By default, Health Indicators and Comments are automatically created when you add a new project. The mechanism used for this is a "Create Items from Template Project" Business Rule.
This article covers:
- Accessing business rules;
- Viewing the current default comments / health indicators on template projects;
- Renaming existing comments / health indicators on the template;
- Adding or Deleting new comments / health indicators on the template;
- Updating existing projects;
- Creating different defaults for various types of projects
Accessing business rules
Hover over the Administration Menu, and select Business Rules which will take you to the Business Rule List page. To check if you have existing rules, filter as shown in the screenshot below.
Depending on when your PPO instance was provisioned, there are 2 ways in which the configuration of the Health Indicators and Comments entities was done.
(1) PPO instances provisioned prior to May 2023: Your Health Indicator Title and Comment Title fields would be configured as "Text" type fields.
(2) If your PPO instance was provisioned after May 2023, the Health Indicator Title and Comment Title fields are Custom List fields.
Viewing the current default comments / health indicators on template projects
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 (in the below example, the template project is named "Templates & Methodology").
On the Business Rule Edit page, click on "View" next to the template project name as shown in the above screenshot to access the template project. When on the Project, go to your Health Indicator or Comment List to see what the current defaults are.
Renaming existing comment / health indicators on the template
Again, using Comments as the example, below are the 2 scenarios depending if your title is a text field or a custom list.
(A) Text field: To rename existing titles on the template you simply do a multiple edit and update the titles (you would need to first disable the validation rule that prevents users from doing this):
(B) Custom List: To rename existing titles you need to access the Custom List under Administration and rename the underlying Custom List Items. In the below example, if I rename "General Comments & Issues" to "General Comments", all the Comments on the existing projects are automatically updated.
Adding or Deleting new comments / health indicators on the template
Using Comments as the example, below are the 2 scenarios depending if your title is a text field or a custom list.
(A) Text field: To add/delete comments on the template you simply do a multiple edit/delete:
(B) Custom List: To add / delete there are 2 parts. Firstly go to the Comment Title Custom List under Administration. Add/Delete the required titles either using the delete icon or the "+" icon to add.
The 2nd part is going back to your template project to add the new comment or delete a comment.
IMPORTANT: All new projects that are added will then have this new set of comments / health indicators. Note that the comments / health indicators for existing projects will be left unchanged.
Updating existing projects
As noted above, changing the default comments / health indicators will only affect projects that are created in the future - existing projects will be unaffected. If you also want existing projects health indicators and comments to be aligned, this must be done manually. Feel free to log a ticket with our Support Team who will be able to assist you.
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.
For help with your particular scenario do not hesitate to contact our Support Team who will be able to advise and assist you.
For more information on how to create a "Create Items from Template Project" business rule, refer to this Knowledge Base article.