Exporting/Syncing Tasks back to MS Project via Plugin

Exporting/Syncing Tasks back to MS Project via Plugin

 

When tasks have been updated or completed in the App or C4, you may want to collect that data and sync it back to your original MS Project File.  The C4 Plugin in MS Project supports syncing from C4 → MS Project in a similar way as when you imported tasks into C4.

 

The first time you want to export or sync data from C4 back into MS Project, you’ll need to set up the Field Mappings similar to the import task field mappings.

 

1. Click on the “C4” menu option in MS Project
2. Click on the “Settings” button
3. Click on the left navigation tab option for “Field Mapping”
4. Along the top navigation, click on the tab option for “C4 > MS Project”

 

When you want to pull data from C4 into your MS Project file, please note that some fields in C4 do not exist in a standard MS Project file. You’ll need to insert Custom Fields and Rename them in MS Project so they match the fields in C4.

 

You may not want to export or sync all data fields from C4. Below is a list of all the available fields and some tips for when you might want or not want to sync.

 

Available Fields for Export / Sync from C4 to MS Project:

 

Task Name

 

This is the name of the task that came from MS Project which you imported into C4. If you feel that your admin users on the construction site might need to edit the Task Name from the App/C4 and then have the edited Task Name overwrite/update the Task Name in MS Project, then choose this field to be mapped.  

 

If you want MS Project to be the “source of truth” for this field, then do not map the Task Name for C4 to be synced back to MS Project.

Task Status

 

This is the field from C4 that is updated whenever a worker, foreman, project manager, etc changes the Status. For example, from “Assigned” to “In Progress” or “In Progress” to “Done.”

 

When you map this field, the most recent or current Task Status is synced back to MS Project. This should be inserted as a custom text field in MS Project.

Updated

This field contains the date/timestamp for when the Task was last updated in C4 or the app.

 

This should be inserted as a custom date field in MS Project.

Updated by

This field contains the name of the user who last updated the task in C4 or the app.

 

This should be inserted as a custom text field in MS Project.

Done

This field contains the date/timestamp for when the Task Status was last set to “Done” status in C4 or the app.

 

This should be inserted as a custom date field in MS Project.

Done by

This field contains the Name of the user who last set the Task Status to Done in C4 or the app.

This should be inserted as a custom text field in MS Project.

Verified

This field contains the date/timestamp for when the Task Status was last set to “Verified” status in C4 or the app.

 

This should be inserted as a custom date field in MS Project.

Verified by

This field contains the Name of the user who last set the Task Status to Verified in C4 or the app.

 

This should be inserted as a custom text field in MS Project.

Approved

This field contains the date/timestamp for when the Task Status was last set to “Approved” status in C4 or the app.

 

This should be inserted as a custom date field in MS Project.

Approved by

This field contains the Name of the user who last set the Task Status to Approved in C4 or the app.

 

This should be inserted as a custom text field in MS Project.

Actual Start

 

Admin users have the ability to enter a value in the Actual Start Date field in C4 or the app. If you want to export and sync this value into your MS Project file, you’ll need to map this.

 

There are a couple of options for what type of field you want to use in MS Project. 

• If you choose to map this to the MS Project “Actual Start”, be aware that your Start field in MSP will be updated as well based on MSP logic.
• If you want to see what the C4 Admin user entered into the C4/App Actual Start Date but not affect any changes to other MS Project fields, then you can map this to a custom date field and rename it something like “C4 Actual Start Date”. This allows you to analyze what users entered into C4 before changing anything to the schedule in MS Project.  

Actual Finish

 

Similar to Actual Start, Admin users have the ability to enter a value in the Actual Finished Date field in C4 or the App. If you want to export and sync this value into your MS Project file, you’ll need to map this.

 

There are a couple of options for what type of field you want to use in MS Project: 

• If you choose to map this to the MS Project “Actual Finish”, be aware that your Finish field in MSP will be updated as well based on MSP logic.
• If you want to see what the C4 Admin user entered into the C4/App Actual Finish Date but not affect any changes to other MS Project fields, then you can map this to a custom date field and rename it something like “C4 Actual Finish Date”. This allows you to analyze what users entered into C4 before changing anything to the schedule in MS Project. 

Start Date

 

This is the Start Date of the task that came from MS Project which you imported into C4. If you feel that your admin users on the construction site might need to edit the Start Date from the App/C4 and then have the edited Start Date overwrite/update the Start Date in MS Project, then choose this field to be mapped.  

 

If you want MS Project to be the “source of truth” for this field, then do not map the Task Name for C4 to be synced back to MS Project.

Due Date

This is the Due Date (in MPS, called Finish date) of the task that came from MS Project which you imported into C4. If you feel that your admin users on the construction site might need to edit the Due Date from the App/C4 and then have the edited Due Date overwrite/update the Finish Date in MS Project, then choose this field to be mapped.  

 

If you want MS Project to be the “source of truth” for this field, then do not map the Task Name for C4 to be synced back to MS Project.

Subcontractor

In some cases, your onsite Admin users may need to make updates or changes to the previously set Subcontractor for certain tasks.  You might want to export those changes from C4 to MS Project.

 

If you created this column in MS Project as part of the Import process, and you want to fetch any changes to the Subcontractor field made in the App or C4, you can map this field for the Export / Sync from C4 → MSP.

 

If you do not have this column already in your MS Project file and manually set the Subcontractor values in C4 or the App, and you want to now store/track this field in your MS Project File, create a new custom text field column and rename it Subcontractor. 

Assignees

In some cases, your onsite Admin users may need to make updates or changes to the previously set Assignees for certain tasks.  You might want to export those changes from C4 to MS Project.

 

If you created this column in MS Project as part of the Import process, and you want to fetch any changes to the Assignees field made in the App or C4, you can map this field for the Export / Sync from C4 → MSP.

 

If you do not have this column already in your MS Project file and instead manually Assigned Workers in C4 or the App, and now you want to store/track the C4 Task Assignees in your MS Project File, create a new custom text field column and rename it Assignees. 

Location

In some cases, your onsite Admin users may need to make updates or changes to the previously set Location (eg more specific location details) for certain tasks.  You might want to export those changes from C4 to MS Project.

 

If you created this column in MS Project as part of the Import process, and you want to fetch any changes to the Location field made in the App or C4, you can map this field for the Export / Sync from C4 → MSP.

 

If you do not have this column already in your MS Project file and instead manually set Location in C4 or the App, and now you want to store/track the Location in your MS Project File, create a new custom text field column and rename it Location. 

Description

In some cases, your onsite Admin users may need to enter detailed Descriptions or make updates or changes to the previously set Description field (eg add more details) for certain tasks.  You might want to export those changes from C4 to MS Project.

 

If you created this column in MS Project as part of the Import process, and you want to fetch any changes to the Description field made in the App or C4, you can map this field for the Export / Sync from C4 → MSP.

 

If you do not have this column already in your MS Project file and instead manually entered Description info in C4 or the App, and now you want to store/track the Description in your MS Project File, create a new custom text field column and rename it Description. 

Task Type

If you use this field, it’s a custom tag field that allows you to create any kind of tag to track tasks or groups of tasks with the same tag.  

 

If you created this column in MS Project as part of the Import process, and you want to fetch any changes to the Task Type field made in the App or C4, you can map this field for the Export / Sync from C4 → MSP.

 

If you do not have this column already in your MS Project file and instead manually entered the Task Type tag in C4 or the App, and now you want to store/track the Task Type in your MS Project File, create a new custom text field column and rename it Task Type.

Is Archived

In C4, once you have completed tasks with dates in the past and you no longer need to manage those tasks, you can manually mark them as archived in the C4 Edit Task view. 

 

If you want to know those tasks which were archived in C4 and map that information back to your MS Project file, create a custom flag column and rename it “Is Archived”.

 

Make sure you have inserted these custom MSP columns so you can view them in your MS Project file after you have run the Export / Sync from C4 → MS Project.

 

When you are finished with the field mappings in C4 Plugin, click Save to keep these field mappings for future C4 → MSP syncs. You can always go back to Settings to Edit any field mappings or add any mappings you previously skipped.

Starting Sync

 

Now you are ready to run a sync to allow the C4 Plugin to export updated task info from C4 back to MS Project.  Click on the button labeled “Sync”.

 

Make sure you’re on the second tab in the left navigation called C4 > MS Project.  You’ll see the popup screen start loading and then display a preview of tasks (and details) which will be updated in MS Project from C4. In parentheses on that tab, you’ll see a number that shows the number of task rows that have changed from C4 that will update MS Project. 

 

Sometimes if you don’t immediately see a preview list of tasks that have changed, click on the “Get changes” button to allow the Plugin to refresh and get information from C4.

 

In the preview screen, you can view highlighted rows or fields for Tasks which were previously synced and have updates to certain fields since the last sync from C4. You can use the toggle controls to show more information such as the Unique ID field or to show only the fields which have changed.

 

When you are ready for the Plugin to export from C4 and update MS Project fields, click on the blue “Apply” button.  You’ll see a progress bar at the top to show you the status (if you have many tasks that you’re exporting from C4 back into MS Project).

 

When the sync has completed and tasks have been updated in MS Project, you will see a message at the top of the screen that says “Sync Completed.”

 

Now, take a look at your MS Project file. You’ll see any of your mapped fields that had changes in C4 are now updated with the latest data from C4.  You can choose to review and update your schedule as necessary using the information from C4.