This article explains how to create a Business Rule to automatically copy items from a Template Project when a new project is created. This can be used for example to automatically create default Tasks, Comments, Health Indicators or Documents when a new project is added.
Adding a new business rule
Under the Administration Menu select Business Rules which will take you the Business Rule List page and then click on the Add Business Rule action icon. On the form that is displayed, complete the information as described below:
Description: Provide an applicable description for the business rule e.g. "Project - Add default comments".
The entity this rule relates to: Here you must select Project since the Create Items from Template Project business rule can ONLY be triggered when a new project is added or updated.
The events that should trigger the rule: In most cases you will select "Add" here.
Is the rule active?: The Active checkbox is by default selected when a new business rule is added.
Action: Select the "Create Items from Template Project". If you do not see this option in the list, make sure that you have selected Project as the entity that triggers the rule as above.
Template project: Select the project from which the items will be copied.
Entity to copy from: Select which items to copy e.g. comments.
Data fields to copy: Select the fields that you want to copy from the template items.
Filter criteria for items: Optionally you can create a filter which will allow you to only copy specific items, e.g. if you are copying documents, you may only want to copy documents of which the document type is "Templates".
Conditions and exceptions: In this section you can specify any conditions or exceptions for when the business rule should be triggered. This functionality would typically be used if you for example have different items that you want to copy based on the type of project. For more information on how to use Conditions and Exceptions, refer to this article.
The built in PPO functionality should be sufficient for most use cases. If you however have more complicated requirements which is not covered by this functionality, please contact the Support team who will be able to advise you.