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How can I change the default set of Health Indicators or Comments created on a project?

By default, Health Indicators and Comments are automatically created when you add a new project. The mechanism that is used to do this will depend on whether whether your instance was provisioned before 9 October 2019. Prior to this date, the default Health Indicators and Comments were configured under System Configuration and after this date they are copied from a template project using Business Rules.

Determining if you are using the "old" / deprecated mechanism

Under the Administration Menu, select System Configuration and scroll down to the "Other Settings" section.

If you are still using the "old" / deprecated mechanism for configuring default comments and health indicators you will see two settings called "Default dashboard comments" and "Default health indicators" as in the screenshot below.

If you are using the new mechanism or you are not creating default comments or health indicators at all, either or both of the settings will be missing.

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Changing the default comments using the old mechanism

If you are still using the old mechanism, you can continue using it although it is recommended that you switch to rather using Business Rules as this provides for more flexibility and control.

To change the default comments or health indicators using the old mechanism, simply update the respective settings under System Configuration as above. You can add additional items, amend existing items or remove items. Remember that each item should be separated by a semi-colon.

Determining if you are using the new mechanism

Under the Administration Menu, select Business Rules which will take you to the Business Rule List page.  In the List Criteria section, select "Create Items from Template Project" and for the Entity select "Project" as shown in the screen shot below.

If you do not see the "Create Items from Template Project" option in the drop-down or their are no business rules listed, you are probably still using the "old" / deprecated method for creating default comments and health indicators or you do not create these items automatically.

If however there are Business Rules listed, then you are using the "new" method.

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Changing the default comments or health indicators if you have existing business rules

If the business rules as shown above are configured on your instance (and are active), then the default comments and/or health indicators are copied from a template project (by default this project is named "Templates & Methodologies".

To confirm which project is used as a template project, click on the relevant Business Rule above and look for the Template Project attribute as highlighted in screenshot below.

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To change the default comments / health indicators that will be created, simply go to the template project and add, modify or delete the comments / health indicators on that project. All new projects that are added will then have these comments / health indicators. Note that the comments / health indicators for existing projects will be left unchanged.

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Switching from the old to the new mechanism

First you need to determine what your template project will be. On most instances there is an existing template project (by default it is called Templates & Methodologies) which is used among other things to store you Life Cycle documents and other document templates. If you do not have an existing project, you can however just create a new project.

On the template project, add the comments / health indicators  that you want to be created on other projects automatically as detailed in the previous section. You can use the multiple edit functionality to make this easier. You can use your existing configuration from the System Configuration section as detailed above as a reference if you want to retain these.

Next select Business Rules under the Administration menu and click on Add Business Rule. For the example we will be creating a Business Rule for copying the default comments.  The rule for creating the default health indicators will be similar.

On the Business Rule Add page, complete the information as shown in the screenshot below. If you have a different template project, select it from the list.

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For more information on how to create a "Create Items from Template Project" business rule, refer to this Knowledge Base article.

Next you have to remove the existing default comments and health indicators from the System Configuration. If you do not do this, then the comments / health indicators will be duplicated. To do this, select System Configuration from the Administration menu and clear the "Default dashboard comments" and "Default health indicators" settings. If you Submit your changes and go back to System Configuration, you will see that the to settings are no longer shown.

Updating existing projects

As noted above, changing the default comments / health indicators (regardless of which mechanism you are using) will only affect projects that are created in future - existing projects will be unaffected.  If you also want existing projects to have for example an additional health indicator, please log a ticket with our Support Desk who will be able to assist you to bulk load the additional items.

Creating different comments / health indicators for different projects

Business Rules allow for more complex scenarios where you want to for example create different default comments depending on the project type or some other attribute of the project. To implement this, you create a separate template project and business rule for each of the sets of default comments and specify a Condition for the business rule which limits it to a specific type of project. 

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For help with your particular scenario do not hesitate to contact our Support Desk who will be able to advise and assist you.

 

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