Publishing new and changed assignments

As the project progresses, you may need to make assignment changes. You can update resources about new and changed assignments by choosing CollaborateOPublishONew and Changed Assignments. Project displays the Publish New and Changed Assignments dialog box, as shown in Figure 16-13.

If you select only one task in the project, Project shows (by default) that everyone in the project will receive an e-mail assignment update. You can limit the e-mail update by selecting tasks prior to opening the dialog box; in this case, Project only shows resources that are assigned to the selected tasks.

Note The All Information command sends out messages to all resources about assignments—without showing the workgroup manager who will receive messages. If you want more control, use the Publish New and Changed Assignments dialog box and choose Entire project in the Publish new and changed assignments for drop-down list.

Figure 16-13: In this dialog box, you can see who will receive an e-mail message.

Project lists the task(s) to which the resource is assigned in a table below your message, indicating the following:

♦ The amount of time that you expect the resource to work on the task

♦ The task start and finish dates

♦ Any comments that you entered in the Comments column of the Gantt table

You can choose to view the information either by resource or by task by clicking the appropriate option button toward the bottom of the dialog box.

Project automatically generates a message that asks the recipient to indicate his or her acceptance of the assignment. To view or change the message that each resource receives, click the Edit message text button to display the Edit message text dialog box, as shown in Figure 16-14.

Figure 16-14: In this dialog box, you can change the message that resources receive, along with their assignments.

Tip You can modify the information in this table, as explained in the section

\ Customizing Your Workgroup, later in this chapter.

When the information is correct in the Publish New and Changed Assignments dialog box, click the OK button to send the message. Project indicates that it will save your project after sending e-mail messages. After generating the messages, Project places indicator icons next to the tasks that are included in the message, just like the indicator icons that you saw in Figure 16-10. Project also places messages that you need to send in the outbox of your e-mail application.

Team members receive an e-mail that contains an attachment with the .MTM extension. When the team member opens the attachment, he or she sees the Publish New and Changed Assignments reply dialog box, as shown in Figure 16-15. To accept an assignment received through e-mail, the team member keeps the Yes in the Accept? column. To decline the assignment, the recipient double-clicks in the Accept? column to change Yes to No, or the recipient can type N in the Accept? column. If appropriate, the recipient can enter a message and click Reply.

¿J Publish New and Changed Assignments

To: [email protected],net Date: NA

From: noyb2i3>earthlrfc.,net

5ub1ecl: Pubish New and Changed Assignments

Message:

Below are the latest schedile changes. Contact your project manager if there are any problems with the changes,

Project: "conference-1610-back1

Message:

Below are the latest schedile changes. Contact your project manager if there are any problems with the changes,

Project: "conference-1610-back1

1 Accept1

Task Name

| Work |

Start

lies

Determine budget

4,3b |

LLlil

>

Clcfclhe Reply buttcn and indicate any tasks that you cannot accept by changing the value in the Accept? column to rNoJ.

Clcfclhe Reply buttcn and indicate any tasks that you cannot accept by changing the value in the Accept? column to rNoJ.

Figure 16-15: Use this dialog box to respond to an assignment.

After the workgroup member sends a reply, the workgroup manager receives an e-mail with the .MTM extension. When the workgroup manager opens the attachment, a dialog box that contains an Update Project button appears (as shown previously in Figure 16-12). The workgroup manager can click this button to transfer the changes to the project schedule. If he does so, Project opens and applies the changes.

Project Management Made Easy

Project Management Made Easy

What you need to know about… Project Management Made Easy! Project management consists of more than just a large building project and can encompass small projects as well. No matter what the size of your project, you need to have some sort of project management. How you manage your project has everything to do with its outcome.

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