Project copy

Use this function to copy the structure of one project to a different project.

You can create a new project or you can update an existing project from a source project.

You can replicate the whole project structure or parts of the structure in the destination project.

You can replicate all data or specific elements of the source project data in the destination project, and control how that data is initialized. You can change budget and task codes, append prefixes and suffixes to budget and task codes, change descriptions, retain assignments and predecessor links, and so on. You have complete control over the source data to copy and initialization of the destination data.

The source project used as the basis of a new project is referenced in the destination project.

Your source project can be any of the following types of project:

  • Project management

  • Project management template projects

    Template projects have the Template checkbox in the General section selected. This indicates they can be used as a model for creating new projects.
  • Combined Customer relation (CRM) / Project management
The standard Sage X3 duplication or copy functionality has been disabled for projects. To duplicate projects you can either use this dedicated function or the Project copy action directly from a project.

Prerequisites

See also Refer to documentation Implementation

Screen management

The Project copy function is structured as follows:

  • Home. Use this section to define the source project code and destination project code details.
  • Criteria. Use this section to define which elements in the outline structure of the source project to copy to the destination project code.
  • Tasks and Budgets. Use these sections to select or deselect individual task and budget lines to copy to the destination project code. The tables in these sections are populated from the structure of the source project.
  • Additional criteria. This section displays very specific options that you can use to control data that can be copied to the destination project code.

Home

Use this section to define the source project and the destination project code details. You can copy project details from one project code to an existing project code, or to a new project code.

Source

Project (field OPPNUM)

The parent or source project code, or template project code to duplicate.

The code of the current parent project or template project code, if you accessed this function directly from the project using the Project copy action.

To create a new project using a template as a model, the Template checkbox on the source project in the General section needs to be selected.

Tips for copying template projects:

  • When selecting the source project code, you can filter for template projects by setting the Template filter in the Selection window to Yes.
  • If you are in the Project management function (GESPJM), you can select Project templates in the Selection panel to list all Template projects.
Sales site (field SALFCY)
The sales site from which the source project is managed.
Currency (field CUR)
The currency associated with the displayed sales site (Sales site field).

Destination

Existing project (field CRMFLG)
Copy the structure of the source project or template project into a current project.
Destination project (field CRMOPP)

The project to copy the structure of the source project or template project (Project field) into.

This field is only available if the Existing project checkbox (CRMFLG) is selected.
New project (field DESTAFF)

The destination project code. Enter a project number or code, or leave blank to generate the next number on file.

The destination project code is generated automatically using the PJM—Project management sequence code if you leave this field blank.
Description (field DESDES)
The description from the source project code. You can enter a different description for the new project.

Tab Criteria

Use this section to control the elements of the outline project structure to copy from the source project to the destination project.

Key elements of the source project are used as the basis for the destination project. These include the sales and operational sites, and the currency. You can change the sales and operating sites after you create the new project. You cannot change the currency. You need to ensure, therefore, that the default values are correct for the new project before you confirm the project copy.

Each checkbox in this section is associated with a level in the structure of the source project. The suggested value, selected or clear for each checkbox, is predetermined for you. You can clear or select each checkbox as needed.

The help for selected fields in this section prompts you to think about the effect of selecting the option on the destination project. For example, whether task operation due dates should be copied from the source to the destination project or whether the value in the destination project should be blank.

The tables in the Tasks and Budgets sections are populated from the task and budget levels in the source project. Use those sections to individually select or deselect lines in the structures to copy to the destination project.

Use the "All" checkboxes in the Tasks and Budgets blocks to select or deselect all task and budget lines in the Tasks and Budgets sections.

Destination

Sales site (field TSALFCY)
Do you want to manage the destination project from the same sales site as the source project?
Operating site (field TOPEDEFFCY)

Do you want the operational site for the destination project to be at the same operational site as the source project?

This site needs to be defined on the same company as the Sales site (field Sales site).

This site is used as the default value when creating a new task for the project.
Clear person responsible (field RPBAUSCLE)
Currency (field TCUR)

The currency associated with the sales site (Sales site field) is displayed for the destination project. It cannot be changed after the project is created. Do you want to manage project costs in the destination project in a different currency?

This field provides the default currency for the financial overviews.
Rate type (field CHGTYP)

The exchange rate type to apply to all project charges in the destination project. This can be a daily, current or spot exchange rate, an average exchange rate, or a monthly exchange rate.

The values are defined in the 202 local menu. Do not amend or delete the values in this menu.
Date (field DATECUR)

The reference date for any currency conversions.

This field is used with the Rate type field (CHGTYP).

Dates

Duration option (field DURCOPOPT)

Do you want to copy the duration of the source project, and the duration of each task and operation in the source project to the destination project?

The Duration fields are used with the site calendar and, for operational tasks, the weekly structure assigned to a resource to automatically calculate start and end dates. Select from the following options:

  • Clear duration: to clear all Duration fields in the destination project.
  • Copy from the source project: to copy all Duration field values from the source project to the destination project.
  • Copy from the task category: to set the duration of each task and operation in the destination project to the default duration for the assigned task category.
    See also Task category function (GESCTA)
Clear task dates (field TACDAT)
Do you want the task operation start/end dates to be blank? The value of the Start date / End date fields (TASSTARTDT / TASENDDT) at each level of the operational structure, the task structure.
Clear due dates (field TACDUEDAT)
Do you want the project and task operation due dates to be blank? The value of the Due date field (DUEDAT) for the project and at each level of the task structure.
Clear product requirement dates (field TASPRDAT)
Do you want the required dates for the material requirement tasks to be blank? The value of the Requirement date field (REQDAT) of each material requirement line in the Products section of the task structure.
Clear operation dates (field TASOPDAT)
Do you want the dates associated with task operations, the labor tasks to be blank? The value of the Actual start /end date fields (OPESTARTDT / OPEENDDT) of each labor task line in the Operations section of the task structure.
Clear assignment dates (field TASASSDAT)
Do you want the dates associated with resources, the employees assigned to labor tasks to be blank? The value of the Start / End date fields (OPESTR / OPEEND) of each labor task line in the Operations section of the task structure.

Tasks

All tasks (field TACALL)

Indicates if the complete operational task structure is copied from the source project to the destination project.

With this checkbox selected, all task lines in the table in the Tasks section are selected. Clear individual checkboxes to deselect the lines not to copy.

Budgets linked to tasks that you've selected to copy to the destination project are copied automatically. Parent tasks and budgets are also copied.
All operation lines (field TASOPL)

This checkbox is selected automatically if the All tasks checkbox (TACALL) is selected. Leave this checkbox selected to copy all task operations, the labor tasks from the source project to the destination project. If you do not want to copy labor tasks to the destination project, clear this checkbox.

With this checkbox selected, all task operation lines in the table in the Tasks section are selected. Clear individual checkboxes to deselect the lines not to copy.
All product lines (field TASPRL)

This checkbox is selected automatically if the All tasks checkbox (TACALL) is selected. Leave this checkbox selected to copy all material requirements tasks from the source project to the destination project. If you do not want to copy material requirements tasks to the destination project, clear this checkbox.

With this checkbox selected, all material requirement task lines in the task structure are selected. Clear individual checkboxes to deselect the lines not to copy.
All assignment lines (field TASASSL)

Indicates if all employee lines assigned to task operations, the labor tasks are copied from the source project to the destination project.

With this checkbox selected, all employee lines assigned to task operations in the task structure are selected. Clear individual checkboxes to deselect the lines not to copy.

Budgets

All budgets (field BUDALL)

Indicates if the complete budget structure, the cost structure is copied from the source project to the destination project.

With this checkbox selected, all budget lines in the table in the Budgets section are selected. Clear individual checkboxes to deselect the lines not to copy.

Budgets linked to tasks that you've selected to copy to the destination project are copied automatically. Parent tasks and budgets are also copied. Tasks linked to budgets that you've selected are not copied automatically.
All budget lines (field BLIGNES)

This checkbox is selected automatically if the All budgets checkbox (BUDALL) is selected. Leave this checkbox selected to copy all expense forecasts for all chargeable budget codes from the source project to the destination project. If you do not want to copy expense forecasts to the destination project, clear this checkbox.

With this checkbox selected, all expense forecasts for all chargeable budget codes in the table in the Budgets section are selected. Clear individual checkboxes to deselect the lines not to copy.

Descriptions

Project description (field AFFDESC)
Do you want to duplicate the description supporting the source project for the destination project? The value of the free-format Description field (OPPDESTEX) in the General section.
Project comment (field AFFCOM)
Do you want to duplicate the comments supporting the source project for the destination project? The value of the free-format Comment field (OPPCOMTEX) in the General section.

Tab Tasks

This section is populated with the operational structure, the task structure for the source project. The selection criteria you defined in the Criteria section determines which lines in the table are selected.

Use this table to select or deselect individual lines in the task structure to copy to the destination project. You can adapt the source task codes and descriptions for the destination project, and even change the site from the default values.

Budgets linked to tasks that you've selected to copy to the destination project are copied automatically. Parent tasks and budgets are also copied.

Grid

Select (field SELTAC)
Indicates if the line is selected.
Task code (field TASCOD)
The specific task operation code from the task structure of the source project to duplicate in the destination project. Each task code corresponds with an operational phase of a project.
Task description (field TASDES)
The description of the task operation.
Parent code (field TASPAE)
The top or parent level code in the task structure of the parent or source project. The parent level is used to group tasks together.
Destination code (field TASNCOD)
The task code from the task structure of the source project to duplicate in the destination project. You can enter a different task code.
Task description (field TASNDES)
The description from the task structure of the source project to duplicate in the destination project. You can enter a different description.
Site (field TASFCY)
The site defined as the operating site (Operating site field) for the destination project but can be amended.
Linked budget (field TASPBU)
The chargeable budget code linked to the task. Budget codes enable consolidation of expenses coming from the tasks on the project budget, the cost structure.

Tab Budgets

This section is populated with the budget structure, the cost structure for the source project. The selection criteria you defined in the Criteria section determines which lines in the table are selected.

Use this table to select or deselect individual lines in the cost structure to copy to the destination project. You can adapt the source budget codes and descriptions for the destination project, and even change the site from the default values.

Budgets linked to tasks that you've selected to copy to the destination project are copied automatically. Parent tasks and budgets are also copied. Tasks linked to budgets that you select here are not copied automatically.

Grid

Select (field SELBUD)
Indicates if the line is selected.
Budget code (field PBUCOD)
The specific budget code from the budget structure, the cost structure of the source project to duplicate in the destination project. Each budget code represents a financial phase of a project.
Description (field PBUDES)
The description of the budget code.
Parent code (field PBUPAE)
The top or parent level code in the budget structure of the parent or source project. The parent level is used to group and consolidate any sublevels.
Destination code (field DESTCOD)
The budget code from the budget structure of the source project to duplicate in the destination project. You can enter a different budget code.
Description (field DESTDES)
The description from the budget structure of the source project to duplicate in the destination project. You can enter a different description.
Site (field PBUFCY)
The financial site associated with the defined operating site (Operating site field) for the destination project but can be amended.

Tab Additional criteria

This section displays additional options for controlling specific data to copy from the source project to the destination project.

Each checkbox is associated with a specific field in the source project. The suggested value, selected or clear for each checkbox is predetermined for you. All "descriptions", for example, are selected. You can clear or select each checkbox, as needed.

The help for each field in this section prompts you to think about the effect of selecting the option on the destination project. For example, whether task dependencies should be copied from the source to the destination project.

You can also use this section to adapt the source task and budget codes for the destination project by applying a prefix and/or a suffix to the default codes.

The selected action on the associated field is only activated for each line selected in the Tasks or Budgets section.

Tasks

Task code prefix / Task code suffix (field TPREFIX / TSUFFIX)

The task code prefix/suffix to apply to the selected destination task operation codes (task table Destination code field).

You need to select the Apply action to apply the defined task code prefix/suffix to the destination task operation codes. The Destination code field displays the new value.

The sequence number Assignment function (GESTCA) defines the sequence number which is used for task codes. If the TSK—Task code sequence code is not set up to permit manual entries, the task code prefix/suffix is not copied to the destination task operation codes.
Clear task predecessor links (field TACLNK)
Do you want to clear the task predecessor links, the task dependencies? Each line in the Task planning > Predecessors section.
Clear ope. predecessor links (field TASOPLNK)
Do you want to clear the task operation predecessor links, the task operation dependencies? Each line in the Predecessors section in the Operation detail entry screen, available from the "link" icon in the Assign column of a task operation.
All task descriptions (field TACDES)
Do you want to duplicate the extended task descriptions? The value of the free-format Description field (DESTEX) available from the Edit icon at each level of the operational structure, the task structure.
All task comments (field TACCOM)
Do you want to duplicate the comments attached to the tasks? The value of the free-format Comment field (COMTEX) available from the Edit icon at each level of the task structure.
All operation descriptions (field TASOPDES)
Do you want to duplicate the extended labor task operation descriptions? The value of the free-format Description field (DESTEX) available from the Edit icon in the Desc column of each labor task line in the Operations section.
All operation comments (field TASOPCOM)
Do you want to duplicate the comments attached to the labor task operations? The value of the free-format Comment field (COMTEX) available from the Edit icon in the Desc column of each labor task line in the Operations section.
All product descriptions (field TASPRDES)
Do you want to duplicate the extended material requirement task descriptions? The value of the free-format Description field (DESTEX) available from the Edit icon in the Desc column of each material requirement task line in the Products section.
All product comments (field TASPRCOM)
Do you want to duplicate the comments attached to the material requirement tasks? The value of the free-format Comment field (COMTEX) available from the Edit icon in the Desc column of each material requirement task line in the Products section.
All assignment descriptions (field TASASSDES)
Do you want to duplicate the extended descriptions for the individual employees assigned to labor task operations? The value of the free-format Description field (DESTEX) available from the Edit icon in the Desc column of each assigned employee.
All assignment comments (field TASASSCOM)
Do you want to duplicate the comments attached to the individual employees assigned to labor task operations? The value of the free-format Comment field (COMTEX) available from the Edit icon in the Desc column of each assigned employee.

Budgets

Budget code prefix / Budget code suffix (field PBPREFIX / PBSUFFIX)

The budget code prefix/suffix to apply to the selected destination budget codes (budget table Destination code field).

You need to select the Apply action to apply the defined budget code prefix/suffix to the destination budget codes. The Destination code field displays the new value.

The sequence number Assignment function (GESTCA) defines the sequence number which is used for budget codes. If the BDG—Budget code sequence code is not set up to permit manual entries, the budget code prefix/suffix is not copied to the destination budget codes.
All budget descriptions (field BUDDES)
Do you want to duplicate the extended budget code descriptions? The value of the free-format Description field (DESTEX) available from the Edit icon at each level of the Cost structure.
All budget comments (field BUDCOM)
Do you want to duplicate the comments attached to the budget codes? The value of the free-format Comment (COMTEX) field available from the Edit icon at each level of the Cost structure.

Budget lines

All budget line descriptions (field BUDLDES)
Do you want to duplicate the extended budget line descriptions? The value of the free-format Description field (DESTEX) available from the Edit icon of each expense forecast line in the Budget lines section of the Cost structure.
All budget line comments (field BUDLCOM)
Do you want to duplicate the comments associated with each budget line? The value of the free-format Comment field (COMTEX) available from the Edit icon of each expense forecast line in the Budget lines section of the Cost structure.

Specific actions

OK

Select the OK action to copy all selected data from the defined source project to the destination project. The destination project code is generated automatically using the PJM sequence code if the New project field (DESTAFF) in the home section is blank.

Error messages

In addition to the generic error messages, the following messages can appear during the entry:

Creation of a "Project" analytical dimension

Do you want to create an analytical project dimension code for the new destination project? Select Yes or No.

Tables used

See also Refer to documentation Implementation