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Project 2013 - Custom Project site template uses wrong task list RRS feed

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    Hello,

    in Project Online I created a custom project site with the usual steps:

    Steps:

    • Create an empty Project Site through „Create Subsite“ > Choose Project Site template
    • Make changes to the Project Site, inter alia I added an approval workflow for the document library. This approval workflow uses an own task list (Document approval tasks) for storing the approval tasks assigned by the workflow
    • Save site as template (with Include Content enabled)
    • Go to PWA Settings > EPT > Assign custom site template

    If I now create a new project, the Project Site is provisioned just fine – but instead of using the “Tasks” list to map it with the Project Schedule, Project uses the Document approval task list which is now locked down (“can only be edited via PWA”) and my workflows fail.

    Is there a possibility to tell Project which task list it should use to map the Project schedule with? I thought it would go by default to the “Tasks” list…

    Any other ideas what might go wrong?

    Thursday, April 24, 2014 3:07 PM

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    I was able to reproduce the issue. If I had to guess, it picks the first task list in alphabetical order (just a guess). Maybe try other permutations of the task list name, i.e. zzz_Workflow Task List?

    Andrew Lavinsky [MVP] Blog: http://azlav.umtblog.com Twitter: @alavinsky

    • Proposed as answer by Andrew Lavinsky Saturday, April 26, 2014 11:35 AM
    • Marked as answer by Gáski Monday, April 28, 2014 6:52 AM
    Saturday, April 26, 2014 11:22 AM

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    Gaski,

    Given that you have receieved no replies, I will take a shot at it.

    I am guessing that you are creating a "SharePoint Task List" project. With a project of this kind, you CANNOT edit it from the "Schedule" webpart or Project Professional, as it is not an enterprise project. I do not think the issue you are facing is caused by the Workflow you created.

    If I am completely off the mark, please provide us some screenshots/details and we will try to help.

    Prasanna Adavi,PMP,MCTS,MCITP,MCT http://thinkepm.blogspot.com

    Friday, April 25, 2014 2:40 PM
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    Hi,

    thanks for your answer, but I'm creating an Enterprise Project which then creates a Project Site. Using the default "Project Site" template the tasks in the schedule PDP are synched to the "Tasks" task list in the corresponding Project Site - which is now not editable anymore, because it is managed by the Schedule webpart on PWA.

    Using my custom template I would have expected the same, but instead of using the "Tasks" task list to write the project tasks into, my system syncs the data to the "Document approvals tasks" task list - and of course I don't want that, because now my workflow is not working anymore.

    I try to provide some screenshots:

    Empty custom template (not connected to any Enterprise Project, 2 tasks lists)
    Empty custom template

    Project site created with custom template (via New Project in PWA)

    =>Lock down of Document approval tasks because used as synced task list with Project Server... workflow stops working, because tasks cannot be created anymore

    Hopefully that clarifies the problem. If not I'm happy to provide more input

    • Edited by Gáski Friday, April 25, 2014 2:59 PM
    Friday, April 25, 2014 2:48 PM
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    I was able to reproduce the issue. If I had to guess, it picks the first task list in alphabetical order (just a guess). Maybe try other permutations of the task list name, i.e. zzz_Workflow Task List?

    Andrew Lavinsky [MVP] Blog: http://azlav.umtblog.com Twitter: @alavinsky

    • Proposed as answer by Andrew Lavinsky Saturday, April 26, 2014 11:35 AM
    • Marked as answer by Gáski Monday, April 28, 2014 6:52 AM
    Saturday, April 26, 2014 11:22 AM
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    Hi Andrew,

    It seems your guess is correct - naming the task list "Workflow Approval tasks" fixed the issue for me.

    My other tries always had a task name < "Tasks" in alphabetical order and thus were chosen.

    In my opinion something that needs to be improved - either let users choose which task list should be used for mapping the schedule or always use a fixed list - and not force people to rename their task lists accordingly to make it match.

    Monday, April 28, 2014 6:56 AM
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    Agreed....although the more hard coded it is, the tougher it is to troubleshoot.  This way does give us some flexibility I suppose.

    Andrew Lavinsky [MVP] Blog: http://azlav.umtblog.com Twitter: @alavinsky

    Monday, April 28, 2014 1:17 PM