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Creating a new project site template to customise risk and issues RRS feed

  • Question

  • Hi all,

    Apologies if this is much simpler than I thought. I've done a search but I'm getting lots of different answers on how to do this and I'm really not sure what is the best way. I'm reluctant to just make changes that could negatively impact the projects we already have in place on PWA.

    When we started working with PWA, our project types by default did not have a project site enabled. We're now looking to further our use of the functionality PWA has, mainly risk and issue recording and reporting. However I don't like the default lists for both of these, like the categories as an example being category1, category 2 etc, but I know from reading that amending the parent list is a big no no.

    So, can anyone point me in the right direction of what to do here. Is it creating a new subsite, amending the lists so they have what I want and saving as a template? If anyone can direct me to a guide I should follow it would be greatly appreciated.

    Thanks.

    Wednesday, August 14, 2019 3:46 PM

Answers

All replies

  • Hi DangerMouse,

    You can edit the category field values, so changing category 1 to Personell etc is completely viable.   Same for risk status etc.   What is not supported is deleting or renaming a field, that will break the system.   Once you have made your customisations, go to the site settings and save the site as a template, and then it will be available in the settings for each EPT.   

    Typically I create a new site to do this from, or if you are not sure how to do that, I create a new project, and then remove the project but leave the site in place.   The project name could be something like SharePointTemplate  

    Any new fields you create will not be populated into the oData feed.


    Ben Howard [MVP] | web | blog | book | downloads | P2O

    • Marked as answer by DangerM0use Thursday, August 15, 2019 12:30 PM
    • Unmarked as answer by DangerM0use Thursday, August 15, 2019 12:30 PM
    Wednesday, August 14, 2019 3:59 PM
  • Hello,

    Here is a guide I wrote a few years back as part of a series of blog posts: https://pwmather.wordpress.com/2014/02/02/getting-started-with-projectonline-part-6-ps2013-office365-project-ppm-sharepointonline-pm-sp2013/

    Changing the category field values / options (cat1 , cat2 etc.) is fine and will not cause any issues, changing the Status field options / values (active, closed, postponed etc.) can have an impact of features in PWA such as the Issues and Risks page. Be careful with changes made as some changes such as removing fields will cause sync issues in the PWA queue.

    Fully test the new template on a new project before rolling out and you should be fine - remember to check the PWA queue for sync errors etc.

    Paul


    Paul Mather | Twitter | http://pwmather.wordpress.com | CPS | MVP | Downloads

    • Marked as answer by DangerM0use Thursday, August 15, 2019 12:31 PM
    Wednesday, August 14, 2019 7:35 PM
    Moderator
  • Also to add, whilst this was for Project Server 2010, it will help you test the new template in Project Online:

    https://pwmather.wordpress.com/2012/07/04/testing-a-new-projectserver-project-site-template-ps2010-msproject-epm-sp2010-sharepoint/

    Paul


    Paul Mather | Twitter | http://pwmather.wordpress.com | CPS | MVP | Downloads

    Wednesday, August 14, 2019 7:37 PM
    Moderator
  • This has been great thanks Paul.

    One last question. If I want to edit this new template, how would I do that?

    Thanks.

    Thursday, August 15, 2019 12:31 PM
  • Hello,

    Update the site again and save as a template - v2 etc. then add to the EPT, from that point onward new projects sites created on that EPT will have the new site template.

    Paul


    Paul Mather | Twitter | http://pwmather.wordpress.com | CPS | MVP | Downloads

    Thursday, August 15, 2019 12:34 PM
    Moderator
  • Perfect. Thanks very much.
    Thursday, August 15, 2019 3:07 PM
  • Hi Paul,

    Apologies if this would be better in another separate thread, but there is one thing I am having a problem with now I'm doing some further testing.

    The master template is created and both my risk and issue forms have been setup with the column order I want. The only thing that isn't working (or doesn't appear to be) is it isn't being replicated in the subsequent project sites. The view does, but the content type doesn't. It seems to be putting it in the order of the columns from my custom content type first and then follows it up with the original risks/issue content type.

    Any ideas?

    Thanks.

    Friday, August 16, 2019 8:37 AM
  • Hi Ben,

    I didn't fully understand your last line, but I think I do now. I'm trying to amend some Power BI reports I have and I haven't been able to find any of the new site columns I have created. Is this what you mean? Thanks.

    Friday, August 16, 2019 11:32 AM
  • Hello,

    That is a known limitation re column ordering across content types. Regarding querying those new list columns a in a report, you need to use the SharePoint list REST APIs like in this post: https://pwmather.wordpress.com/2016/01/05/want-to-query-cross-project-site-sharepoint-lists-in-projectonline-projectserver-powerbi-powerquery-bi-office365-excel-ppm/

    Paul


    Paul Mather | Twitter | http://pwmather.wordpress.com | CPS | MVP | Downloads

    Friday, August 16, 2019 11:46 AM
    Moderator
  • I had actually just come across that post Paul and looking at it right now.

    Thanks again.

    Friday, August 16, 2019 11:54 AM
  • Paul, I found this thread whilst trying to learn more about Content Types and Site Columns in a Project Online context. 

    Why are Risks and Issues not available at a site collection level to deploy changes universally in the way that custom site columns/content types can be?

    From my reading around the subject for example if I want to update the Impact and Probability site columns in the Risk list to accommodate a 5 by 5 risk scoring approach as opposed to the default 3 by 3 approach I would have to create a new site template and make the edits to the site columns in that new site template, however any existing sites would not inherit this change and would have to be updated one by one.


    With good wishes,

    Dominic

    Microsoft Project Evangelist

    Twitter:   LinkedIn:    Web:   

    Wednesday, February 12, 2020 1:22 PM
  • Hello,

    That is correct, the default Issue and Risk columns are list columns so are managed at the list level. You can write code to programmatically update the default list columns on each existing project site if needed. Just fully test it etc. including ensuring your changes do not cause sync issues in the PWA Queue. When we customise the Issues / Risks list we add new site content types and site columns and add those to the Issues / Risks lists then on the list level add the default list columns to the custom content type columns. Then making changes to the custom columns can be done centrally but the default column update are still local. 

    Paul


    Paul Mather | Twitter | http://pwmather.wordpress.com | CPS | MVP | Downloads

    Wednesday, February 12, 2020 7:07 PM
    Moderator
  • Paul,

    Thanks for your detailed explanation and useful hints around content types. It strikes me as slightly perverse that the Risk and Issue lists use list columns when one of the key benefits of the Project Online solution is centrally managing things like EPT's, PDP's custom fields and more besides. Especially when site templates can be invested with new lists that use content types managed centrally.

    I am guessing there is a deliberate reason as to why Risk and Issue list have default list columns. 


    With good wishes,

    Dominic

    Microsoft Project Evangelist

    Twitter:   LinkedIn:    Web:   

    Thursday, February 13, 2020 10:21 AM