25Sep03

How To:
COMMON PRIMAVERA P3 COMMANDS
BACKUP
Backup is the preferred method of moving a project from one computer to another as it includes
data checking features and compression. At tools on the command line, go to project utilities,
then backup. The top half of the dialogue box is for identifying where the project is located.
Normally the default path statement of C:\P3Win\Projects will be correct. There will be a table of
all the projects at that location, check off the one needed. The bottom half of the dialogue box is
to designate where the to put the backup file. This may be another directory on the C: drive or to
a diskette. The two boxes for compression and removing access list should both be checked.
When backing up to a diskette, the software will ask to delete existing files, click yes, if you will be
overwriting existing schedules, or no, if you are adding this backup to other data on the diskette.
COPY
At tools on the command line, go to project utilities, then copy. This brings up a dialogue
box. The top half of the box is for identifying where to find the project to be copied. Normally the
default path statement of C:\P3Win\Projects will be correct. Use browse to identify a different
path. Scroll through the project listing on right side to select the project. The box for filter should
be for all activities. The bottom half is for the new project name and location. Again the path
statement should be C:\P3Win\Projects. Fill in project group with a new name (must be four
characters). Do not use project name or project ID. The other boxes will be automatically
filled in with data from the project being copied. The number/version box is typically used for a
brief identification, such as the data date for weekly updates. Click on copy. The new project
will now show up in the project table, go to file on the command line, then open.
DATE CALCULATION
At the command line, go to tools, then schedule. This will bring up a dialogue box showing the
current data date. If this is a weekly update, then this date should be changed, typically from a
Sunday to the following Sunday. The three boxes for reporting data should all be checked. Click
schedule now. The software will then ask for an output option, for a weekly update, print
should be selected and the resulting printout saved in that weeks file.
o

The data date is the point in time for which a schedule is current. Everything prior to the
data date is complete, everything after the data date is planned. During the maintenance
of the schedule, the data date advances with each update. Anything completed in the
update becomes part of the past, everything not complete will be pushed later in time.
This does not mean that the new dates calculated for an incomplete activity are
acceptable for timely project performance, rather it is the reality given the logic and
durations in the current plan.

When P3 has calculated new dates for activities they are called early dates meaning the
earliest that the activity can occur based on logic ties and constraints. This does not
mean that the dates are early relative to the needs of the project. To avoid confusion, the
term early should be avoided in schedule discussions and report forms.

E-MAIL - SENDING
Primavera will prepare an e-mail with a backup of the project. With the desired project open, in
any layout, go to file on the command line, then send e-mail. The process will walk through
three dialogue boxes asking what you want to send (compressed backup of entire project), and email properties (default Outlook), and conclude with an open e-mail form with the backup file
attached. Address it, add any message, and send.

Sometimes remote sites get electronic confusion concerning e-mail properties and
Primaveras e-mail function does not work. In this case, make a backup of the project
to any subdirectory on your hard drive. (Its preferable to use a temporary directory rather
than the Primavera directory because the backup files should typically be deleted.) Open
a regular e-mail within Outlook and attach the backup file.

E-MAIL RECEIVING
Using the e-mail commands, save the Primavera schedule backup attachment to any
subdirectory on your hard drive. (Its preferable to use a temporary directory rather than the
Primavera directory because the backup files should typically be deleted.) Use Primaveras
restore command to expand the file into the Primavera directory (C:\P3Win\Projects).
FILTER
With this command, the number of activities can be limited to a user specification. Frequently a
specified filter is saved with a particular layout, but the filter can be changed at any time, or a
different filter assigned, or a new one created. Go to format on the command line, then filter.
At this point the existing filter can be modified, then run, or a different existing filter can be
selected and modified or run. When modifying a filter there are several levels of filter that can
be defined if needed, and each level can require that all conditions at that level be met or any
condition be met.
LAYOUT
All of the schedule data is in a single database. Layouts are different formats of data
organization. Each layout is a collection of more detailed commands controlling columns of data,
colors, display of activity bars, etc. Many layouts may be created and saved so that opening one
will bring about a predetermined arrangement of activities. In an open project, go to view on the
command line, layout, open will provide a list of the layouts that have been developed for the
project.
OPEN PROJECT
Click file on the command line, open will produce a table of projects. Scroll through to the
desired project, highlight and open, or double-click.
RESTORE
This command expands, or reverses, a schedule backup. Go to tools, then project utilities,
then restore. If restoring from somewhere besides C:\P3Win\Projects, then use browse to set
the correct path. The table should then list all projects found in that location, check the box in the
left hand column for the schedule wanted. There is a second browse to direct where to place
the schedule. This will typically default to C:\P3Win\Projects. Check all three boxes at the
bottom for merging, layouts, and relationships. Click restore. To open the project, see Open
Project above.
STATUS
To input status, open the project and open the update layout. This brings to the screen the
same activities, in the same order, as the printed form that the superintendents marked up.
Toggle the F7 key to show, or hide, the activity details form across the bottom of the layout. Use
the mouse cursor to click on any input box; the tab, and shift+tab, keys can be used to navigate
between boxes. First highlight the RD (remaining duration) box to input a new estimate of days
needed to complete. This will automatically calculate a percent complete (if percent complete is
input first then the remaining duration will be automatically calculated). If an activity has started,
then the ES (early start) box must be checked (becoming AS for actual start), then change the
date shown to the field provided date. This same step applies to finish date information. When
inputting an actual finish, it is not necessary to input a remaining duration of 0, or a percent
complete of 100, this will occur automatically. When all new information for the activity has been
entered, then click OK.