Share project status portal reports without provisioning it_project_user role to user(s)

[Nick Muir]

Hello, I'm relatively new to project portfolio management. I'm looking for advice for what I'm trying to accomplish. Here is what I have tried. Please let me know if there is a better way to do this.

I would like to share a report with non-ITIL users via the project status portal.  I really like the timeline view within the reports on that portal. It keeps it simple and provides the view needed (timeline with parent/child drill down) to coordinate mid-level details with our stakeholders.  The documentation I found regarding the project status portal https://docs.servicenow.com/bundle/kingston-it-business-management/page/product/project-management/c...   states "Share a project report with users who have the it_project_user role"  (I do realize this link is for the Kingston version. I couldn't find an article for project status portal in New York documentation. Maybe that is my first sign).  The problem I have is that a few users I want share project reports with I don't want to provision the ITIL role to them.  From what I have found the it_project_user roles contains the it_demand_user role which contains the ITIL role.  I thought I could simply create a new custom role and add the Project Status Portal Applications to "Applications with Role" and maybe add to "Contains Roles" a role like pps_resource, timecard_user, or some other role that does not contain the ITIL role or other major roles.

[Miguel Donayre]

Hello,

The ITIL role is no longer nest in the it_project_user roles contains the it_demand_user. There is a couple of option - there is a Business Stakeholder role you can use (you might have to modify it). Or like you mention creating a read-only role.

https://docs.servicenow.com/bundle/newyork-it-business-management/page/product/project-portfolio-sui...

[Nick Muir]

Thank you Miguel. This certainly gave me something else to try.  I just tried the business_stakeholder role.  It does not grant the access needed to access the project status portal  https://[instancename].service-now.com/project_status?id=psp_overview&sysparm_sys_class_name=pm_project&sysparm_entity=custom&sysparm_console_id=44d6bb36db79d4102c219a82ca9619e9&sysparm_title=Project Status Portalhttps:%2F%2Fcomscdev.service-now.com%2Fnav_to.do%3Furi%3D%2Fhome.do%3F

I'll try a few other roles and I'll keep digging to see if I can figure out which role provisions access to the project status portal while also making the user available in the list to share the project report with.

I also checked our it_project_user role.  Our it_project_user role still contains project_user and it_demand_user has ITIL nested.

[Miguel Donayre]

Did you upgrade to New York? or was New York a new instance?

OOTB in New York the ITIL roles were removed. Either it was manually added or if you upgraded it was brought over from the legacy roles that had it before. 

[Nick Muir]

Hey Miguel,

It's the project status portal I'm trying to provision access for.  The project status reports won't be of value to this group at this time.