Moving Project Requests

You can move a project request from one Portfolio Planning application to another — for example, when a request changes scope and will be managed by a different part of the organization, or when establishing a new Portfolio Planning application and redistributing existing requests into it.

Because many parts of a project request are tied to its application's configuration, significant data may be permanently lost in the move. If you are creating a new application and considering whether to move ongoing requests into it, review what will be lost or modified before deciding whether to move them or let them finish where they are. You should also consider whether to move a request before or after it is converted to a project.

Moving project requests is designed for occasional organizational needs. It is not recommended to design workflows around moving requests between applications on a routine basis.

What Happens when a Project Request is Moved

When a project is moved, associated items on the project request are moved to the new application if possible, but some parts of the project request cannot be moved. 

What Moves With the Request

The following items move to the new application with the project request:

• Feed
• Files
• Expenses
• Plans and Tasks
• Resources who have permission to the new application
• Returns
• Risk Register
• Role Forecasts
• Stakeholders
• Time Types

What is Permanently Lost

The following items are tied to the source application's configuration and cannot be transferred. They will be permanently deleted when the request is moved, and any sections that contained them will be marked incomplete in the destination application:

• Benefits
• Goals
• Organizational Risks
• Processes
• Scorecards
• Systems
• Workflows - Project request workflows will be removed, and the request will be put in the Submitted status
• Resources who do not have permission in the new application

These sections will only be marked incomplete if they are present on the project request based on the type selected during the move.

Custom Attributes

Custom attribute values are not transferred to the destination application. Instead, the values are copied into a feed entry on the project request for reference.

Risk Statuses

When the project request moves, risk statuses are automatically mapped to the destination application using the following logic:

1. If an active status with the same name exists in the destination application, that status is used.
2. If no name match is found but an active status with the same status class exists, the active status in that class with the lowest Order value is used.
3. If no match exists by name or status class, the default status is used.

Feed Entries Created on Move

When a project request is moved, feed entries are created automatically:

• A feed entry is added to the project request, recording the changes made, any removed custom attribute values, and the comment entered during the move.
• A feed entry is added to any risks that had custom attributes, recording the removed custom attribute values. Risks without custom attributes do not receive a feed entry.

Moving a Project Request

To move a project request from one application to another: 

1. Open Work Management (TDNext), navigate to View Applications, and open the source Portfolio Planning application.
2. In the left navigation, click Project Requests.
3. Use a saved search or search manually to locate the request, then open it.
4. On the project request Business Case page, select Actions > Move to Application. This option will be visible only if all of the following are true:
   • The project request is editable in Work Management (i.e., it has been submitted)
   • The user has the Move Project Requests permission in the current application. 
   • The user is a member of both the current project application and at least one other application, and has the View Project Request/Portfolio Planning pages permission in both applications.
   • The user can edit the project request (either because they are the Evaluator or they have the Always Edit Requests permission).
5. Choose the destination Portfolio Planning application.
6. On the Move to [Application Name] page, fill in the following fields:
   • Comments — Enter any notes about the move.
   • Type (required) — Select the project request type in the destination application.
7. Click Move in the page toolbar.
8. Confirm the move in the dialog. The page will reload, displaying the project request in its new application.

After the move, the project request is set to Submitted status, and the project request automation rules will run.