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Associating Requests and Creating Associated Entities (Beta)

Requests that include an Associations tab allow you to create and associate new or associate existing entities to the request, provided you have the appropriate permissions and provided the other entities are configured to support request associations. For example, if you configure a request category to support project associations, the project category must support request associations. You can associate a request with one or more project, task, or issue (referred to generically as "entities").

You can create a new entity from within a request provided you have permission to create that entity type (for example, Project > Create permission). During the entity creation process, you can copy data from the request into the new entity based on the field mappings created by your PPM Pro administrator - provided you have Edit permissions on the entity. You can copy the request data any time after you have created and/or associated an entity. Note that your PPM Pro administrator will need to ensure that the target entities are configured to display/manage associations. Any associations from requests to a target entity will appear in the Associations list of the target entity; any associations where a request is the target entity will appear in the request's Associations list.

There is no limit on the number of entities you can associate. For example, you can associate more than one project to a request, or, associate more than one request to the same project. If you have view or edit permissions on an associated entity, you can also open the entity from within the request. This gives you a quick way to see or update the entity, for example to provide initial role demand on a project associated to the request.

The following screenshot shows a request that is configured to support associations with Issues/Risks, Tasks, and Projects:

association_entities.png

Associating a Request with an Existing Entity

  1. Navigate to the requests List or Card view.
  2. Double-click the request you wish to associate with an entity (project/task/issue).
  3. In the request modal, click the Associations tab (if you do not see an Associations tab, then the request category is not configured to support associations. Check with your PPM Pro administrator, or use a different request).
  4. Open the section for the entity you wish to association and click the Add button.
  5. Select one or more entities from the Add <entity> modal. The list of entities you see in this modal is determined by your permissions. The list will exclude entities for which you do not have at least View permission. Use Shift-click (select a range) or Ctrl-click (non-adjacent records) to select multiple records. The screenshot below shows the Add <entity> modal for projects:

add_project.png

  1. Click Select or double-click the selected entity(s).
  2. The selected entity(ies) will be added to the list.

Associating a Request with a New Entity (create entity from request)

  1. Navigate to the requests List or Card view.
  2. Double-click the request you wish to associate with an entity.
  3. In the request modal, click the Associations tab (if you do not see an Associations tab, then the request category is not configured to support associations. Check with your PPM Pro administrator, or use a different request).
  4. Open the section for the entity you wish to create and click the New button.
  5. Fill out the fields in the New Project wizard - there are 3 steps in the wizard. This is similar to creating a new project but with an additional step (Step 2) that allows you to select the request fields you want to map to the new project. The set of fields available to map was determined by your PPM Pro administrator (Mapping Request Fields to Fields in Associated Entities). After you configure the fields in Step 1, click Next.
  6. (Optional) On Step 2 of the wizard, select the request fields you would like to copy into the project. Note that if you are creating a project from a template, any value you supply from the request will take precedence over an existing value in the template.

create_assoc_map.png

  1. Click Next.
  2. Fill out the fields (minimally the required fields). Note that if you chose to copy data into the project, that data should populate the appropriate fields on Step 3. For example, in the screenshot above the request Title is selected - that title value will automatically populate the project Title field on Step 3.

Copying Request Data into an Existing Project

  1. Navigate to the requests List or Card view.
  2. Double-click the request whose data you wish to copy into an existing project.
  3. Click the Associations tab.
  4. Select the entity to copy the data to (project entity currently supported) and choose Actions > Copy Request Data into Project.
  5. In the Copy Data dialog that appears, choose the request fields you would like to copy into the project (same modal as Step 2 in the section above)

copy_data.png

  1. Click Copy.

Reporting on Associations

Notes:

  • 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:

  1. Choose your report source - this example uses the All Requests report source.
  2. Select the List output type.
  3. 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.
  4. Go to the Children folder, locate the folders of the entity type(s) you are interested in (such as Task, Project, Issue/Risk).
  5. 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:

associated_entities.png

  1. Run the report.

The example report is shown below:

associations_request.png

Customizing the Associations Grid

You can control the columns that appear on the Associations grid, where they appear, and the sort order. The screenshot below shows the UI elements referenced in the descriptions:

columns_menu.png

  • To add/remove columns (from the static set provided), hover your cursor over a column header until you see the dropdown menu. Click the menu icon, then click the Columns item. Check or uncheck the columns you want to add/remove them.
  • Move columns to any position in the grid by simply dragging the column header in the grid.  
  • To sort a list, click on a header. An arrow pointing up indicates ascending sorting; down indicates descending. Alternatively, click your cursor in the header to display the menu and choose the sort order - ascending or descending.