Note: Many entity types can have associations. This topic uses screenshots from the task entity as an example.
Associations are "links" between entities. These links are useful for navigating between related entities, as well as for generating reports on entities that participate in a relationship. Entities that support associations have either an Associations tab or section. These areas contains sub-sections for each entity type with which the current entity can be associated. The entity instances that any one user can associate depends on their permissions;
- to associate two entities, the user must have Edit permission on the "anchor" entity, and View (at least) permission on the target entity
- for requests, there is an additional option to create an entity from a request - the user would additionally need Create permission on the target entity type.
- for project and portfolios, they need Edit > Links on the anchor entity and View > Links on the target entity (note that the exact portfolio permission is "Component Links" and the project permission is "Portfolio Links")
The following are supported associations:
Any issue or task can have one or more associated issue and/or task
Tasks and financial entries can be associated
Requests can be associated with projects, issues, and tasks
Assets can be associated with portfolios
Projects and portfolios can be associated. See Adding Portfolio Components - Projects and Hierarchy Units for information about portfolios.
Unit associations are a bit different as they are used for permissions. See Associating Units with Portfolios or Projects.
Associations can be reported on. For example, for any entity, you can show any associated entities.
Note: If you do not see an associated entity type represented in the user interface (for example, in the Task Associations tab you do not see a section for Financial Entry), the it's likely that your PPM Pro administrator did not add Financial Entry associations to the task category. Conversely, the Task Association must be added to the category of the Financial Entry.
The screenshot below is for the task entity, which can be associated with other tasks, issues, requests, and financial entries. You can expand or collapse the sections separately if you need more room. Use the Project filter to limit the list of tasks to a specific parent project, or show tasks from all projects.
Configuring the Associations Grid
You can determine the columns that appear on the grid of the modal/page for managing Associations. For example, navigate to a task and select its Associations tab. Open one of the association sections, like Issues/Risks and you'll see the gear icon. Click to display the Configure Settings dialog, where you can add/remove fields, and reposition them. The available fields include those columns configured to be available on the entity's Grid view. For example, if you open a Task associations tab and click , you'll see a dialog like the following:
The set of fields available fields match what your organization set up for grid columns on the Task entity.
Create an Association
- Navigate to the entity (for example, Project/ProjectName/Tasks/taskname or Issues/IssueName).
- Click the Associations tab.
- Click Add for the appropriate entity (in this example, a task or an issue).
- Select the entity and then click the Select button.
Once you have added the entity, you can view it in a new tab, or remove it.
You can add/remove columns in the Association tab by clicking in the column header and selecting/deselecting columns in the Columns menu.
Reporting on Associations
- The nature of the hierarchical report sources does not allow for reporting on associations between the same entities (for example, an issue's related issues, a task's related tasks). For example, if you are using a Portfolio report source and want to include associations, you can include, for example, issue -> task associations, or task -> request associations.
- When reporting on associations, it's best to limit the report to one level of associations. If you include multiple levels (2+), the report is likely to include recursive associations that will repeat content and exponentially inflate the size of your report.
- Associations are not child entities. However, when reporting on associations you choose the associated entity from the Children folder. For example, for 'Project > Children > Task > Children > Finance Entry', the finance entries that are shown will be the ones associated to the task, and not the project.
You can report on associated entities by including fields from the Children folder of the target entity. For example, if you want to report on all the associated entities for a request, you would:
- Choose your report source - this example uses the All Requests report source.
- Select the List output type.
- Choose the fields you want included in the report and drag them into the Selected Fields panel. This example simple uses the request Title field.
- Go to the Children folder, locate the folders of the entity type(s) you are interested in (such as Task, Project, Issue/Risk).
- Select the fields you want to include from the associated entity (this example uses the Title of each associated entity - note that we added a Display Title of "Associated <entity name>"). Your report definition would look something like this:
- Run the report.
The example report is shown below: