New User Experience: Start a Conversation or Post a Reply

You can start a conversation or can post your comments in a reply message with optional attachments and links. Conversations are a collection of replies to an original theme or question. Conversations provide a collaborative forum for all team members to discuss, document, and solve project-specific issues. For example, use conversations to discuss customer feedback or share observations during development. Conversations also help resource managers and project coordinators discuss which resources or roles to allocate to an investment.
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You can start a conversation or can post your comments in a reply message with optional attachments and links. Conversations are a collection of replies to an original theme or question. Conversations provide a collaborative forum for all team members to discuss, document, and solve project-specific issues. For example, use conversations to discuss customer feedback or share observations during development. Conversations also help resource managers and project coordinators discuss which resources or roles to allocate to an investment.
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Conversations and Replies
The following conditions apply to all conversations:
  • The most recent conversation appears first; the most recent reply in a conversation appears last.
  • Click image2017-7-18 14:46:45.png  
    Refresh Conversations
    to see the two most recent replies in a conversation. If a conversation has more than two replies, click
    SHOW ALL
    to expand and view the list of remaining replies. Click
    SHOW LESS
    to view the latest 2 replies.
  • Users can edit and delete only their own comments.
    : When you delete a conversation, the application also deletes all comments. You cannot recover a deleted conversation.
  • A conversation supports up to 200 replies.
  • You can enter a maximum of 1300 characters in a post or reply. Spaces, special characters, line breaks, and @mention strings count toward the 1300-character limit.
  • To add a new line in a comment, press 
    Shift
     + 
    Enter
    .
  • HTML content is not supported in conversations; however, you can add links to other content. You can copy and paste links or can enter them directly. Conversations support the following URL formats: 
    www http:// https:// ftp:// sftp://
     
  • After you click the Post button, the URL appears as a hyperlink. You can click a link to view the content in a new browser tab.
The following conditions apply to conversations in the context of resource management: 
  • On the
    Staffing
    page, a small blue dot indicates an investment with a conversation.
    image2017-8-26 8:28:49.png
  • No specific rights are required for accessing conversations for resources and roles. If you have appropriate booking rights on a team record, you can view or participate in conversations on that record. 
  • In the Role Request view, you can replace a role with a resource. The application transfers conversations from the role team record to the resource team record. The following example demonstrates this behavior:
    1. Navigate to the
      Details
      pane of a requested role from the Role Request view. 
    2. Click
      Allocate To
      and search for a resource in the list. 
    3. Click
      Replace Allocation
      .
      The assigned resource is allocated to the role. The application includes the conversations that were on the Role Request view. 
This image displays how a role request can be allocated to a new resource who can now see the Conversations on the role record.
: As a resource manager, when you remove a resource from an investment, the application also removes any associated conversations. If you add the resource to the same investment later, any previous conversations are not available to the resource.
 
Example: Conversations in Resource Management
Barb Hudson is the project coordinator for a new project. Barb needs resources for her project. She wants to have a conversation with Derrick Joseph, the resource manager, to know the availability of resources and roles. Barb logs in to the
New User Experience
 and navigates to the Resources page. Barb uses the Investments-to-Resources view to filter on the new project and start the conversation. 
This image displays how a Project Coordinator requests for a role
Start Conversations About Projects or Tasks
Stay in touch with your team, ask questions, and resolve issues using conversations. Project team members and the project manager can reply and mention another team member in the conversation. Other users with the 
Project - Edit 
(global, instance, or OBS) access right can also reply.
Follow these steps
:
  1. Navigate to the 
    Projects
    page and open a project.
  2. Enter your message in the
    Start a conversation
    box of the Conversations tab and click
    Post.
    Other users can enter their message in the Reply box and click
    Post.
    image2017-8-1 10:47:13.png
  3. You can also start a conversation about a particular task. Navigate to the
    Tasks
    page of a project.
  4. Click on a task.
    The Task Details pane appears on the right. image2017-8-1 10:34:29.png
  5. Start a conversation about the task on the
    Conversations
    tab.  
  6. To edit or delete a posted reply, click the  image2017-4-27 13:59:3.png
    Options 
    menu. You can only edit or delete your own comments.
Example: Project Team Collaboration Using Conversations
A new project to upgrade the internal email system has started. Nicole, the project manager starts a conversation with Mike, a team member. The following image shows a conversation between Nicole and Mike:
image2017-8-8 15:49:5.png
Start Conversations About Investments, Resources, and Roles
You can start a new conversation or reply to an existing one.
Resource Request
: Barb, the project coordinator has the task of staffing the investments. Barb uses the Investments-to-Resources page to book a resource and starts a conversation with the Resource Manager, Derrick Joseph. Barb mentions Derrick and Derrick gets a notification. Derrick can reply to the post in the Notifications window or on the Conversations tab. The following image shows the Conversations pane for the resource:
This image displays how a conversation can be started on a resource.
Follow these steps
:
  1. Click 
    Menu
     and select 
    Staffing
    .
  2. Select the Investments-to-Resources view.
    1. Expand an investment to view a resource or role.
    2. Click the name of a resource or role.
      The
      Details
      pane appears.
    3. Click the
      Conversations
      tab. 
    4. Start a conversation or reply. Because the conversation is about a specific resource or role, mention the Resource Manager.
  3. Select the Resources-to-Investments view.
    1. Expand the resource to view the investment.
    2. Click the name of the investment.
      The
      Details
      pane appears.
    3. Click the 
      Conversations
       tab. 
    4. Start a conversation or reply. Because the conversation is about a specific investment, mention the Project Coordinator or Project Manager.
Role Request
: Barb, the project coordinator has the task of staffing the investments. Barb has the required resource soft and hard booking rights. Barb uses the Investments-to-Resources page to request a specific role for a project. Barb starts a conversation with the Resource Manager, Derrick Joseph. Barb mentions Derrick and Derrick gets a notification. Derrick can reply to the query or post in the Notifications window or on the Conversations tab. The following image shows the Conversations pane for the role:
This image displays a sample conversation for a role request.  
Follow these steps:
  1. Navigate to the
    Staffing
    page. 
  2. In the Requests view, search or filter for the required role.
  3. Click the role to see the list of investments available.
  4. Click the name of the investment.
    The Details pane appears. 
  5. Click the
    Conversations
    tab. 
  6. Start a conversation or reply.
If you do not have the booking rights, Role Requests do not display any results on the Staffing page.
Mention a Team Member Using the @Sign
In conversations, use the @ sign to mention other users. Mentioning someone by name sends a new notification to alert them to reply. For example, Derrick and Barb do not mention each other when collaborating to solve staffing issues. They are already communicating in the conversation. However, mention someone in a new conversation or reply to notify them that you would like them to respond. 
Tips for Using the @Sign
  • You do not have to remember the complete name of the person that you want to mention. After the @ sign, enter the letters of the first or last name. Suggested team members appear.
  • The full name, project role, and avatar image appear to verify the identity of the team member. If the project role is not available, the primary role appears. If the information is unavailable, no role appears.
  • To mention an entire team, including the project manager, use @Team.
  • All active and locked team members can be mentioned. Inactive team members do not appear and cannot be mentioned.
  • In project conversations, up to eleven (11) suggested names appear. All team members who are part of your project, including the project manager, appear. 
  • In project task conversations, up to five (5) suggestions appear. The fourth suggestion is the project manager and the fifth is the entire team. 
  • In staffing conversations, up to five (5) suggestions appear. You can mention only those users who have the
    Staffing - Navigate
    right.
  • We recommend that you mention no more than 20 users in a single conversation. 
Conversation Notifications
Notifications are updates about conversation activity when a user mentions you or your team.
  • To view your notifications, click the notifications bell icon at the top of all pages in the
    New User Experience
    .
  • The number of new notifications appears on the notifications bell. The number disappears when you click the bell.
  • The notifications panel displays the avatar of the sender and the first line of their message. The following image shows an example:
    This image shows conversation notifications in the CA PPM New User Experience
  • Scroll up or down to view all notifications on the panel.
  • To open a notification, click on one in the list. Supporting details about the context of the conversation appear. You can reply, edit, or delete the message. You can also navigate to the project from the notification message window. Click
    Go to Project
    . The following image shows an example:
  • This image shows a project conversation notifications in the CA PPM New User Experience
  • Notifications about conversations for staffing provide a
    Go to Staffing
    button. The following image shows an example:
    This image shows a staffing conversation notifications in the CA PPM New User Experience
  • Notifications about project conversations for a specific task show the type of task and allow you to navigate to the project Tasks page.
  • If a user is mentioned more than once in a single message, they are notified only once.
  • If a team is mentioned (@Team) in a project conversation, a notification is sent to all the team members including the project manager.
  • A user can be mentioned in a staffing conversation if the user has the 
    Staffing - Navigate
    access right. However, the user cannot see the resource if the user does not have the required rights for the resource.
  • To delete all notifications, click 
    CLEAR ALL.
  • If a conversation is deleted, the notification is also deleted.
 
:
  • You can personalize the way that you receive notifications. By default, the application sends you conversation notifications by e-mail, SMS text message, and on-screen.
    See
    Set Up Notifications
    in Personalize CA PPM.
  • As an administrator, you can modify the two notification templates for conversations. These templates define how notifications appear in the application:
    • Conversation - Mentioned in a conversation
    • Conversation - Mentioned in a reply to a conversation
 
Attach Files in Conversations
You can upload and edit up to five attachments to each of your comments in a conversation. Project team members can download and view the attached files.
Follow these steps
:
  1. Open a conversation.
    A
    Reply...
    prompt appears for the next comment.
  2. In the new reply, click
    Attach
    . To add attachments to a previous comment, click the  image2017-8-26 8:6:44.png
    Options 
    menu and select
    Edit
    and then click
    Attach.
  3. Select the file you want to attach. Press and hold down the
    Ctrl
    key to select up to five files. Click
    Open
    .
    Thumbnails of the attached files appear below the comment. 
  4. Add or edit your reply text. You cannot attach a file without entering an associated comment.
  5. Click 
    Post. 
    The file attachments are uploaded. 
  6. (Optional) To delete an attachment, click the  image2017-8-26 8:6:44.png
    Options 
    menu and select 
    Edit.  
    Click 
    X Delete
    image2017-5-30 12:37:27.png
  • When you delete a reply, the application also deletes any attachments.
  • When you delete a project or task, the application also deletes any associated conversations, including all attachments.
: File attachments follow the same restrictions as project documents. As an administrator, you determine project document settings. For example, the maximum size of an attachment is 20 MB. To limit acceptable file types, you can also set the
Authorized File Extensions
field. See Configure General System Settings.