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]

I gave a user - Brice the Business Stakeholder role. I was able to navigate to the Project Status Report without issue. The key here is the "sn_ppm_read" role which it activated with that "Read Only for Project Portfolio Suite with Financials" plugin.

One last thing what version are you currently on? The portal view you showed in the screenshot doesn't exist in New York and above. That protal page was replace with the Project workbench/ planning console page. 

[Nick Muir]

Thanks again for this Miguel.  We are planning to implement this.  I'm still not certain that will help what I'm trying to accomplish.  Since our current DEV, QA, and PRD instances are all at the same state with the legacy roles I switched over to my Developer instance which is a clean install of New York.  After activating the same plugins in the Developer instance I could not find the Project Status Portal option within the list of modules  (screenshot below from my instance, NOT from the developers instance).  

When I searched for the Project Status Portal documentation again I found the article was written for Kingston and there is not a version for London, Madrid, New York, or Orlando.  https://docs.servicenow.com/bundle/kingston-it-business-management/page/product/project-management/c.... I assume Project Status Portal ended with Kingston.

I'm guessing at this point I need to create something to deliver this project timeline view to stakeholders.  Unless there is something else OOB that I'm not aware of.

[Miguel Donayre]

Your picture isn't showing. The Project status portal is replaced with the Project workbench/project planning console now. 

There is no menu option for the project workbench, you might have to make the project workspace menu option available to the business stakeholder. 

On the overall project menu in the navigation search bar, if you hover over it a pencil icon shows up. Click on the pencil icon

This will take you to the menu configuration page. On the top section clink on roles and add the business stakeholder role to the list.

Next look for the Project workbench menu in the Module list below configuration form. Select the Project Workbench record and add the business stakeholder link you did above. 

The menu option for the Project Workspace is not visible to the business stakeholder role

[Nick Muir]

This looks like a great solution.  I'll give it a try when I can.  For now I have created two simple list reports using the grouped by option, published them, and provisioned access to the stakeholders.  Thanks for your help Miguel!

[melaniegilbert]

One last thing what version are you currently on? The portal view you showed in the screenshot doesn't exist in New York and above. That protal page was replace with the Project workbench/ planning console page. 

Orlando Project Status Portal - is this what you were saying was phased out? The Planning Console and Project Workbench are different than the Project Status Portal...

This is a great thread, answered some questions I had about using the new PPM Business Stakeholder role... Thanks!