| − | | + | |
| − | [[Advanced Tab for OnePager Express for Version 7.0 | Advanced Tab for OnePager Express]] 21.14.1-70
| + | |
| − | | + | |
| − | [[Template Only Features for Version 7.0 (OnePager Express) | Template Only Features-OnePager Express]] 24.2.1-70
| + | |
| − | | + | |
| − | ===OnePager Blog Posts===
| + | |
| − | | + | |
| − | [https://www.onepager.com/community/blog/whats-a-unique-id-and-why-should-i-care/ What’s a Unique ID and Why Should I Care?]
| + | |
| − | | + | |
| − | [https://www.onepager.com/community/blog/unique-ids-in-microsoft-project/ Unique IDs in Microsoft Project]
| + | |
| − | | + | |
| − | [https://www.onepager.com/community/blog/unique-ids-in-project-online-and-project-server/ Unique IDs in Project Online and Project Server]
| + | |
| − | | + | |
| − | [https://www.onepager.com/community/blog/unique-ids-in-excel/ Unique IDs in Excel]
| + | |
| − | | + | |
| − | | + | |
| − | (7.12.1-70)
| + | |
| | | | |
| | [[Category:Version 7.0]] | | [[Category:Version 7.0]] |
| − | [[Category:Basic Workflows]] | + | [[Category:Charts]] |
| | + | [[Category:Conditional Formatting]] |
| | [[Category:Templates]] | | [[Category:Templates]] |
| | [[Category:Chart Properties Form]] | | [[Category:Chart Properties Form]] |
| − | [[Category:Charts]]
| |
| | [[Category:Editing the Chart]] | | [[Category:Editing the Chart]] |
| | [[Category:Task/Milestone Editing]] | | [[Category:Task/Milestone Editing]] |
| − | [[Category:OnePager Express]] | + | [[Category:Labels]] |
| | + | [[Category:Color Palettes]] |
| | + | [[Category:Row/Swimlane Borders]] |
| | + | [[Category:Mavericks]] |
| | + | [[Category:OnePager Pro]] |
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