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How to add/associate a user group to a Project?

We have requests which is a custom form and a field that keeps the User groups attached to it. When we convert the request to Project, there is a custom action written to default few fields on the Project and its working. When i try to default the User Group from the custom field on the Request using Custom Actions, I can't find the field User Groups.

We use lot of reporting using the user groups to differentiate what request/project belongs to which group so that is essential we keep everything in sync.

Currently we manually update it at the Project level, but looking for an option on how to do it when the Project first created.

Mohit Sood Answered

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Hi Mohit,

Sorry but I did not fully understand your question. 

What do you mean by "When i try to default the User Group from the custom field on the Request using Custom Actions, I can't find the field User Groups."?

Where is the value you are trying to set in the Project? Which kind of field is it? Can you share a short video with the problem?

 

Thanks

Elad Franklin

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Hello Mohit,

I assume you're trying to do it using Custom Action, so, first, the right place for this post would be "Customization".

Now, to help you, you don't find your field because this is a link between your workitem and the usergroup. Could you post the definition of your Custom Field (a screenshot with its definition), so I can try to reproduce your configuration, and help you further?

I think you'll have to create the link between your workitem and group, but without your field definition, I have no clue on which link type you need to create to do what you need. But I think this is feasible.

Armand

Armand BOLMONT 0 votes
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Hello Mohit,

Thanks for the video. 

With 'Update field', you're updating a field on the request in your case. So you're renaming the Group linked to your request.

It seems you have a Custom Field "Groups" defined on the Project (there is none by default). I'll assume it is $C_Groups.

In your Custom Action, instead of updating "$Groups.Name", update "NewObject1.C_Groups" directly, with the formula FindObject('Group',$Name,ToString(ITOrganization))

It will search for the group based on its name, and assign it to the field.

 

Armand BOLMONT 0 votes
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Hi Mohit

Some fields in Clarizen are special fields and I suspect this is one of those cases. 

User Groups on Project is a related items field, just like Resources, Reviewers. It's not a single value, it's a list.

Whilst it looks like a regular field, so that it can be easily displayed in Work Plan, it is a comma-separated list of link items: in this case Group Project Link. 

What I think you will need to do in your Convert to Project actions is use the New Item action to create a new Group Project link where the group = the value of your Group field on the Request, and the Project = NewObject1.

(Also the Request can have multiple Groups linked via Group Case link, but for simplicity many people prefer to only allow a single Group selection, like you have)

Let us know if this helps.

 

David Goulden 0 votes
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Hi Mohit, 

1. If you have a custom picklist field on the Project which mirrors the list of requesting org that you have on the Request,

when you create the new Projects in action #1 of the custom action, you should be able to add the field to the list of fields you're setting on newobject1 (the Project). Because it is a picklist to picklist, you'll need to set it as toString($C_TIBCOITOrganization)

2. If you do not have a custom picklist field on the Project which mirrors the list of requesting org that you have on the Request and want to add a Group Project link,

then you should add a new action to add a "New Item" as i described in my other post. But because you need to locate the User Group object from a picklist (text) value, you should use Armand's suggestion:  FindObject('UserGroup',$Name,ToString($C_TIBCOITOrganization))

 

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David Goulden 0 votes
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Thanks David, Here are my comments:

 

1. If you have a custom picklist field on the Project which mirrors the list of requesting org that you have on the Request, when you create the new Projects in action #1 of the custom action, you should be able to add the field to the list of fields you're setting on newobject1 (the Project). Because it is a picklist to picklist, you'll need to set it as toString($C_TIBCOITOrganization)

>>> We don't have custom picklist field in Projects, but only in requests. If that could be the case, it was easy and have done it for another field.

2. If you do not have a custom picklist field on the Project which mirrors the list of requesting org that you have on the Request and want to add a Group Project link,

then you should add a new action to add a "New Item" as i described in my other post. But because you need to locate the User Group object from a picklist (text) value, you should use Armand's suggestion:  FindObject('UserGroup',$Name,ToString($C_TIBCOITOrganization))

>>> Thanks, I will try that, but i am not sure what will the source for this function in projects? Would that be Groups.name or something else?

 

Thanks, Mohit

Mohit Sood 0 votes
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David,

I think i figure this out. Thanks for the pointers. The first solution worked, took some time to find out what to pass in the Entity parameter.

I tried with one request and its working as expected. 

 

Thanks a lot for your help on this.

 

Mohit

Mohit Sood 0 votes