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Planview Customer Success Center

Managing Products

How Do I Manage My Planview Product Environments?

Administrators can use the Products screen of Planview Admin to manage the Planview product environments that have been added to Planview Admin, including the following tasks:

Why Should I Map Users for a Product Environment?

When Planview Admin synchronizes users, it uses matching email addresses to map the users listed in the Users screen to the users synchronized from each product environment. However, if a user has different email addresses that they use to sign in to each environment, they will not be able to sign in to all environments using single sign-on (SSO). Therefore, an administrator should align those email addresses by manually mapping any unmapped users before enabling SSO.

           

Adding a Planview Product Environment

Administrators can add product environments for supported Planview products into Planview Admin. You can add both production and sandbox environments, and you can add multiple tiles for each Planview product. When you add a product tile, Planview Admin will automatically import the user list for the linked product environment.

           

NOTES

  • To add a Planview product environment to Planview Admin, you must also be an administrator in that Planview product environment.
  • The email address you used to sign in to Planview Admin must match the email address you use to sign in as an administrator in the Planview product environment you are adding.
  • You can add multiple sandbox environments for the same product. Your primary sandbox will be marked as primary.

           

  1. Log in to Planview Admin at https://id.planview.com
  2. You will see the admin console, shown below.
  3. Click the Products menu.
  4. In the Add Another Planview Product section, click Add product on the product tile you want to add.
  5. On the Add Product Instance to Planview Admin screen, enter the URL for the Planview product environment you are adding.
  6. Click Add.
  7. On the screen that appears, enter the credentials that give you admin access to the product and follow the instructions to register it with Planview Admin.
  8. Click Save.

    Planview Admin automatically imports the users for the product environment and adds the tile for the product environment in the Our Products section.

               

    NOTE

    • Importing users can take up to an hour to complete.
    • For Portfolios environments:
      • Make sure you are logged out of all Portfolios sessions before adding an environment.
      • During step 7, select which environment you are trying to add when entering your password.

               

  9. Audit the user list for the product environment you added to find any unmapped users, then map those users or move them to the ignored list. You can now also activate Planview ID for the environment.

Once you have added a product environment to Planview Admin, you can copy its URL and link to it directly for ease of navigation.

To copy a product environment URL:

  1. On the Products page
  2. Click action menu.png on a product tile.
  3. Click Get link to product.
  4. In the confirmation screen, click Copy URL.

The URL is added to your clipboard. The copied URL can be pasted into a browser and bookmarked.

           

NOTE

If a product environment is removed and then re-added to Planview Admin, then you will need to copy its URL again from Planview Admin.

           

           

           

Activating and Deactivating SSO for a Product Environment

Activating Planview Admin SSO for a product environment allows that product to use Planview Admin single sign on. Once activated, the product will be included on the Overview tab and in the Product Switcher for users that have access to the product.

To activate Planview Admin SSO for a product environment:

  1. Click the Products menu.
  2. On the product tile for the product environment you want, click Manage product or action menu.png > Manage product.
  3. In the top right corner of the screen, click Activate Planview Admin SSO.

Planview Admin SSO is now activated for that product environment.

           

NOTE

Once Planview Admin SSO has been activated for one Portfolios sandbox environment, all Portfolios sandboxes that share the same URL need to be added to Planview Admin and have Planview Admin SSO activated.

If this is not the desired behavior, the Planview Admin administrator can choose to leave ALL Portfolios sandboxes that share the same URL deactivated and authentication will continue directly with Portfolios.

           

To deactivate Planview Admin SSO for an product environment:

  1. Click the Products menu.
  2. On the product tile for the product environment you want, click Manage product or action menu.png > Manage product.
  3. In the top right corner of the screen, next to Planview Admin SSO activated, click action menu.png > Deactivate Planview Admin SSO.

Planview Admin SSO is now deactivated for that product environment.

           

           

Synchronizing Users

When a Planview product environment is added to Planview Admin, the user list is automatically imported within an hour of initially Connecting. Planview Admin will automatically sync between products and Planview Admin every hour at the 45 minute mark and it can take up to 20 minutes for the sync to complete but administrators can also manually run a user sync. Administrators can also view the logged details of the most recent user synchronization.

To synchronize users between Planview Admin and a Planview product environment:

  1. Click the Products menu.
  2. On the product tile you want, click > Sync users.

               

    TIPS

    • You can also click Sync Users on the Mapped Users tab.
    • You can manually click Sync Users every five minutes.

               

To view logged details of the last user synchronization:

  1. Click the Products menu.
  2. On the product tile you want, click Manage product or action menu.png > Manage product.
  3. Click Details.

The Last sync details screen shows the time and date of the last user synchronization, the number of records synchronized, and any messages or errors logged during the synchronization.

           

           

Viewing User Mappings

When viewing mapped or unmapped users, you can sort the user list by clicking a column header. You can also filter on names and email addresses by typing one or more characters in the Search box.

To view mapped and unmapped users:

  1. Click the Products menu.

  2. On the product tile you want, click Manage product or action menu.png > Manage product

    The screen that appears shows the mapped users for the product environment. You can remove the mapping for any user in this list.

  3. To see a list of unmapped users, click Unmapped Users. You can create a mapping for any user in this list or move any user you do not want to map to the ignore list.

           

           

Mapping a User

To add a mapping for an unmapped user:

  1. Click the Products menu.
  2. On the product tile you want, click Manage product or action menu.png > Manage product.
  3. Click Unmapped Users.
  4. For the user you want to map, click action menu.png > Map To.
  5. Perform one of the following steps:
    • To map the user to an email address not currently used in Planview Admin, click New Planview ID. Click Map. On the Map User screen, enter the name and email address for the user you want to map to.
    • To map the user to an existing email address used in Admin, select the user you want from the list below the search box.
  6. Click Map.

           

           

Managing Subscriptions for a User

You can assign subscriptions to users for products with different subscription levels, such as Planview Roadmaps. The number of available and used subscriptions is visible in the upper-right corner.

To assign a subscription to a single user:

  1. Click the Products menu.

  2. On the product tile you want, click Manage product or action menu.png > Manage product

    The screen that appears shows the mapped users for the product environment.

  3. For the user you want to assign, click on their row, under the Subscription type header

  4. Select a subscription type.

The user will be updated with the subscription type you selected. The count of available and used subscriptions will update accordingly.

           

NOTE

Some subscription types, such as Enterprise subscriptions for Planview Roadmaps, are limited by the number your organization purchased. If you do not have enough subscriptions purchased to update the user, you will be prompted to contact your CSM to purchase additional licenses.

           

To assign subscriptions to multiple users:

  1. Click the Products menu.

  2. On the product tile you want, click Manage product or action menu.png > Manage product

    The screen that appears shows the mapped users for the product environment.

  3. For each user you want to assign, click on the checkbox on the left of their row.

  4. Click Bulk actions > Edit subscription type.

  5. Select a subscription type from the dropdown menu.

  6. Click Save.

The users you selected will be updated with the selected subscription type.

           

NOTE

If you do not have enough subscriptions of your selected type, the bulk action will fail. You will be prompted to contact your CSM to purchase additional licenses.

           

           

           

Managing Product Roles

You can manage product roles for some applications, such as Planview Roadmaps.

To reassign a product role for a single user:

  1. Click the Products menu.

  2. On the product tile you want, click Manage product or action menu.png > Manage product

    The screen that appears shows the mapped users for the product environment.

  3. For the user you want to assign, click on their row, under the Product role header

  4. Select a product role.

The user will be updated with the product role you selected.

To change the product role of multiple users:

  1. Click the Products menu.

  2. On the product tile you want, click Manage product or action menu.png > Manage product

    The screen that appears shows the mapped users for the product environment.

  3. For each user you want to assign, click on the checkbox on the left of their row.

  4. Click Bulk actions > Edit role.

  5. Select a product role from the dropdown menu.

  6. Click Save.

The users you selected will be assigned the new product role.

           

           

Unmapping a User

To remove a user's mapping:

  1. Click the Products menu.
  2. On the product tile you want, click Manage product or action menu.png > Manage product.
  3. On the Mapped Users tab, for the user you want to unmap, click action menu.png > Remove Mapping.

           

           

Ignoring an Unmapped User

If you know that you do not want to map an unmapped user but want to remove that user from the unmapped user list, you can mark the user as ignored.

To mark a user that you do not want to map:

  1. Click the Products menu.
  2. On the product tile you want, click Manage product or action menu.png > Manage product.
  3. Click Unmapped Users.
  4. For the user you do not want to map, click action menu.png > Ignore.

The user is moved to the ignored users list. You can later move the user back to the unmapped users list.

           

           

Removing a User from the Ignored List

To remove a user from the ignored users list:

  1. Click the Products menu.
  2. On the product tile you want, click Manage product or action menu.png > Manage product.
  3. Click Unmapped Users.
  4. Click Show ignored users.
  5. For the user you want to move to the unmapped users list, click action menu.png > Unignore.

           

           

Editing a Product Tile Description

The product description is displayed in a product tile below the product logo on both the Overview screen and the Products screen, and on the filters panel for users.

To edit a product tile description:

  1. Click the Products menu.
  2. On the product tile you want, click action menu.png > Edit product description.
  3. In the Edit Product Description box, enter the name or description you want to appear in the product tile.
  4. Click Save.

Note: Some products cannot be renamed such as Planview Me.

           

           

Setting a Primary Sandbox Environment

If you have multiple sandbox environments for a product, you designate one of them as the primary sandbox. Sandbox links in applications such as Roadmaps will automatically be directed to the primary sandbox.

To set a primary sandbox environment:

  1. Click the Products menu.
  2. On the product tile you want, click action menu.png > Set as primary sandbox.
  3. Click Set as primary.

               

    WARNING

    Changing your primary sandbox will break links that go to the previous sandbox in applications such as Roadmaps, Planview.Me, and OKRs.

               

           

           

Removing a Product Environment from Planview Admin

  1. Click the Products menu.
  2. On the product tile for the product environment you want to remove, click action menu.png > Delete.
  3. In the Delete Product Instance? screen, click Delete to confirm.

           

           

Products Screen Elements

The following table describes the screen elements on this screen.

Element Description
Our Products

This section shows product tiles for each Planview product environment that has been added to Planview Admin. Each product tile shows details about the product environment, such as the description, URL, and whether the environment is a production or sandbox environment. A product tile also includes the Manage product and action menu.png (action menu) options to manage the environment and its users.

  Manage product

Click to view and manage the users for the selected application environment, including synchronizing users and manually mapping users, and activating or deactivating Planview ID for the environment.

  action menu.png

Click the action menu (action menu.png) on a product tile for the following options:

Add Another Planview Product This section shows tiles for the available Planview products for which you can add product environments. You can have more than one environment for each Planview product.
  Add product Click to add an product environment for a Planview product.
  Learn more Click for more information about the Planview product.

           

           

Manage Product Screen Elements

The following table describes the screen elements and the tasks that administrators can perform on the manage product screen for a product tile, which you access by clicking Manage product or action menu.png > Manage product on a product tile.

Element Description
Planview Admin SSO activated

Indicates that Planview Admin SSO is activated for this application environment.

Click action menu.png > Deactivate Planview Admin SSO to deactivate Planview Admin SSO for this product environment.

Activate Planview Admin SSO

Indicates that Planview Admin SSO is not activated for this product environment.

Click action menu.png > Activate Planview Admin SSO to enable Planview Admin SSO for this product environment.

Mapped Users

Lists the name and email address for users with access to this product environment that are successfully mapped, the date on which each user was added to Planview Admin, and the following options or information:

  • Search: Click the Search box, then type one or more characters to filter on names and email addresses.
  • Last sync: Shows the time and date of the last user synchronization between Planview Admin and the product environment, as well as the number of user records processed.
  • Sync Users: Synchronizes the Planview Admin list of users with access to the product environment and the user list in the product environment itself.
  • action menu.png > Remove Mapping: Deletes the mapping for a user.
Unmapped Users

Lists the name and email address for users for this product environment that are not mapped, the user name for each user's account, and the following options or information:

  • Search: Click the Search box, then type one or more characters to filter on names and email addresses.
  • Show ignored users: Show all previously hidden users.
  • action menu.png > Map To: Opens the Map User screen, where you can map the user to a new or existing email address.
  • action menu.png > Ignore:  Moves the user to the Show ignored users list.
Details Shows the Last sync details screen, which shows the log of the last synchronization run when enabled.