How do I share data across sibling projects using workflows or custom actions?

Hi Tom,

Here's what I am thinking about:

Create a PM Group which will be constantly updated every time a new Project Manager is assigned to a Project, this can be done using a Workflow Rule that runs on Projects creation, checks if this user is not a member of that group and adds him to the group.

Then, your rule will notify this group every time the workflow runs. 

You can add an additional flag to only notify Project Managers in that group that are of a specific type if you don't want to send a notification to all PMs or alternatively, come-up with a criteria to define if to add or not add that user to this group based on a particular attribute of the Project.

Thank you for the suggestion but I am looking for something that operates strictly within the projects owned by a single Master. The above solution is not practical because of the vast array of combinations of PM's - they would effectively get notified for every change when they may not necessarily have anything to do with a particular project master and children. Can you please explain best way to accomplish within the constraints as described? Is there no easy, built-in syntax to go up the hierarchy from one child to the master then back down the hierarchy to another child??

Hi Tom,

You need to run on the Master project direct children and leverage the Project Manager in those child projects.

Basically you should Run On $ParentProject.Children and then Email to leverage the proper action to interchange the relevant data.

I would suggest to join one of our Advanced Q&A webinar (I will be hosting 12/5) - so one of our Customer Success Managers can take you through this.

Thanks,

Tamir

Hi Tamir,

This is what Tom said "

Thanks Tamir…I’m signed up for Monday. In the meantime…this is my scenario, any syntax you can help with in advance would be great –

Master Project: PM = Mike; Name = “Implement Nike”

Child Project  #1: PM = Bill; Name = “Implementation”

Child Project  #2: PM = Mary; Name = “Activation”

So how can I set up a workflow that runs on Child Project  #2 that will return the PM name in Child Project  #1? The same would hold true if these were tasks in a single project as well.

Thanks."

It went through our support email.

I had G.I. give me guidance on this today but it was not successful. The syntax checked fine when putting "$ParentProject.Children.ProjectManager" in the "Notify" field, but after saving and then going back into the workflow that value is gone. Why would the syntax check and then remove it??