Resfresh schedule
"Refresh" refers to the process of updating a Milestones presentation schedule's dates and column fields with the latest information from one or more Microsoft Project schedules.

Typically, the same Microsoft Project schedule which which is used to build the schedule with the Project to Milestones Wizard is used for the "refresh" phase.    Advanced users: it is also possible to refresh a presentation milestone schedule from several Microsoft Project schedules

View complete help for Milestones Professional's Microsoft Project interface
How the Refresh Process Works
When the Milestones Project Wizard creates a presentation schedule from a Microsoft Project schedule, task start and end dates are tagged with a Unique ID number from Microsoft Project and the word "start", "finish", "baselinestart","baselinefinish", or other date type. Microsoft Project fields such as task name, percent complete, BCWP, and so on are similarly tagged on the Milestones presentation schedule.
To view an example of a symbol's tag, click the symbol on the schedule.  The toolbar changes to Current Object Symbol.  Then select the Symbol Links tab in the Incoming Link and Automation Tag section and view the Automation Tag box.
During the refresh process, tagged items in Milestones are matched to their counterparts in the selected Microsoft Project file. All tagged items are replaced with the latest data from the Microsoft Office Project file. Thus, if a start date changes in the Microsoft Office Project file, refresh will update that same start date in the Milestones schedule.
How to refresh a Milestones schedule's data with updated Microsoft Project schedule dates:
  1. Open the Milestones Professional schedule that was created by importing an Microsoft Project schedule.

  2. Choose the Connections tab in the Microsoft Project section.  Then choose Refresh Previously Imported Project.

  3. Browse to find the Microsoft Project schedule that generated this Milestones schedule.

  4. Click once on the Microsoft Project file and choose Open. This dialog box below appears.

Refresh dialog box  
  • Refresh Symbol Text - Updates text/values attached to symbols with the source field’s text values.
         Update only symbols with symbol text tags - Symbol text on symbols without a symbol text tag will not be updated.
         Update start and finish symbols using - Symbol text on all start and finish symbols will be updated. The three fields for start and finish correspond to the three lines available for symbol text.
  • Refresh Symbol Notes - updates text/values attached to symbols with the source field’s text values
         Update only symbols with symbol note tags - Symbol notes on symbols without a symbol note tag will not be updated
         Update start and finish symbols using - Symbol notes on all start and finish symbols will be updated.
  • Refresh tagged columns - Updates column text/values with the source field’s text /values.
  • Refresh percent complete - Updates each status symbol according to the latest percent complete values. The status symbol controls the fill to status for bars and symbols.
  • Append new tasks from Project - Choose to add tasks to the end of the schedule. Note: If a number of task have been added to the Microsoft Project schedule re-importing is usually best. If a flag field was used during import it is best to reimport.
  • Reset date Range - Check this if the date range (Start/End Dates) of the Milestones chart should be changed to reflect the changes made during the refresh process. If this option is not checked, the schedules' date range will not be changed and new dates might not be visible if they are outside the date range.
  • Highlight obsolete milestones - Symbols in the Milestones schedule which are no longer in the Microsoft Project file will change to question mark symbol. Avoid using this option if refreshing from more than one Microsoft Project schedule.
  • Ignore times (compare date only) - Changes the date but not the time (hour or minute) of a symbol.
  • Highlight changed dates: Causes any dates which are changed during the refresh process to be highlighted.  Once highlighted, it's possible to toggle the display on and off by checking or un-checking the Refresh Highlighting option on the Connections tab (Other section)
  • Constraint Field - Milestones Professional has symbol constraints: must be on this date, no later than, no earlier than, lock to this date, display notes on this date, and launch hyperlink on this date that you can apply to imported symbols during the refresh process.

         You will set up a date field in Microsoft Project containing the constraint date. In the Constraint field you pick that Microsoft Project date field. Two more boxes will display.

         In the Constraint type drop down box: Pick from must be on this date, no later than, no earlier than, lock to this date, display notes on this date, or launch hyperlink on this date.

         In the Add constraint to drop down box you will pick the date field in Microsoft Project that the constraint is applied to.
 Refresh Example

Milestones, Task 1's start symbol is tagged as "24,Start" because the matching task in Microsoft Project has the unique ID number 24. If Microsoft Project Task 1's start date changes, and the refresh feature is applied in Milestones, then the Task 1 start date will change to match the change in Microsoft Project.
Which fields are refreshable?
The following Microsoft Project date fields are refreshable by the Milestones refresh process:
start  [st] start 1,2,....start 10 [st1 ..... st10]
finish [fn] finish 1,2,...finish 10  [fn1.....fn10]
baseline start [bs] baseline 1 start, baseline 2 start,...baseline 10 start   [b1s ..... b10s]
baseline finish [bf] baseline 1 finish, baseline 2 finish, ... baseline 10 finish   [b1f .... b10f]
actual start  [as] actual finish [af]
early start [es] early finish [ef]
late start [ls] late finish [lf]
deadline [dl] stop (no abbreviation)
resume [rs] created [cr]
constraint date [csd] date 1 ..... date 10 [dt1....dt10]
[abbreviations]—tag is limited to 30 total characters
Why won't all schedules refresh?
Some schedules are not able to be refreshed with the latest data from the Microsoft Project source file. The initial import wizard path determines if the schedule can or cannot be refreshed.

When refresh is not allowed, re-importing the Microsoft Project file is recommended.

The reasons for preventing refresh of selected schedules include: in some cases, refresh would not respect the initial import of selected tasks; refreshing the schedule would take significantly longer than re-importing.
  • Time-scaled values found in ValueSets, among other schedule areas, will not be updated.
  • Microsoft Project files that have significantly changed after the initial import into Milestones, should be re-imported for the latest Project data.
  • Refreshing does not change the format of the Milestones schedule.
  • Symbols in Milestones can be extensively rearranged (moved to various task lines). Their location is not important, as the Unique ID tag identifies each symbol in Milestones.
  • Symbols can be tagged manually by entering the Microsoft Project tasks' Unique Identifier numbers, along with "start", "finish", or another refreshable date field in the Automation Tag field, as shown above. The tag is case sensitive.
  • Manipulating the Microsoft Project file: Sorting a resource or task list does not change the Unique ID numbers in Microsoft Project. However, cutting and pasting task rows does change the Unique ID numbers, as Microsoft Project sees that as creating new task rows. Those same tasks in Milestones would, therefore, not be identified correctly when the Refresh is applied.
  • Milestones schedules should be saved before refreshing.
Using Milestones Professional with Microsoft Project
View complete help for Milestones Professional's Microsoft Project interface