remove completed projects from Resource Availability RRS feed

  • Question

  • In the Resource Availability view, completed projects with zero remaining hours and set with "Close Tasks to Updates" still show up. This clutters the view unnecessarily.

    If this behavior is as expected, this sure seems like poor design.

    Responses to like posts indicate I should delete the completed projects. Again, that seems like a poor solution and suboptimal design. However, if that is the only recourse, will the actuals for that project remain in the database if I delete the project schedule?

    Thanks in advance.

    Monday, January 13, 2014 4:56 AM

All replies

  • You can try What is available in below mentioned link

    Need not to delete project until unless you don't want data of that project once you delete it all the actual will go away.

    Below mentioned lines are part of the link 

    The tasks become closed when the project manager clicks Publish. What effects does this produce for the resources?

    • The tasks are no longer visible in My Tasks
    • The tasks remain in any existing timesheets
    • The tasks are not available in new timesheets
    • The tasks remain in the Resource Assignment view

    If the project manager changes Publish to No for a task that was previously published, the following changes occur.

    • The tasks are no longer visible in My Tasks
    • The tasks are no longer visible in any existing timesheets
    • The tasks are not available in new timesheets
    • The tasks are no longer visible in the Resource Assignment view


    • Edited by Kirteshtiw Monday, January 13, 2014 5:07 AM
    • Proposed as answer by Kirteshtiw Monday, January 13, 2014 5:07 AM
    Monday, January 13, 2014 5:04 AM
  • Thanks for the response.

    Yes, I did both Close Tasks to Updates and unpublish. That takes them out of the Resource Assignment view but NOT the Resource Availability View. Is there a trick to removing them from this Availability view too?

    Monday, January 13, 2014 1:46 PM
  • Unfortunately you can not remove from Resource Availability view. this apply only to Resource assignment view :( .

    This is by design so that resource manager can see the Availability of resource for a specific time period .

    Data comes from DB and when you select specific time period it query to DB and give us result, for a same period resource is assign to many projects in which you can not hide data for project as it select data for a specific period rather than project.


    • Edited by Kirteshtiw Monday, January 13, 2014 1:53 PM
    Monday, January 13, 2014 1:48 PM
  • Wow. 

    But if it is by design, and if my time period is a week out into the future, what possible reason would there be to have to wade through projects that completed a year ago.

    Monday, January 13, 2014 1:58 PM
  • Hi wsg2,

    As mentionned in the MPUG link provided by Kirteshtiw, a best practice would be to set task at "no" value for the "publish" field then to publish the project.

    Another solution would be to archive regularly closed projects. Here is a proposal to archive closed projects without deleting them, so you can include them in the reporting.

    You can create a dedicated group and category.

    First, create the security and the group:

    • create a security group for non-admin users
    • create an archive security category, associated with the new non-admin group. Refuse all the cross autorizations between the group and the category. In the "projects" section, check the box "only designated projects" (or however it is named in your langage), and do not check any box after.

    Now the archive process must be as followed:

    • unpublished all project tasks, inserting the "publish" column
    • in PWA, close to update all project tasks to prevent users to update task progress on archived projects
    • add the project to the archive category

    The project is archived (unpublished and closed to any updates) but still in the databases, accessible in the reporting. At any time and for any reasons, administrators can "restore" the project by removing it from the archive category.

    Then you can put in place on a regular basis the usual process of physically deleting the archived projects once you're sure that they won't need to be accessed anymore and data are not needed anymore in the reporting. They still will be accessible by the Archived native DB.

    Hope this helps.

    Guillaume Rouyre - MBA, MCP, MCTS

    Monday, January 13, 2014 2:01 PM
  • Resource availability view is for resource manager in which it will show all the assigned task whether they got completed or not. Resource manager can check whether resource is Under Allocated or Over Allocated via this view. If tasks finish date falls on that period it will come in the view irrespective of completion.  


    Monday, January 13, 2014 2:08 PM
  • Can we create a view in which we filter all Completed projects in Resource availability?
    Tuesday, December 23, 2014 9:26 PM
  • Hi Project Help,

    Unfortunately the resource availability page views cannot be customized.

    But completed projects should not have any remaining work anymore thus should not impact the current resource availability.

    Please refer to this article which might help you about different methods to hide assignments.

    Hope this helps,

    Guillaume Rouyre, MBA, MVP, P-Seller |

    Wednesday, December 24, 2014 3:26 AM