question Re: How to give project_user (role) user access to write in projects tasks where he/she is the PM of the parent project? in SPM forum

How to give project_user (role) user access to write in projects tasks where he/she is the PM of the parent project?

skendy — Thu, 16 Apr 2015 10:44:48 GMT

Hi,

I have been thinking how to let users with project_user role to have write acl on the table pm_project_task ONLY if he is the project_manager (field) of the parent project (pm_project).

I grant write to the role with a condition where (dot walking) .u_ref_proj.project_manager is (dynamic) me, but then all project tasks fields become Read Only.

u_ref_proj is a project task field which references to project table.

I have been trying to add the following script (suggested by other in the community) instead of the control but nothing changes:

It is weird because I applied the same script for omitting the New button (thanks to Anurag) from the list and it worked (changing the true/false for the answer)...

var utente=gs.getUserID();

if (parent.project_manager==utente) //since we have a relationship/related list between the two tables

answer=true;

else

answer=false;

I would appreciate any comment!

Thanks,

Skender

Re: How to give project_user (role) user access to write in projects tasks where he/she is the PM of the parent project?

skendy — Thu, 16 Apr 2015 12:31:48 GMT

I think there is a conflict:

I see two related lists under project form.

- pm_project_task.parent

- pm_project_task.u_ref_proj

The second is the u_ref_proj which refers to the pm_project table.

Re: How to give project_user (role) user access to write in projects tasks where he/she is the PM of the parent project?

skendy — Thu, 16 Apr 2015 12:36:36 GMT

Maybe the real problem is:

how to pass (a kind of relation so I can retrieve parent's field from dot walking...) from the fields of pm_project_task to the fields of pm_project?

Re: How to give project_user (role) user access to write in projects tasks where he/she is the PM of the parent project?

amullendarby — Thu, 16 Apr 2015 12:48:25 GMT

Hi Skender, I had a customer do this before using the is (dynamic) me operator/value combo on pm_project and pm_project_task. It sounds like it is similar to what you tried but instead of using parent on pm_project_task, they used top_task so that you weren't just restricting the parent. They looked something like this

condition on pm_project write rule: project_manager is (dynamic) me

condition on pm_project_task write rule: top_task.project_manager is (dynamic) me

Then they had two more acl rules that gave a custom role (project_admin) write access to both tables so that someone could modify all projects and tasks. Let me know if that doesn't work and I can do some testing when I get a minute.

Re: How to give project_user (role) user access to write in projects tasks where he/she is the PM of the parent project?

skendy — Thu, 16 Apr 2015 13:05:00 GMT

Here the problem is more complicated.

I have several field write access (when project_manager depending from the logged in user) because the two roles:

- project_manager

- project_user

both work on the project form, but they write on different fields (security constraints from the customer).

I tried the second condition on pm_project_task (as a script because I cannot choose from the menu Condition) but when I log-in as a project_user, even if I am the project manager (field) of the project, I still cannot write:

var utente=gs.getUserID();

if (top_task.project_manager==utente) //does top_task refers to pm_project table?

answer=true;

else

answer=false;

Anyway thanks,

Skender

Re: How to give project_user (role) user access to write in projects tasks where he/she is the PM of the parent project?

Anurag Tripathi — Thu, 16 Apr 2015 15:56:36 GMT

top-task is a field of planned_task table

in the ACL instead of the condition( .u_ref_proj.project_manager is (dynamic) me) use the script part and write the script like this

var utente=gs.getUserID();

if (current.u_ref_proj.project_manager==utente) //does top_task refers to pm_project table?

answer=true;

else

answer=false;

Re: How to give project_user (role) user access to write in projects tasks where he/she is the PM of the parent project?

Anurag Tripathi — Thu, 16 Apr 2015 15:59:22 GMT

There will not be a conflict. this is actually one of the ways to relate 2 tables in service now (creation of reference fields).

Since you created a custom field u_ref_proj so a new related list is also available for you.

Re: How to give project_user (role) user access to write in projects tasks where he/she is the PM of the parent project?

skendy — Thu, 16 Apr 2015 16:02:46 GMT

Ok I get it, but where do I create project tasks? In which related list?

I do not want to make damage to the system...

Thanks,

Skender

Re: How to give project_user (role) user access to write in projects tasks where he/she is the PM of the parent project?

Anurag Tripathi — Thu, 16 Apr 2015 16:11:46 GMT

Relationship using parent: - this is oob and this is the one that you should use o the form as it makes logical sense also (parent - child) and many oob code and dependencies also runs on the same relationship .

Downside of this is when you have to dotwalk on the parent's fields you can only have the fields that are present on the task table as "parent" is a field of task table. This is why you had to create the new custom reference field, to access the project table's fields.

Now you are also seeing another related list present in the system, don't get confused as this is one of the ways by which we create relationships in SN.

Use the parent one, related list,a nd write code to populate u_ref_proj yourself

Re: How to give project_user (role) user access to write in projects tasks where he/she is the PM of the parent project?

skendy — Thu, 16 Apr 2015 17:11:57 GMT

Thank you very much Anurag for the explanation. As usual!

Just to be clear:

- what do I have to do once I have created the custom field in pm_project_task which refers to pm_project (what do you mean 'populate it' - should it be a copy of the primary project field)?

- should I create e new relationship between the two tables?

- I ask because I see now two related lists in the project form, but only the one with '-> parent' shows the existing project tasks (should I copy to the other related list the existing tasks by choosing them through Edit button?).

-should I try the condition acl script after these steps?

I know it is not easy, but I feel I am near the complete solution and with no more doubts about these kind of implementations.

Thanks again,

Skender

Re: How to give project_user (role) user access to write in projects tasks where he/she is the PM of the parent project?

skendy — Fri, 17 Apr 2015 07:41:22 GMT

I am close to the solution.

If I put the referred project in that field i created in each project task (in the new related list), I see the same project task.

What should I do o have that field (u_ref_proj) autocompleted with the names of the referred projects?

Skender

Re: How to give project_user (role) user access to write in projects tasks where he/she is the PM of the parent project?

skendy — Fri, 17 Apr 2015 07:58:21 GMT

In order to have that field autopopulated,

I created this relationship (I applied the same code as for custom tables in relation with pm_project), but it is NOT working:

Re: How to give project_user (role) user access to write in projects tasks where he/she is the PM of the parent project?

Anurag Tripathi — Fri, 17 Apr 2015 08:00:03 GMT

just write the code that when a new task is added , the project number is filled in u_ref_proj.

And on the projet form use the "-> parent" related list.

This will fix all your troubles.

Re: How to give project_user (role) user access to write in projects tasks where he/she is the PM of the parent project?

skendy — Fri, 17 Apr 2015 08:04:50 GMT

Ok that's the related list I'm using, but where do I write the code? In the dictionary of the field (u_ref_proj)?

Sorry, but I do not know exactly what...

Re: How to give project_user (role) user access to write in projects tasks where he/she is the PM of the parent project?

Anurag Tripathi — Fri, 17 Apr 2015 08:06:18 GMT

a before business rule on project task

if(current.parent!='')

{

current.u_ref_proj=current.parent;

}

Re: How to give project_user (role) user access to write in projects tasks where he/she is the PM of the parent project?

skendy — Fri, 17 Apr 2015 08:16:40 GMT

It is not working. I see the field empty and it is not filling the current project... When i click new project task, I should write manually the project.

What could be missing? WHEN and ACTION are empty. I just added the in the advance tab the code.

Re: How to give project_user (role) user access to write in projects tasks where he/she is the PM of the parent project?

Anurag Tripathi — Fri, 17 Apr 2015 09:46:10 GMT

When - Before

Insert/update both

Re: How to give project_user (role) user access to write in projects tasks where he/she is the PM of the parent project?

skendy — Fri, 17 Apr 2015 13:07:20 GMT

It works.

The BR is right.

But what can I do for the already created project tasks... I mean, before this rule. It works only in insert || update record, right?

Thanks a lot,

Skender

Re: How to give project_user (role) user access to write in projects tasks where he/she is the PM of the parent project?

skendy — Fri, 17 Apr 2015 13:13:43 GMT

I think the only way is to update them all, one by one...

Re: How to give project_user (role) user access to write in projects tasks where he/she is the PM of the parent project?

kellykaufmann — Fri, 17 Apr 2015 18:55:14 GMT

Can I open dialogue on this request from a process perspective?

Are you looking to make it so NOBODY except the PM can create & edit project tasks?

I know if you have experience with MS Project that you may want to do this in SN because of fear of people 'messing up' the project schedule (I always had my MS Project schedule under lockdown), as that was really easy to happen in MS Project. HOWEVER, I'd like to note that you are eliminating one of the big selling points of using Project in SN - it eliminates the burdensome task of the PM to have to ask everyone for their updates & then manually make the updates, and secondly that the PM has complete history of every change made (and can set up notifications so they know when a team member has marked their task as complete etc), and third that if anything does get out-of-whack because of an 'automatic' style schedule that triggered a domino effect of date changes - that you can trace it back to that one change & set it back.

On the first point, all of SN works by having people assigned to specific items - Incidents, Service Catalog tasks, project tasks, etc. - and puts the impetus on the individual to keep those things updated. Users can leverage their homepage to keep track of all their tasks & make updates from there, leverages VTB's to organize their tasks & simply drag the task to another column to easily update the state of that task.

Also, if the PM is afraid of the domino effect of marking a task complete early & it updating the dates of all the subsequent tasks - just make a project's schedule type to manual, and this won't happen.

So personally, I suggest talking w/the requester of this change through the fear of people updating their own tasks. Talk about how the SN setup is different from MS Project & can save a lot of time of the PM. If you need any of us to talk through this with your team, myself and I'm sure others are more than happy to talk through this. But this is something they may not understand in SN's functionality.