Personalize Clarity PPM: Change Password, Account Settings, Notifications, Export to Excel

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Personalize your account settings, change your password, export to Excel or CSV, and configure the appearance of application pages. The changes that you make are visible only to you. To personalize the user interface, contact your administrator to get the required access rights. With sufficient rights, the necessary menus and icons appear in your pages and portlets. 
 
 
2
 
 
 The documentation might not match what you see in the product user interface. This difference can occur because all access to features, menus, pages, buttons, and objects is determined by your access rights. Your organization can also customize the application pages, objects, lookups, partitions, processes, and user interface. Contact your administrator if you are not able to complete any of the steps in the documentation.
 
Personalize Your Account Settings
 
Your personal account settings include your action items proxy, contact information, and password. You can also configure your preferred method of receiving notifications and download client software tools for use with 
Clarity PPM
.
Manage Your Location and Language Settings
You can define your time zone, locale, and language.
 
Follow these steps:
 
  1. Click 
    Home
    Personal
    Account Settings
    .
  2. Complete the following fields:
    •  
      Time Zone: 
      Defines the primary workplace time zone.
    •  
      Locale: 
      Defines your work locale. The locale controls the number and date language formatting in the product.
      Default:
       English (United States)
    •  
      Language: 
      Defines the language to use in the user interface.
      Default:
       English
  3. Save your changes.
Change Your Password
The security policy that your administrator configured might allow you to change your login password.
 
Follow these steps:
 
  1. Click 
    Home
    Personal
    Account Settings
    .
  2. Complete the requested information in the 
    Change Password
     section.
  3. Save your changes. 
The Change Password section might not appear for the following reasons:
  • Your administrator did not grant you the 
    Account Settings - Navigate
     access right. This right is required to navigate to the Account Settings page.
  • Your administrator has enabled external authentication such as LDAP or SSO. In these configurations, contact your administrator to learn how to change your external login credentials.
Designate Proxies
You can temporarily designate another resource as your action items proxy. The assigned resource receives your regularly scheduled and urgent action items during the proxy period. The designated proxy sees the action item in the 
Action Items
 portlet on the 
Overview
 page.
 Verify that the proxy resource has the appropriate access rights for the actions they must perform. For example, if the proxy receives an action item to complete an activity on a project, they need rights to view the project.
 
Follow these steps:
 
  1. Click 
    Home
    Personal
    Account Settings
    .
  2. Click 
    Proxy
    .
  3. Complete the requested information in the 
    Setup
     section.
  4. (Optional) Other resources can designate you as their action items proxy. Their names appear in the 
    Resources
     field.
  5. Save your changes.
Set Up Notifications
The occurrence of certain events in other parts of the software can trigger automatic notifications. You can manage the receipt of different types of notifications. For example, you can set up notification by email when someone responds to an action item.
 
Follow these steps:
 
  1. Click 
    Home
    Personal
    Account Settings
    .
  2. Click 
    Notifications
    .
  3. Select the functional areas and methods to receive notifications. All the method check boxes for each functional area are selected by default.
  4. (Optional) Click 
    Restore Defaults
     to set your notification settings to match the settings that the administrator last published or saved.
  5. Save your changes.
The following list describes situations that trigger notifications for each functional area:
  •  
    Action Items
    A notification is sent out when a new action item is assigned to you and when one is due.
  •  
    Change Request
    A notification is sent when you are assigned to a change request.
  •  
    Escalation
    A notification is sent when a process fails or stalls and you are identified as the person to notify for escalations.
  •  
    Issues
    A notification is sent when you are assigned to an issue.
  •  
    Processes
    A notification is sent when a resource identifies you as the person to contact for a certain step in a process.
  •  
    Projects
    A notification is sent when a resource adds or removes you from a project.
  •  
    Reports and Jobs
    A notification is sent when a report or job you initiated, scheduled, or are assigned to is completed or failed.
  •  
    Risks
    A notification is sent when you are assigned to a risk.
  •  
    Timesheets
    A notification is sent when you receive a notification for a submitted timesheet. You can receive a notification that a timesheet is overdue or is returned.
Download Client Software
Your administrator sets up the installation files on the 
Clarity PPM
 server. You can download the following software on your own client computer:
  •  
    Open Workbench
    : Use Open Workbench as a stand-alone desktop project management and scheduling software application or integrate it with 
    Clarity PPM
    .
  •  
    Microsoft Project Interface: 
    Use the Microsoft Project Interface to integrate Microsoft Project scheduling functionality.
To download software, you require:
  • Access rights to download the software.
  • Administrator rights to install the software.
 Even if you have the appropriate access rights, the software might not be available.
 
Follow these steps:
 
  1. Click 
    Home
    Personal
    Account Settings
    .
  2. Click 
    Software Downloads
    .
  3. Click the 
    Download
     link. 
  4. Follow the download and installation instructions. Make a note of the folder location where you install the software.
See your administrator for assistance if you are unable to download, install, or run the required client software.
Set a Default Partition
As a user, if the 
Default Partitions
 tab is available, you can select a default value.
  1. Click 
    Home
    Account Settings
    .
  2. Click the 
    Default Partitions
     tab. This tab appears only if your administrator added you as a member of at least one partition unit. Typically, users are assigned to only one partition; however, it is possible to be assigned to multiple partitions. As an administrator, to set up partitions, see the Studio documentation in the 
    Reference
     section.
  3. Select a partition and click 
    Save
    . Because partition models can include an optional Studio UI Theme, your user interface theme colors might change after you save your selected partition.
Whether you belong to one or many partitions, you must set your default partition. Without your default setting, you might not see all relevant data for one or more partitions in some areas of the application.
Set a Home Page
The default home page is the Overview: General page. You can set any page as the home page.
 
Follow these steps:
 
  1. Navigate to the page you want as the new home page.
  2. In the main menu, click 
    Home
    .
  3. At the bottom of the menu, click 
    Set as Home
    .
  4. To go to the page that you set as the home page:
    1. Navigate to another page as a test.
    2. Click the Home icon in the main menu bar.
  5. (Optional) You can reset the home page to the default Overview page. Click the 
    Home
     menu and select 
    Reset Home
    .
Personalize Important Information
To view your information, open one of the following pages:
  • Click 
    Home,
     
    Personal
    General
    .
    Overview
     is the default home page. This page contains portlets that list your action items and notifications. This page also contains portlets where you can add:
    • Project links for easy access to your projects
    • Favorite links to other application pages or external internet addresses. Administrators can add links to the Site Links portlet for use by multiple users.
    • Favorite photos
  • Select 
    Home
    Personal
    Organizer
    .
Create an Action Item
 
Action Items
 are nontasks that you assign to yourself, or others assign to you. Use action items to track the progress of projects and to ensure that projects are completed on time.
You can create both personal and project-related action items. You create personal action items from the 
Organizer
 page and project-related action items from within a project. The 
Action Items
 tab on the 
Organizer
 page lists all the personal and project-specific action items that you create. The 
Action Item
s tab also lists action items that others create and assign to you.
You are the owner of action items you create. As the owner, you can modify or delete an action item. You can modify the properties of a personal action item you create from the Action Item Properties page. For an action item assigned to you by another user, you can update only the status.
 
Follow these steps:
 
  1. Click 
    Home
    Personal
    Organizer
    .
  2. Click 
    New
    .
  3. Complete the 
    General
     section:
    •  
      Recurring
      Indicates if the action item occurs at regular intervals.
    •  
      Frequency
      Specifies how often the action item reoccurs.
      Example:
       Enter 1 to create a status report each week.
    •  
      Until
      Indicates the last date on which you want the action item to reoccur.
  4. Complete the 
    Notify
     section:
    •  
      Notify Assignees
      Indicates if a notification has to be sent.
    •  
      Send Reminder
      Indicates if a reminder email notification has to be sent to the assigned resources when the action item is due.
    •  
      Time Before Reminder
      Defines the amount of time before an item is due that the reminder occurs. For example, enter 15, and select Minutes in the
       
      Units field.
    •  
      Units
      Specif
      i
      es the unit of time for the reminder if the Send Reminder check box is selected.
  5. Enter the name of the resource to assign the action item in the 
    Assignees
     section and save your changes.
Open an Action Item from Notifications
A notification can be an alert, an email, or an SMS message. Notifications help make you aware of new activities or changes to the data on any page. Alert notifications appear on the Overview page (Notifications portlet) and the Organizer page (Notifications tab). You can see alerts for your assigned action items or overdue timesheets. 
You can open an action item from the notification list.
 
Follow these steps:
 
  1. Open 
    Home
    , and from 
    Persona
    l, click 
    Organizer
    .
  2. Click 
    Notifications
    .
  3. Click the link in the 
    Message
     column or the 
    Properties
     icon that appears next to the alert notification.
Manage Processes
A process is a series of related actions or steps that occur to complete a business goal. You can view the following processes from the 
Organizer
:
  •  
    Initiated
    Includes process instances that you started or to which you have the view access. You can view the status or click a process link to view the step details.
  •  
    Available
    Includes processes available for you to start and edit. You can also create new processes.
     Processes are not explicitly marked as complete. The completeness of a process instance depends on the status of the steps it contains. When the Finish step is completed, the process instance ends. To view a list of all available global processes, process administrator access is required.
You can start, modify, or cancel a process. Each time a process is started, by either a manual action or an automated trigger, a process instance is created. You can only modify processes that have 
Mode
 set to 
Draft
 or 
On Hold
. The appropriate access rights are required to modify a process. You can cancel only active and incomplete processes. Canceled process instances are not deleted automatically and remain for reference purposes.
 
Follow these steps:
 
  1. Click 
    Home
    Personal
    Organizer
    .
  2. Click 
    Processes
    .
  3. Open the 
    Processes
     menu and perform one of the following actions.
  4. Start a process.
    1. Click 
      Available
      .
    2. Select the check box next to the process you want to start, and click 
      Start
      .
  5. Modify a process.
    1. Click 
      Available
      .
    2. Click the name of the process that you want to modify.
    3. Complete the following steps:
      • Modify the generic attributes for this process.
      • Update the process steps as desired by adding, renaming, deleting, adding conditions to, or altering actions.
      • Update groups by adding, removing, reorganizing, or renaming them.
      • Update escalation properties by changing escalation type, level, grace period, or notifications.
      • Click the Validation link to validate the process modifications. If you identify any errors, correct them and revalidate the process. If there are no errors, click Exit.
  6. Cancel a process.
    1. Click 
      Initiated
      .
    2. Select the process instance, and click 
      Cancel Process
      .
    3. Click 
      Yes
       to confirm.
Update Tasks
A personal task is a work item. You can log work in your timesheet and can track the progress of your tasks. You can view personal tasks that you create and those others assign to you. A task entry appears in the task list for each assigned task. You can perform the following actions with tasks:
  • Open and view the task
  • Edit the displayed task properties
  • Mark a task as complete or not complete
You can update a personal or assigned task to ensure that information about tasks is up-to-date.
 
Follow these steps:
 
  1. Click 
    Home
    Personal
    Organizer
    .
  2. Click 
    Tasks
    .
  3. Open a task and update its properties:
    •  
      Task
      Defines the name of the task. The value for the field is derived from the Name field on the Task Properties page. On list pages or in portlets, displays the name of the task.
      Limit:
       64 characters
    •  
      Investment
      Displays the name for the investment. The value for this field is based on the Project Name field on the Project Properties page.
    •  
      Start
      Defines the date to start the task assignment for a resource. The list pages or portlets display the start date.
      Default:
       Task start date
      Define the assignment to start on or after the task start date. If an assignment has actuals, the field is read-only.
    •  
      Finish
      Defines the date to complete the task assignment for a resource. Define the assignment to finish on or before the task completion date. The list pages and portlets display this completion date.
      Default:
       Task completion date
    •  
      Actuals
      Displays the total work units that a resource worked and posted to the task assignment.
    •  
      Pending Actuals
      Displays the number of hours that a resource entered on a timesheet. Pending actuals can be displayed on a timesheet with a status of Open, Saved (by Resource), Submitted, or Approved.
    •  
      ETC
      Displays the estimated hours to complete the task. Click in the cell to edit the value.
    •  
      Assignment Status
      Displays the status of the task. The value for this field is derived from the Status field on the Task Properties page.
      Values:
      • Not Started. No time is posted against the task.
      • Started. Automatically changes the status to 
        Started
         when time is posted against the task.
      • Completed.
         
        Automatically changes the status to 
        Completed
         when the task ETC has zero hours and the task status is 
        Completed
        .
  4. Save your changes.
Personalize Your Avatar Image
To help other users identify you, your photo can appear as an icon in the 
New User Experience
. The circular image also appears in the top right corner of classic application pages to identify you. By default, the avatar image shows the initials for the first and last name for the resource. You can upload your own image or photo to identify your user account.
To differentiate between user sessions, you could use initials for contractors, photos for more personalized staff accounts, and color-coded graphics for special teams or department accounts. As an administrator, you might have several personal user accounts. For example, you use a photo avatar for your personal account. You use a series of multi-colored avatars for your test accounts.
  1. Using a smart phone, PC or web cam, scanner, or digital camera, capture your photo.
  2. Send the photo by email or copy it to your computer or a file server you can access.
  3. In an external graphics application, edit and save an image file that represents you as a resource. For example, your organization might set up a color scheme or logos to identify users on various teams. You could also add text identifiers to avatars such as DEV, PMO, RM, or BLUE TEAM. Follow these design requirements:
    1. Reduce the image file size to 250 KB or smaller. While 2 MB is the maximum, performance is best with smaller images.
    2. Crop the image to square dimensions of no smaller than 40 x 40 pixels. Give circular images a diameter of 40 pixels. Larger images are scaled down and cropped for best fit. Scaling down very large (500 x 500 pixels) images can yield unexpected results. Other users might also magnify a page or copy your image into a blog, web page, or report. For best results, set the original art for your avatar to no smaller than 80 x 80 pixels at 72 dpi.
    3. Supported image file formats include .png, .jpg, .gif, and .ico. Other formats such as .tif are not supported.
  4. Log in to 
    Clarity PPM
     as the resource that you want to identify with a personal avatar. 
  5. Click the current avatar image or initials at the top of the page.
  6. Click 
    Choose File
    .
  7. Select the image file.
    A preview of your image appears.
  8. Click 
    Return
    .
  9. (Optional) To revert to the default avatar, click the avatar, select 
    Remove Image
    , and click 
    Return
    .
 In Release 15.3 and newer releases, you can change your avatar image in the 
New User Experience
. See Getting Started with the New User Experience. At a standard resolution of 72 dpi, avatars in the classic header are 32 x 32 pixels. In the 
New User Experience
, avatars are 30 x 30 pixels on the task list and 40 x 40 pixels on the Team tab.
As an administrator, you can specify which file types are authorized for the avatar image file. Click the 
Administration
 menu and select 
System Options
. As an example, when you enter 
doc,docx,pdf,xls,jpg,gif
 you are excluding all other file types that are not listed. In this case, .png and .ico image formats are blocked. The file extensions that you list apply to the document management system. Other features, including avatars or attachments, also depend on the document management system. The avatar feature only supports the file types that are listed in the steps in this section. However, your optional authorized list blocks any extensions that are not listed.
Personalize a Page
You can personalize your pages so that they display the information you need. By personalizing a page, you view only the content that is relevant to your task. You can display the content on the page in a way that best suits you.
  • You must have sufficient access rights. If you have the rights to personalize, the necessary menus or icons appear on a page or a portlet toolbar.
  • The changes that you make are visible only to you.
  • Each page is composed of portlets, and the page content can be organized into tabs.
  • If the owner changes and publishes the original item, your personal changes are lost.
  • The page must allow edits. Your administrator must enable the 
    Allow End Users to Add Tabs
     or 
    Personalizable
     check boxes for the pages in Studio.
You can personalize the page content by adding or removing portlets, or restoring default portlets.
 
Follow these steps:
 
  1. Click the 
    Personalize
     icon at the top right corner of the page.
    The Content page appears with a list of portlets that are already displayed on the page.
  2. Click 
    Add
     and in the Select Content dialog, select the portlets that you want to add to the page.
  3. Complete one of the following steps:
    • Click 
      Add
       or 
      Add and Select More
      .
    • Click 
      Return
       to save the changes and return to the page.
    • Click 
      Continue
       to make further configuration settings.
  4. To remove portlets from the page or restore the default content, use the 
    Remove
     or 
    Restore Defaults
     buttons.
Add a Page Filter
You can add a filter portlet to a page to filter the page content.
 
Follow these steps:
 
  1. Click the 
    Personalize
     icon at the top right corner of the page.
  2. Select the 
    Page Filters
     tab.
  3. Click 
    Add
     and select a filter from the list.
  4. Click 
    Add
    .
  5. (Optional) Set the 
    Persist
     and 
    Default
     options.
    •  
      Persist
       
      Allows the values in the filter to persist when you move from one page to another. The filter values persist only across pages that use the same filter portlet.
    •  
      Default
       
      Sets the page filter default. The first filter that is published to the page is the page filter default unless a selection indicates otherwise.
  6. Save your changes.
Personalize Page Layouts
Change the layout of the page by reordering the page content.
 
Follow these steps:
 
  1. Click the 
    Personalize
     icon at the top right corner of the page.
  2. Select the 
    Layout
     tab.
  3. Select the layout template for the portlets in the 
    Layout
     field.
    Each option provides the number of columns and the percentage of the page that is given to each column. In the 
    Row Layout
     option, the number of portlets you place in a row determines the percentage of space that is given to a portlet.
  4. Use the arrow keys to move the portlets in the order you want for the page.
  5. Save your changes.
Add a New Tab to a Page
Create your own personalized workspace. Add a tab to a page, and then add your choice of portlets. The new tab that you add appears as the last tab from left to right on the page.
 
Follow these steps:
 
  1. On your current page, click the 
    Manage My Tabs
     icon.
  2. Click 
    New
    .
  3. Complete the 
    Tab Name
     and 
    Description
     fields and click 
    Save and Continue
    .
  4. Add and manage the page content that you want on the new tab, and click 
    Continue
    .
  5. Add a page filter and click 
    Continue
    .
  6. Configure the layout and click 
    Save and Return
    .
Edit a Tab
Edit the properties and content of existing tabs. You can configure the tabs that appear on a page and the portlets that appear on each tab.
You cannot edit the properties of all tabs. A tab that you can edit shows a link when you hover the mouse cursor over the list. You can edit the properties of custom tabs you create.
 
Follow these steps:
 
  1. Click the 
    Manage Project Tabs
     icon on your current page.
  2. On the 
    Manage Tabs
     page, click the name of the tab that you want to edit.
  3. You can edit the page properties, content, layout, and filters. See the remaining topics in this article.
  4. Save the changes.
On the 
Manage Tabs
 page, you can also delete tabs or reorder them. You can remove the tabs that you create on a page. You cannot remove the system default tabs, or the tabs that are installed with the PMO Accelerator add-in.
Present a Page as a Pop-up
Some lists display a Configuration icon in the Options toolbar. For these lists, you can set items that are selected from the list to display in a separate pop-up that floats above the workspace. A pop-up is one way to provide a visual reminder of where you are in the application. The popup has the same functionality as a page presented in the workspace.
 
Follow these steps:
 
  1. Open the list page that you want to configure.
    For example, open 
    Home
    , and from 
    Portfolio Management
    , click 
    Projects
    .
  2. Click the Options icon to open the menu, and click Configure.
  3. Open the 
    List Column Section
     menu, and click 
    Fields
    .
  4. Locate the Name attribute in the Attribute column, and click the associated Properties icon.
  5. Select the Open as Pop-up check box, and click 
    Save and Return
    When you set an item on a list page to appear in a pop-up, all list items on that page also appear in a pop-up.
  6. Click 
    Return
    .
Personalize a List
You can work with lists of your project data to achieve the following goals:
  • Filter the list to view only the information that you want
  • Sort the list to see the items in a specific order
  • Edit the lists to update and correct information
  • Export lists to view and work with them in Excel.
List Options Toolbar
The Options toolbar at the top of lists helps you manage the information.
  •  
    Filter
     
    Lets you filter the list with criteria you select. Double-click the toolbar or click the icons (+ or -) to expand or collapse the filter. The filter in use is listed in the filter field. To see a list of saved filters, click the down arrow.
  •  
    Options Menu
     
    Lets you access options that apply to the portlet being viewed. The options that appear can vary depending on the portlet. The following list shows some of the options that appear on the Options menu.
    •  
      Configure
       
      You can configure the list in the following ways:
      • Modify the list and filter fields.
      • Modify the list and filter layout.
      • Aggregate the information in columns.
      • Set the options for how the list displays.
      • Define the display settings for a Gantt chart.
      • Define the time period settings for a time-scaled value.
    •  
      Multisort
       
      Allows you to sort the information in a list using multiple columns.
    •  
      Export to Excel (Data Only)
       
      Exports the list to Microsoft Excel. No charts are included in this export. 
 Some lists display a Configuration icon in the Options toolbar. For these lists, you can set items that are selected from the list to display in a separate pop-up that floats above the workspace. The pop-up has the same functionality as a page presented in the workspace.
Filter a List
Lists with many items can span multiple pages. Use the filter fields to filter the list to only those items you want to view. Use the 
Expand/Collapse Filter
 icon on the Options toolbar to hide or display the filter. When a list is filtered, you can return to the default results list and can view all the items in the list page. Click 
Show All
 or select 
System Default
 from the Filter drop-down.
You can name a filter and can save the criteria for later use. Access saved filters from the Filter drop-down.
 
Follow these steps:
 
  1. Open the list page.
  2. Click the 
    Expand Filter
     icon if the filter is not open.
  3. Enter the filter criteria, and click 
    Save Filter
    . The filter fields are not case-sensitive.
  4. Enter a name for the filter.
  5. Select Default to make this filter the default filter for this list page.
  6. Save your changes.
 
Note:
 When you apply a filter to a hierarchical list, the expanded items collapse. The resulting filtered items include its parent and higher-level items. All rows display collapsed.
Build a Power Filter
A power filter is a custom filter that searches a list page by criteria you define. Use a power filter alone or with other filter fields on the list page. Only one power filter can be created for a list page.
You design and build a power filter using an expression. The expression is divided into two parts, left and right, and separated by an operator, such as, =. For example, the following expression searches for all active projects on the projects list page:
project.is_active == 1
 
Follow these steps:
 
  1. With a list page open, expand the filter.
  2. Click the 
    Build Power Filter
     link in the filter section.
  3. Complete the fields to build the left part of the expression. The available fields vary by page.
  4. Select an operator. The operators that are available depend on the object and field values that are used for the left part of the expression.
  5. Complete the fields to build the right part of the expression. The available fields vary by page.
  6. Click 
    Add
    .
    The expression appears in the Expression field.
  7. Select a value from the following field to create an equation with multiple clauses. For example, you can create a power filter with multiple clauses to display all active projects that are also assigned to a specific department. If you select a value from this field, create the additional clause for the expression and click Add. This action appends the clause to the value in the Expression field.
    •  
      And/Or
       
      Specifies the equation type for the second half of the expression.
    •  
      And
       
      Defines an equation with multiple clauses.
    •  
      Or
       
      Defines an either/or equation.
  8. Complete one of the following steps:
    • Click 
      Evaluate
       to evaluate the syntax of the expression. If the syntax is not valid, INVALID appears above the 
      Expression
       text box.
    • Click 
      Add Parenthesis
       to surround the expression with parentheses.
    • Click 
      Negate Expression
       to negate the expression by surrounding the expression with parentheses and preceding it with an exclamation point.
    • Click 
      Clear
       to clear the 
      Expression
       text box.
  9. Save your changes.
    The power filter is saved. The name appears in the Power Filter field of the page filter.
Sort a List
You can sort lists by row or column to view the items in the order you want. Once the list is sorted, you can reset the sort to the default sort order. You can sort parent items in lists. When the list is sorted, the child items inherit the sorting criteria of the parent.
To sort a column, click the column header. When the list is sorted, an arrow appears in the column header. To reverse the sort order, click the column header again. Do the same to sort by any other column headers.
Use the Multisort option to change the sort order of columns or sort by multiple columns to change your page layout.
 
Follow these steps:
 
  1. Open a list page.
  2. Click the Options icon and select Multisort.
  3. Complete the following field:
    •  
      First Field
       
      Specifies the column that leads the sort order.
    •  
      Type: Text
       
      Displays information in alphabetical order.
    •  
      Type: Numbers
       
      Displays information in numerical order.
  4. Complete the information for the second, third, and fourth fields.
  5. Indicate the direction of the sort for each selection you make in a Column field (ascending or descending).
  6. Click Save.
Edit a List
When you click in a field, the entire list is placed into edit mode. Use the edit feature to update and correct fields in a list. You can click links and icons in other fields while the list is in the edit mode.
The following rules apply when editing a list:
  • A flag appears in the field to indicate an unsaved update. Press the Esc key to return to the display mode and discard the unsaved changes.
  • If the field can be edited, the field changes to edit mode. If no action occurs, the field cannot be edited.
  • When you edit a list, you can also insert an item.
  • If the list includes a time-scaled value column and you want to edit the time-scaled information, save your changes first.
 
Follow these steps:
 
  1. Open a list page.
  2. Select the check box or click anywhere on the item row to insert a new row below it.
  3. Click 
    New
    .
  4. Edit the fields and save your changes. The fields that appear are required.
    The new row is inserted with the updated fields.
Export a List to Excel or CSV
You can export the information from any list portlet that displays the Export to Excel icon in the Options toolbar. Exporting to Excel is especially helpful when the list extends over multiple pages. To use statistical operations such as SUM and AVERAGE, export and view the list in the Excel format.
 
Follow these steps:
 
  1. Verify that you are exporting the returned results and have not applied any pagination.
  2. Open the list page that contains the information you want to export and click the 
    Export to Excel
     icon.
  3. Open the list as an Excel spreadsheet, or save it to your local desktop.
The appearance of exported data in Excel can often change.
When you export data to Microsoft Excel, the application also exports format settings for each column. These settings include the formulas that are used for aggregating or comparing column values. Because they are separate applications and file formats, you can expect changes in the appearance of data exported from 
Clarity PPM
 to Excel or CSV. Use the following example image and explanations to guide you:
 
This image shows examples of data exported from CA PPM to CSV as seen in Microsoft Excel.
 
The following list summarizes how various data types appear in Excel:
  • String
     
    String
  •  
    URL
     
    Hyperlinked string
  •  
    Grid columns with links
     
    If the link is an image, the column information in Excel is the image description (alternate text).
  •  
    Boolean image or value
     
    Yes/No
  •  
    Number or formula or virtual icon column (such as image, stoplight, value, or range description)
     
    Up to three columns: one for value (number), one for range description, and one narrow column with background color if stoplights are displayed. Formulas export actual values, not the formulas themselves.
  •  
    Date
     
    In exports to Excel, dates appear in MM-DD-YYYY format. Your locale settings are not applied. In exports to CSV, date formatting is preserved. Exported dates appear in your currently selected locale format.
  •  
    Money
     
    Two columns: numeric value and currency code. The correct number of decimal places is preserved.
  •  
    Virtual Gantt primary bar data
     
    Three columns: Item name, start date, and end date, in addition to a Gantt chart column header prefix to show they all belong together.
  •  
    Virtual Gantt secondary bar data
     
    Three columns: Item name, start date, and end date, in addition to a Gantt column header prefix to show that the columns belong together. The header prefix also shows that the columns are different from the primary bar.
  •  
    Virtual progress bar
     
    Three columns: Current stage name, current stage number, and number of stages, in addition to a Progress or Stage column header prefix to show that the columns belong together.
  •  
    Column header
     
    This value appears as it does in the application.
  •  
    Secondary value
     
    Appears in a separate column; the column header title uses the attribute name.
  •  
    Time-scaled values
     
    One column for each time slice (years, months, quarters, weeks, or days). In addition, a Gantt column header prefix shows that the time slices belong together.
  •  
    Aggregation, comparison, and variance rows
     
    The values or results are displayed in rows. The values are gray and do not display a corresponding row header. Select an aggregation or comparison value to see the formula for calculating the value in the Excel formula bar.
  •  
    Highlighted row by attribute
     
    The two highlighted rows in Excel do not appear highlighted in Excel.
Export Rules for Excel Files
  • If the Export to Excel icon does not appear, the list is restricted.
  • You can run only one active export at a time.
  • If you apply filter criteria, only the filtered results are exported.
  • Only first-level items are exported.
  • Only the fields that are displayed in the list are exported.
  • Only the items that are listed on the page are exported. If you have more than one page, export these pages independently.
  • For items that contain charts (including Gantt charts), you can export a maximum of 300 items.
  • The exported information appears in Excel or PowerPoint the way that information appears in 
    Clarity PPM
    .
  • You can export some pages that contain portlets, like the Overview page. If you can export a page of portlets, the export option is available.
Export Rules for Excel (Data Only) and CSV Files
  • You can run only one active export at a time.
  • If you apply filter criteria, only the filtered results are exported.
  • Only first-level items are exported.
  • Only the fields that are displayed in the list are exported.
  • You can export up to 25,000 rows of data without charts. Leave the Maximum Rows for the Export to Excel field empty.
  • Fields with hyperlinks are formatted using the Excel =HYPERLINK() formula. The following example shows how a project field with a hyperlink appears in the exported CSV file:
"=HYPERLINK("http://localhost/niku/nu#action:projmgr.projectProperties&id=5001023","Project_Name")
Troubleshoot Problems Exporting to Excel and CSV 
In portlets that support export options, you can export up to 25,000 rows of data. However, to avoid slow system performance, the application verifies your export can finish in a reasonable amount of time. When your export requires more than the allocated time threshold, a timeout message appears in your exported Excel file. Try reducing the volume and complexity of your list. For example, apply a filter and then run the export again. For longer lists, use a custom report instead.
See 
How the Export to Excel Time Limit Works
.
Excel users might report seeing the following message from Microsoft when they open an XLS file exported from 
Clarity PPM
:
 
  The file format and extension of 'My_File.xls' don't match. The file could be corrupted or unsafe. Unless you trust its source, don't open it. Do you want to open it anyway?
 
Since the file came from 
Clarity PPM
, users can click 
Yes
.
After uploading the XLS file, Excel Online users might report seeing the following message from Microsoft when they attempt to open it:
 
  
 
There is something in your workbook that we don't understand. Try opening and saving the workbook in a newer version of Excel.
 
Apply the following workarounds for these legacy security issues with XLS files:
  • Open the file in the Excel client application and save it as XLS or XLSX. (To open the file in Excel Online, upload it to OneDrive or SharePoint first. After you upload the file, Excel Online can find it and open it.)
  • Try using 
    Export to Excel
     instead of 
    Export to Excel (Data Only)
  • Copy the data directly off the browser page and paste it into another application.
  • Export the data with the XML Open Gateway (XOG).
  • Design a report and save it as Excel, CSV, or XLSX.
  • Use the new 
    Export to CSV
     option. In grid portlets that support this option, you can export up to 25,000 rows of data in comma separated values (CSV) format. The CSV format is recognized by Microsoft Excel and a wide array of database, analytics, reporting, and productivity software.
How the Export to Excel Time Limit Works
Exporting up to 25,000 rows of data with potentially excessive display conditions can result in long-running requests. For example, even when processing three rows per second, exports over 20,000 rows can take over two hours. To reduce performance degradation, the system attempts to halt slow export operations.
The following steps explain how exports to Excel work:
  1. In the 
    governors.properties
     file (on-premise) or PPM environment settings (SaaS), the default E2E_TIMER setting is 600 seconds (10 minutes).
  2. A user initiates an export of PPM data to Excel by clicking 
    Export to Excel (Data Only)
    .
  3. After approximately one minute of row query processing, the system evaluates row samples and makes a determination.
    1. If the system can complete the export within the time limit (600 seconds with a 10% flexibility margin), then it continues processing. 
      Clarity PPM
       produces a valid Excel spreadsheet file.
    2. If the estimated export time exceeds the time limit, then 
      Clarity PPM
       stops the operation to avoid performance degradation.
      •  
        Clarity PPM
         flushes the export operation and produces an empty spreadsheet with the following timeout message at the top of the worksheet:
        The system has determined that this export to Excel will take 90 minutes to complete, which is greater than the allowed amount of time. The operation has been stopped by the system.
      • No error message appears in the user interface.
      •  
        Clarity PPM
         issues a warning message in the 
        app-ca.log
         file:
        Aborted the e2e operation as this operation cannot be completed within stipulated E2E MAX TIME Limit value
         
Use the Favorites menu to store the links you use every day. You can save any product page as a favorite. These favorites are specific to 
Clarity PPM
 pages and are different from the browser favorites. You can also organize your favorites by adding page links, action links, and menu sections.
To save a page as a favorite, open the page, select the 
Favorites
 menu, and click 
Add Current
.
You can add a custom page link to the Favorites menu.
 
Follow these steps:
 
  1. Open 
    Favorites
     and click 
    Configure
    .
  2. Click 
    Add
    .
  3. Select Page Link and click Next.
  4. Complete the requested information:
    •  
      Link Name
       
      Defines the label that you want to use to identify the page link. This name appears in the Favorites menu, for example, 
      MyFavoritePage
       or 
      MyProjectList
      .
    •  
      Description 
       
      Defines the purpose for the section or page link.
    •  
      Page Name 
       
      Specifies the page that appears when you click this link from the Favorites menu.
    •  
      Parent Menu Item 
       
      Specifies the submenu under the Favorites menu where this link appears.
  5. Save your changes.
You can add an action link to the Favorites menu. When you click an action link, a specified action occurs.
 
Follow these steps:
 
  1. Open 
    Favorites
    , and click 
    Configure
    .
  2. Click 
    Add
    .
  3. Select 
    Action Link
     and click 
    Next
    .
  4. Complete the requested information. The following fields require explanation:
    •  
      Link Name
       
      Defines the name of the link for the action. The link name is the label that displays in the menu.
    •  
      Action Name
       
      Specifies the action that occurs when the link is clicked in the menu.
    •  
      Parent Menu Item
       
      Specifies the section in which the link appears.
  5. Save your changes.
Add a Favorites Menu Section
You can add a section to the Favorites menu so that you can organize your saved favorite pages.
 
Follow these steps:
 
  1. Open 
    Favorites
    , and click 
    Configure
    .
  2. Click 
    Add
    .
  3. Select 
    Section
     and click 
    Next
    .
  4. Complete the requested information.
  5. Save your changes.
Reorder Menu Sections
You can reorder sections and links in the 
Favorites
 menu.
 
Follow these steps:
 
  1. Open 
    Favorites
    , and click 
    Configure
    .
  2. Click 
    Reorder
    .
  3. Select a section in the Menu Items list, and click the arrows to move the section to a new position.
  4. Save your changes.
If you do not see your changes reflected in the menu, click the 
Refresh
 button.
You can remove a menu section, page link, or action link. You can only remove sections or links that you have created. You cannot remove the 
Clarity PPM
 default sections or links.
To remove a section or link, open Favorites, click Configure, and select and remove a section or link.