Integrate with Planview Portfolios
How does ProjectPlace integrate with Portfolios?
The Portfolios/ProjectPlace integration (also known as the "connector") facilitates the following data connections:
- ProjectPlace activities with Planview Portfolios tasks
- ProjectPlace cards with Planview Portfolios action items
- Planview Portfolios resources with ProjectPlace users
Technical notes:
- The integration is mostly eventually consistent, some changes are instant, but most are reflected with a delay (usually under a minute). When syncing many Workspaces at the same time it may take longer.
- Activities (the plan) can be managed by either ProjectPlace or in Portfolios, but not simultaneously by both systems.
- ProjectPlace can only manage the plan if your organization leverages Planview Admin and runs a sufficiently updated version of the Portfolios software (at least May 2024 release).
- Cards are always managed by ProjectPlace, and any changes done to connected action items in Portfolios will be overwritten.
Planview recommends seeking assistance and guidance from Planview Consulting to support the deployment of the connector. To learn more, see the Planview Portfolios and ProjectPlace Connector documentation.
- Plans can be managed in either ProjectPlace or in Planview Portfolios.
- Supports connecting Workspaces and Workspace Templates with corresponding Portfolios Projects and Project Templates.
- The plan will be locked for editing in the system that is not currently designated as managing the plan.
- Cards are managed by ProjectPlace and are connected with ActionItems in Portfolios.
- ProjectPlace can manage plans in Workspaces and Workspace Templates.
- Control of the plan can be switched between the two systems (although it is considered bad practice to continuously switch the controlling system).
- When ProjectPlace manages the plan:
- Events that affect the hierarchy are instantly reflected in Portfolios. For example creation/deletion/reordering/renaming of activities.
- Events that affect dates are settled roughly 30 seconds after the last date change in the ProjectPlace plan. Changes are not communicated to Portfolios until at least 30 seconds have passed since the last date change occurred in ProjectPlace.
- Portfolios progression runs (which typically run on a schedule on off hours) will manipulate dates in ProjectPlace even if ProjectPlace is set to manage the plan.
- Portfolio calendars are fully supported
- When Portfolios manages the plan:
- Portfolio calendars are effectively ignored by ProjectPlace - but it is on the roadmap to close that gap.
Read more about the connector from ProjectPlace's perspective here.
IMPORTANT
The full integration between ProjectPlace and Portfolios requires that your organization leverages Planview Admin and runs sufficiently updated Portfolios software (Earliest: May 2024).
What syncs and what way?
When ProjectPlace manages the plan:
| Portfolios | Direction | ProjectPlace |
|---|---|---|
| Task name | ProjectPlace → Portfolios | Activity / milestone name |
| WBS: add, delete, rename | ProjectPlace → Portfolios | Activities |
| WBS: reorder, move under another parent | ProjectPlace → Portfolios | Plan order |
| Schedule Start, Schedule Finish, Duration, Actual Start, Actual Finish | ProjectPlace → Portfolios | Dates |
| Work Status, Percent Complete | ProjectPlace → Portfolios | Activity status |
| Progression runs | Portfolios → ProjectPlace | Dates |
| Project calendar | Portfolios → ProjectPlace | Working days |
| Work Status On Hold, Cancelled, Completed or Denied | Portfolios → ProjectPlace | Plan becomes read-only |
| Project access rights | Portfolios → ProjectPlace | Plan edit rights |
| Dependencies, constraints | Not synced | Dependencies stay in ProjectPlace |
| PP Activity Status, PP Open/Closed Card Count, PP Card Percent Complete, PP Completion Date, PP Board | ProjectPlace → Portfolios | Card counts, status, board |
| Action items (type Card) | ProjectPlace → Portfolios | Cards |
| Allocated / reserved / authorized resources | Portfolios → ProjectPlace | Invitations |
| Lifecycle Administrator | ProjectPlace → Portfolios, once, right after the initial sync | Workspace head admin |
| New Portfolios project | ProjectPlace → Portfolios, when the sync starts from ProjectPlace | Workspace, plan, cards |
When Portfolios manages the plan:
| Portfolios | Direction | ProjectPlace |
|---|---|---|
| Name | Portfolios → ProjectPlace | Workspace / Activity / Milestone name |
| Description | Portfolios → ProjectPlace | Workspace / Activity / Milestone description |
| Work Status, Percent Complete, Actual Start/Finish | Portfolios → ProjectPlace | Open or Done |
| Actual Start, else Schedule Start | Portfolios → ProjectPlace | Start date |
| Actual Finish, else Schedule Finish | Portfolios → ProjectPlace | Finish date |
| WBS + ProjectPlace Visibility | Portfolios → ProjectPlace | Plan hierarchy |
| Calendar | Not synced | All days are working days |
| Dependencies, constraints | Not synced | None |
| PP Activity Status | ProjectPlace → Portfolios | Board link / Done |
| PP Open/Closed Card Count, PP Card Percent Complete | ProjectPlace → Portfolios | Cards on the activity |
| PP Completion Date, PP Board | ProjectPlace → Portfolios | Done date, board |
| Action items (type Card) | ProjectPlace → Portfolios | Cards |
| Allocated / reserved / authorized resources | Portfolios → ProjectPlace | Invitations |
| ProjectPlace Head Admin role, else Lifecycle Administrator | Both ways | Workspace head admin |
| Authorizations (Shared Assignments - ProjectPlace set to Import PP Assigned Resources as Authorizations) | ProjectPlace → Portfolios | Card assignees |
| Template (created in Portfolios first) | Both ways | Connected workspace template |
Cards and action items (the same in both plan modes)
Cards are always managed in ProjectPlace, whichever system manages the plan. Every card field flows one way, from ProjectPlace to Portfolios, where the card appears as an action item of type ProjectPlace Card. Portfolios cannot create, edit or delete a card.
Plan changes can still move a card. If the task a card is linked to is deleted, gets sub-tasks, or becomes a milestone, the card is unlinked from it and moves to the board's No Activity lane, or to the Orphaned cards board if it is not on a board.
| Portfolios action item | Direction | ProjectPlace card | Notes |
|---|---|---|---|
| Name | ProjectPlace → Portfolios | Name | |
| Description | ProjectPlace → Portfolios | Description | |
| Action Item Status | ProjectPlace → Portfolios | Board column | First column: Pending. Middle columns: Open. Last column: Complete. |
| Actual Date | ProjectPlace → Portfolios | Date moved to the last column | Cleared if the card moves back out of the last column. |
| Target Date | ProjectPlace → Portfolios | Due date | Edits made in Portfolios are overwritten. |
| Estimated Points | ProjectPlace → Portfolios | Points | |
| Planned Effort | ProjectPlace → Portfolios | Estimated time | Only where time reporting on cards is turned on. |
| Actual Effort | ProjectPlace → Portfolios | Time reported on the card | Does not appear in the Portfolios timesheet. |
| Resources | ProjectPlace → Portfolios | Assignee and co-assignees | Matched by email address. An email address shared by two Portfolios users matches nobody. |
| ProjectPlace Created By, ProjectPlace Updated By | ProjectPlace → Portfolios | Created by, updated by | Email addresses. |
| PP Entity | ProjectPlace → Portfolios | Card link | |
| PP Label, PP Blocked | ProjectPlace → Portfolios | Label, Blocked | |
| PP Tags, PP Sentiment Score | ProjectPlace → Portfolios | Tags, Sentiment | |
| Placement of the action item | ProjectPlace → Portfolios | Linked activity | Linked to an activity: under the corresponding task. Not linked: in the project backlog. |