Setup: Project Sync Automation

Description

The goal of the Projects Sync automation is to enable any existing or newly created project to be linked as a “child” of another project. This feature ensures that selected data from the “parent” project is synced to the child project whenever changes occur in the parent project.

Initial Considerations

Before setting up the Project Sync bot, consider the following:

• Parent/Child projects must be of the same Project Type.
• Data added to the child will not sync with the parent.
• Data added to the child will be overwritten if that field is updated in the parent.

Config Project

Go to the Project Sync section in your configuration project.

Click the 'Add an Item' button to add a new Project Sync. This allows you to create a "child" project linked to a "parent" project, ensuring that selected data from the parent project is synced to the child project whenever changes occur in the parent project.

Once you click the 'Add an Item' button, you will see the following Table of Contents:

• Instructions: You can choose to display or hide instructions to easily understand the bot configuration.
• Active: You can choose to activate or deactivate the bot within the project.

Show Instructions and Active:

• Show Instructions:
  • Yes: Displays instructions for setting up the bot.
  • No/Unknown: Does not display instructions.
• Active:
  • Yes: Saves the configuration and all entered data.
  • No/Unknown: The bot will not be active.

Pending Fields Warning: If there are incomplete fields, a message will appear indicating that the data cannot be saved until all fields are completed.

Define the Parent-Child Relationship

In the 'Defining the Relationship' section, set up the relationships between child and parent projects by completing each field.

Note: The 'Parent Project Field - fieldcode' is optional.

Child Project List Type:

• Unknown: The bot will not know where to list the child projects.
• Report: Uses a report to list the child projects.
• Field in Project: Uses a specific field to list the child projects.

If 'Report' is selected:

Report Parent Project: Select the parent project from the list to extract information for the child project. You can choose an existing project or create a new one from scratch.

ID of Report with Child Project IDs: Enter the ID of the report that contains the information and list of child project IDs.

If 'Field in Project' is selected:

Parent Conditions: Choose an option from the list based on your preferences:

• Unknown/None: This applies to all parent projects in this template if 'None' is selected.
• By Field Value: Applies only to parent projects that meet specific criteria. Enter the field code and values for the condition. The field code must be in the same section as the 'Child Projects Field.'

For more information on extracting selectors and field codes, please visit the How to get selectors and field codes? Page.

If you selected ‘By Field Value’, in ‘Parent Conditions’ field:

Field to Watch - fieldcode: Enter the field code where the bot should extract the child projects list.

Value to Watch For: Enter the specific values the bot should monitor in the field. You can specify multiple values for a single field.

Child Projects Field - fieldcode: Enter the field code of the Project Link List Field in the parent project to select the child projects (this field is mandatory).

Parent Project Field - fieldcode: Enter the field code of the Project Link Field in the child project to select the parent project.

Note: There is a special relationship between the ‘Child Projects Field’ and the ‘Parent Project Field’ that should be considered.

For more information on extracting selectors and field codes, please visit the How to get selectors and field codes? Page.

If you selected ‘None’, in the ‘Parent Conditions’ field:

This configuration applies to all parent projects in the template.

Data to Copy

In this section, add as many sections or collections as needed to transfer information from the parent project to the child projects:

Form Sections Fields: Enter the section selector for the form-type sections to be synced.

Collections Sections Fields: Enter the section selector for the collection-type sections to be synced.

For more information on extracting selectors and field codes, please visit the How to get selectors and field codes? Page.

Document Field Mapping: For each document field, paste its code followed by the code of its corresponding link field. Single documents should map to a single URL, and document lists should map to a list of URLs.

Empty Parent Field Behavior: Choose how to handle empty fields during synchronization:

• Ignore: The child project field remains unchanged if the parent field is empty.
• Clear Field in Child Project: The child project field is cleared if the parent field is empty.

Note: These settings apply only to forms.

Process Feedback

Post Activity:

• Select ‘Yes’ to provide feedback after the activity and post it on the parent project.
• Choose ‘No’ or ‘Unknown’ if no feedback is needed.

Post Activity Errors:

• Select ‘Yes’ to report errors and post them on the parent project.
• Choose ‘No’ or ‘Unknown’ if errors should not be reported.

After setting these options, click ‘Create’ to complete the setup. Note that synchronization will occur only if the Active field is set to Yes.