After planning your Project Server implementation you realize you have many resources or users you need to add. This can be a tedious nightmare if you need to do it one by one in Server Settings. Fortunately there is an easier less painful way to get that list of resources in to the Project environment. If you have a list of resources in a spreadsheet for instance, you can easily import them all at once. This method does have a few manual steps but will save you some time. You can also add Active Directory users using this method which I will show you as well. You must have the Microsoft Project Client installed to perform these steps.
- First, login to PWA as a user with Administrator permissions.
- On the Quick Launch Bar, click on the Resource Center link.
Click the Open button in the ribbon. This will open the Resource Center table in Microsoft Project Client.
A project window opens with a series of columns. You can hide and add columns to match the spreadsheet with your resource list. The screen shot below shows the default view that opens in the Project client.
If the resources you are adding are not users that will login to the system, you can simply paste the list of names from your spread sheet under the Resource Name column in Project. In my example I have a few Resources that will also login to the system. Screen shot A below shows my spreadsheet and column B shows the Project after I hid all the columns I did not need and added the ones I did. Make sure the order of the columns in the spreadsheet and Project match.
To hide a column in Excel, click on the column header, right click and choose Hide Column. To add a column, click on the Add New Column column and choose the field you want to add.
Now copy the fields from your spreadsheet (omitting the column headers) and paste in to your Project view. The screenshot below shows my project after pasting.
- Now Save your project and check in.
Open PWA and go to the Resource Center. You will now see your new Resources added. The users who have logins will show up in the Manage Users section in Server Settings as well.
To define a Timesheet Manager, Assignment Owner, RBS etc.. you will need to use the Bulk Edit tool. Select your new users, click the Bulk Edit button in the ribbon to open the Bulk Edit tool.
Add values to the available fields to update your selected users then click the Save button to complete.
- Lastly, your users with logons will need to have their security set. The easiest way is to add them to security groups but you can also set their security individually. To add your users to groups click on Server Settings in the Quick Launch Bar, then click on the Manage Groups link under the Security section. Select a group you want to add your users to.
On the Add or Edit Group page under the Users section, add your new users to the group. Under the Categories sections set the categories for the group if needed. Also set any Security settings if needed. Click the Save button to complete.
- You just saved yourself a week of manual work! Enjoy