When you transfer your schedule to others, you should provide your team members with both an XER and Project Layout Files (PLF). This way, when they import their schedule, they will have the same screen layouts as you. Let’s take a look at this this.
In training groups of students, it’s not uncommon for one of them to miss some of the training or incorrectly enter data. In this case, they need a way to catch up with the correct data in the following chapter and have the current lesson schedule and the proper screen layout.
The screen setup is stored in a PLF and the schedules are saved in either XER or XML files. The advantage of XML files is that you can include a baseline in the schedule. You also can export the schedule and PLF files in a single Zip file.
The XER file is the most common and accepted means of transferring files between organizations. It also is the most stable. Provide an XER and PLF file, so your team members or other stakeholders have the appropriate schedule and the same screen setup as you have.
This quick tip article demonstrates how to transfer (export/import) XER and Project Layout files between two P6 Professional databases so that you and your recipient have the same schedule data and screen layout.
We have our demonstration schedule in Figure 1, which includes our preferred layout.
Figure 1
We want to transfer the schedule and layout to another database and user. We begin by first saving the screen layout. We choose Layout | Layout | Save As …
Figure 2
We named the layout Company Preferred Layout, Figure 3, and saved it to make it available to a project.
Figure 3
We choose File | Export to export the schedule as an XER file. We toggle the Primavera PM – (XER) export format and choose release 15.2, Figure 4.
Figure 4
I chose an earlier version of P6 Professional in case my recipient has an older software version. We then click next and OK to the popup dialog box. We choose the project export type and click next, Figure 5.
Figure 5
With our Pipe Repairs project selected, we click next, Figure 6.
Figure 6
We then click the ellipse and navigate to our Data Transfer Folder, Figure 7.
Figure 7
We click Finish to conclude the XER file export, Figure 7.
We export the PLF by first choosing Layout | Layout | Open, Figure 8.
Figure 8
Under the Project—Pipe Repairs banner, we select the Company Preferred Layout and click the export button, Figure 9.
Figure 9
We then export it to the Data Transfer Folder, Figure 10.
Figure 10
We then click cancel to exit the Open Layout dialog box and conclude our XER and PLF file export. We inspect the files in our Data Transfer Folder, Figure 11.
Figure 11
We then log in to our recipient’s P6 Professional database and begin the import process. We choose File | Import, toggle Primavera (XER) in the Import dialog box, and click Next, Figure 12.
Figure 12
We go with the default Project Import Type, Figure 13.
Figure 13
We click the ellipse in Figure 14.
Figure 14
We navigate to our Data Transfer Folder and select the Pipe Repairs.xer file, Figure 15.
Figure 15
We click next. Then, we click the ellipse to select the node into which we want to import the Pipe Repairs project, Figure 16.
Figure 16
Click next in the Import dialog, Figure 16. Then click next again in the Update Projects Options dialog box; we went with the default settings in the dialog box. Finally, we concluded the import by clicking finish. Our Pipe Repairs project was imported to the DEMO node, Figure 17.
Figure 17
We then right-click on the Pipe Repairs project to open and view it in the activities tab, Figure 17. Our schedule appears in Figure 18; the current layout is Classic Schedule Layout.
Figure 18
Now we import our preferred layout by first selecting the Layout | Layout | Open, Figure 19.
Figure 19
In the popup dialog box, we say no to saving. In the Open Layout dialog box, we click Import, Figure 20.
Figure 20
We do not have to navigate to the Data Transfer Folder; it automatically locates the proper folder, so we select the Company Preferred Layout PLF and click Open, Figure 21.
Figure 21
In the Import Layout As dialog box and from the dropdown menu we select to make it available to Project, Figure 22.
Figure 22
Then, with the Company Preferred Layout Project – Pipe Repairs PLF project layout selected, we click open to activate the layout for our Pipe Repairs schedule, Figure 23.
Figure 23
Our schedule, including our Preferred Company Layout, appears in Figure 24.
Figure 24
It looks like a match. The last finishing touch is to turn on the timestamp in user preferences.
Figure 25
In the User Preferences dialog box, we choose Dates, toggle on the 12-hour AM/PM timestamp, Figure 26, and click Close.
Figure 26
Our recipient’s schedule and screen layout, Figure 27, completely match our original in Figure 1.
Figure 27
For a primer on personalizing the font and colors of your schedule, like our demonstration, refer to the blog Change the Font and Color of Your Primavera P6 Schedule.
Summary
You should always transfer both XER and Project Layout Files.
PLF files and the ability to transfer them to other user databases are more than useful; they’re huge! PLF files allow you to share column listings, group and sort groupings, filters with matching criteria, bar definitions, and font and colors. This promotes conformity and makes collaboration much more efficient. It also allows your organization to have a set screen layout familiar to all team members.