Add Or Edit Project Release Templates

DUE DECEMBER 2019: Release Templates can now be Favorites

Project Release Templates are intended to be child Release Templates of an Enterprise Release Template, although they can also stand alone.

Users can also bulk update and duplicate Release Templates.

To add, edit, and delete Project Release Templates, users must have the Manage Release Templates user permission and all relevant Project Release user permissions: Create Project Release, Update Project Release, and Delete Project Release. 
Adding a Release from a template will trigger email notifications but adding, editing, or deleting a template will not. 

To add or edit a Project Release Template:

1. Project Tab

  1. Go to Release > Manager.
  2. Click Templates.
  3. To add or edit:
    1.  Add:
      1. Click + Template > + Project Release Template.
    2. Edit:
      1. Click the blue-linked Release ID or Release Name to open the Release Template.
        The Release Template pop up opens.
  4. Type the Release Template ID. (Mandatory field.)
  5. Type the Release Template Name. (Mandatory field.)
  6. Type the Description.
  7. Linked Releases cannot be added to templates.
  8. Fill in the fields under the Additional information panel and tabs:
    • This panel has replaced the Additional Information tab.
    • The All tab containing all fields has been replaced by the Other tab, on the right of the other tabs, containing fields that have not had a tab allocation.
    • The Additional Information tab contains custom fields and tabs, which administrators have added using Release Custom Fields Customization. These fields will vary between each Plutora installation. Please consult your administrator for the procedure for filling in these fields.
      If a user lacks permission to see a custom field tab’s fields, that tab will now be hidden for that user. (The permission is set in Release Custom Fields Customization.)
  9. Manage Phases or Gates:
     Phases and Gates may be set to push from their Enterprise Release. See Release Setup Customization


    1. Click Show to open the Phases and Gates panel.
    2. To add a Phase or Gate:
      1. Click + New and choose Phase or Gate.

        The new Phase or Gate will appear in the list.
      2. Double-click Click to add phase name or Click to add gate name and select the Phase or Gate name from the drop-down menu.
         Administrators can manage available Phases and Gates using  the Release Phase Customization and the Release Gate Customization.
      3. Double-click Start Date and End Date and choose a date and time.
      4. Click Save.
    3. To delete a Phase or Gate:
      1. Select one or more of the Phases and Gates using the checkbox column on the left.
      2. Click Delete.
    4. To change the date or time of a Phase or Gate:
      1. Click to select the Start Date or End Date.
      2. Edit the date and time.
      3. Click Done.
      4. Click Save.
      5. If any Release Activities or Criteria are associated with the Phase or Gate, you will be prompted to move their dates by the same amount:
        • For example, if you move your Phase or Gate forwards by two days, clicking Yes will mirror this move for your Release Activities and Criteria. (Completed Release Activities and Criteria may also be affected.)
    5.  To Bulk Update the dates of Phases and Gates:
      1. Select two or more of the Phases and Gates using the checkbox column on the left.
      2. Click Bulk Update.

        The Bulk Update pop up opens.
      3. Change dates in one of the following ways:
        1. Shift dates by a number of days:
          1. Click to select the Shift radio button.
          2. Select:
            Start and end dates
            Or:
            End dates. 
          3. Select:
            Forward
            Or:
            Backward
            .
          4. Type the number of Days.

          Or:

        2.  Select a new Start Date or End Date:
          1. Click to select the Select New radio button.
          2. Select a Start Date or an End Date.
      4. Click to select the Release Activities Smart Move checkbox if you would like to update and move the dates for Activities and Criteria too.
      5. Click Save & Close.
    6. Click Hide to close the Phases and Gates panel.
  10. Under the right-hand panel:

    1. Click to select a Type. (Mandatory field.)
       Administrators can customize Release Type using the Release Type Customization.

      Scheduler Color is based on the selected Type.
    2. Click to select a Portfolio Association. (Mandatory field.)
    3. Click to select a Status. (Mandatory field.)
    4. Click to select a Risk Level. (Mandatory field.)
       Administrators can customize Risk using the Risk Level Customization.
    5. Type a Location.
    6. Select a Release Dependency: The parent Enterprise Release of the Project Release. Only Enterprise Releases that are not in an End State will appear in the menu.
      When editing the Dependency, the new Phase/Gates Migration pop up will help users to select how the Phases and Gates and their associated Activities and Criteria from the Parent and Child Release are handled.


      Administrators can customize the Dependency field label

      1. There are four scenarios. Select the following radio buttons:
        1. Remove ALL Phases/Gates and Inherit All Phases/Gates: Remove all the Phases/Gates from Child Release and inherit all the Phases/Gates from Parent Release:
           User Story: As a Release Manager, I would like to move a Release to a different Parent Release quickly and I do not want to lose any data, or make a decision around what associated items are to be discarded. I want to retain the ability to come back to this Release in the future and remove any unnecessary Phases, Gates, Activities, and Criteria. 

          1. Old Parent Release Phases/Gates:
            • Phases/Gates: Deleted.
            • Activities/Criteria: Deleted.
          2. Unique Child Release Phases/Gates:
            • Phases/Gates: Deleted.
            • Activities/Criteria: Deleted.
          3. Unique New Parent Release Phases/Gates:
            • Phases/Gates: Copied from the new Parent Release.
            • Activities/Criteria: Copied from the new Parent Release.
        2. Maintain All Phases/Gates and Do not inherit Phases/Gates: Maintain all the Phases/Gates from the Child Release and do not inherit any Phases/Gates from Parent Release:
          User Story: As a Release Manager, I would like the ability to make a correction to the Parent Release selected for a Project Release. As this item is already deployed I want to keep all Child Phases/Gates and associated Activities and Criteria, and not inherit anything from the Parent Release, as the Parent Release does not accurately reflect the dates items took place.

          1. Old Parent Release Phases/Gates:
            • Phases/Gates: Deleted.
            • Activities/Criteria: Deleted.
          2. Unique Child Release Phases/Gates:
            • Phases/Gates: No changes.
            • Activities/Criteria: No changes.
          3. Child Release Phases/Gates Common with the new Parent Release Phases/Gates:
            • Phases/Gates: No changes.
            • Activities/Criteria: No changes.
          4. Unique New Parent Release Phases/Gates:
            • Phases/Gates: Skipped.
            • Activities/Criteria: Skipped.
        3. Maintain ONLY Phases/Gates that have Start Dates less than or equal to today and Inherit FUTURE Phases/Gates: Maintain Phases/Gates that have start date less than or equal to today, and inherit future Phases/Gates:
          User Story: As a Release Manager, I would like the ability to retain all historical completion dates and Activity statuses when I move a Project from one Enterprise Release to another. When my Project slips to a later Release, I do not want to lose all historical data/dates, I only want to inherit future due dates/statuses.

          1. Old Parent Releases Phases/Gates:
            • With a past Start Date for the Phase or Gate:
              • Phases/Gates: Remain with no changes.
              • Activities/Criteria: Remain with no changes.
            • With a future Start Date for the Phase or Gate:
              • Phases/Gates: Deleted.
              • Activities/Criteria: Deleted.
          2. Unique Child Release Phases/Gates:
            • With a past Start Date for the Phase or Gate:
              • Phases/Gates: Remain with no changes.
              • Activities/Criteria: Remain with no changes.
            • With a future Start Date for the Phase or Gate:
              • Phases/Gates: Deleted.
              • Activities/Criteria: Deleted.
          3. Child Release Phases/Gates Common with the new Parent Release Phases/Gates:
            • If a new Parent Release Phase/Gate Start Gate is in the past or today:
              • With a past Start Date for the Child Phase or Gate:
                • Phases/Gates: Remain with no changes.
                • Activities/Criteria: Remain with no changes.
              • With a future Start Date for the Child Phase or Gate:
                • Phases/Gates: Deleted.
                • Activities/Criteria: Deleted.
            • If a new Parent Release Phase/Gate Start Gate is in the future:
              • With a past Start Date for the Child Phase or Gate:
                • Phases/Gates: Remain with no changes.
                • Activities/Criteria: Remain with no changes.
              • With a future Start Date for the Child Phase or Gate:
                • Phases/Gates: Updated with the new Parent Release dates.
                • Activities/Criteria: Copied from the new Parent Release.
          4. Unique new Parent Release Phases/Gates:
            • Parent entities with a past Start Date:
              • Phases/Gates: Added as ‘Ignored’.
              • Activities/Criteria: Skipped.
            • Parent entities with a future Start Date:
              • Phases/Gates: Copied from the new Parent Release.
              • Activities/Criteria: Copied from the new Parent Release.
        4. Maintain ALL Phases/Gates and Inherit All Phases/Gates: Maintain all Phases/Gates from the Child Release and inherit the Phases/Gates from Parent Release: This is the default option. Use if you would like to manually manage your Phases and Gates.
          User Story: As a Project Manager, I would like the ability to track release specific Phases and Gates in addition to the Enterprise-level Phases and Gates. I would like to inherit Enterprise Phases and Gates but also keep the Phases, Gates, and dates that I am tracking at the Project level.

          1. Old Parent Release Phases/Gates:
            • Phases/Gates: Deleted.
            • Activities/Criteria: Deleted.
          2. Unique Child Release Phases/Gates:
            • Phases/Gates: No changes.
            • Activities/Criteria: No changes.
          3. Child Release Phases/Gates Common with the new Parent Release Phases/Gates:
            • Phases/Gates: No changes.
            • Activities/Criteria: No changes.
          4. Unique New Parent Release Phases/Gates:
            • Phases/Gates: Copied from the new Parent Release.
            • Activities/Criteria: Copied from the new Parent Release.
    7. View the Release Intake Status, if the Release Template is a child of an Enterprise Release Template.
    8. Select an Owner.
       Owner field is populated by Stakeholders with Accountable RACI status selected under the Stakeholder tab. The field is grayed out until Accountable Stakeholders are added and the Release is saved. 
    9. Created On shows the Release’s creation date and is not editable.
    10. Last Updated shows the Release’s creation date and is not editable.
    11. Select an Implementation Date. (Mandatory field.)
      Selecting an Implementation Date will also select Release Packages that correspond to that date, if Release Packages have been enabled in Release Package Customization.
    12. Manage Attachments

      1. Manage URLs:
        1. Add a URL:
          1. Click + New.
          2. Click Add URL.
            Add URL
          3. Type a valid URL in the URL Link field.
          4. Click Save & Close.
        2. View a URL:
          1. Click the view button.
            View Attachment
          2. Click the X in the top right corner to close the attachment.
        3. Delete a URL:
          1. Click the delete button.
            Red Trash Bin Delete Button
      2. Manage files:
        1. Add a file:
          1. Click + New.
          2. Click Add file.
          3. Click to select an attachment.
          4. Click Open.
        2. View a file attachment:
          1. Click the view button.
            View Attachment
          2. Click the X in the top right corner to close the attachment.
        3. Download a file attachment:
          1. Click the download button.
            Download Attachment
            Your attachment should start downloading immediately.
            Save the file to your hard drive if prompted.
        4. Delete a file attachment:
          1. Click the delete button.
            Red Trash Bin Delete Button
  11. Click Save.

 

 

2. Systems Tab

Users set whether Systems are impacted by or receive a regression risk from a Release Template under the Systems tab. These impacts can be viewed in System Impact Matrix.

To select Systems:

  1. Click Systems tab.
  2. Live Search for Systems or Portfolio Associations or view a tree menu of Portfolio Associations by clicking the right side of the drop-down menu.

    Administrators can control who can create and delete public queries in the Release Systems tab Query Builder using the Create/Delete Release Systems Public Query Builder user permission
  3. Drag and drop Systems into:
    1. Code Implementation Dependency: To show that the System is impacted by the Release.
    2. Regression Verification Dependency: To show that the Release poses a regression risk to the System.
    3. The up-to-two custom Systems Subtypes.
      The two custom Systems subtypes can be enabled using the Systems – Subtypes Customization.
  4. Click the Free Text field to make it editable so you can type text.
    Administrators can toggle the visibility of the Free Text field using the Release Setup Customization.  
  5. Fill in the up to five System Custom Fields.
    As System Custom Fields vary with each Plutora instance, please consult your administrator for instructions. They are also subject to the field permission added in System Custom Fields Customization.
  6. Deployment Dates and Comments cannot be added in templates.
  7. Click Save.

 

3. Event Tab

The Event tab is grayed out in templates and cannot be used.

 

4. Change Tab

The Change tab is grayed out in templates and cannot be used.

 

5. Environment Tab

The Environment tab is grayed out in templates and cannot be used.

 

6. Stakeholders Tab

Hover your mouse cursor over a User Group in the RACI Matrix column to show the group members.
User Groups pop up v44500

To manage Stakeholders:

  1. Click the Stakeholders tab.
  2. Manage Stakeholders:
    1. Import Stakeholders from impacted Systems:
      All the Stakeholders from all the impacted Systems (no matter what subtype) will be imported with the same Role and Stakeholder RACI.
      Users must have the Update Enterprise Release user permission.

      1. Click Import Stakeholders.

        If the Import Stakeholders button is grayed out, the impacted Systems have no Stakeholders.
      2. Click to select one or more Role checkboxes from the Role combo box.
      3. Click to select one or more Stakeholder RACI checkboxes.
      4. Click Import.
        Stakeholders will not be duplicated if they already appear in the Release or appear more than once in impacted Systems. 
    2. Add a Stakeholder:
      1. Click Add Stakeholders.

        When users are added as stakeholders more than once, they will appear as a stakeholder only once with all their Roles and Stakeholder RACI Roles merged.
        For example, if a stakeholder with Role A and all the RACI Roles was added again with Role B and no RACI Roles, the stakeholder would appear only once with Roles A and B and all the RACI Roles.

      2. Select a name from the Name drop-down menu.
        You can also select User Groups.
      3. Select a role from the Role drop-down menu.
        Administrators can add roles using the Stakeholder Role Customization.
      4. The Email field is not editable.
      5. Click to select a Stakeholders RACI checkbox.
        You can add multiple Accountable stakeholders. The first Accountable stakeholder will appear next to the Release in the Release Manager column in Release Manager.
      6. Click Add & Close.
      7. Click Save.
    3. Delete a Stakeholder:
      1. Click to select a Stakeholder.
        The Stakeholder will highlight in yellow.
      2. Click Remove.

 

7. Activities Tab

Activities and Criteria that have been Child Pushed from the parent Enterprise Release will not be editable if the Release Dependency Association checkbox is selected in Release Setup Customization.

Under the Activities tab, you can perform one or more of the following actions:

  1. Filter Activities and Criteria:
    • Hide or unhide Activities (Phase) and Criteria by clicking the Hide Phases and Hide Gates buttons.
    • Click on the status links to filter by those statuses.
    • Select a name from the Filter by Assigned drop-down menu to show only the Activities and Criteria assigned to that entity.
    • Click Clear Filter to remove filtering.
  2. Edit the following fields directly from the Activities tab grid:
     Users must have the Update Activity user permission to update Activities and Criteria. 

    • Activity ID:
      • Click the cell to edit the field, click the blue link to open the Activity.
      • This field can only be edited in the Enterprise Release, if the Release Dependency Association checkbox in Release Setup Customization has been checked and the Activity or Criterion was created in the Enterprise Release.
    • Title: Click the cell to edit the field, click the blue link to open the Activity.
    • Status
    • Assigned To: Select a User who is a Stakeholder, a User who is a member of a User Group which is a Stakeholder or a User Group that is a Stakeholder.
    • Phase/Gate: Select from the list of Phases and Gates within this specific Release.
    • Forecast Date
    • Start Date
    • Due Date (requires the Update Activity Due Date user permission).
  3. Hover your mouse cursor over a User Group in the Assigned To column to show the group members.
  4. Manage Activities and Criteria:
    Release Activities now have Custom Fields and Custom Lists.

    1. Add Activities or Criteria:

      1. Click the Add New drop down menu on the bottom-right of the pop up and select:
        • Activity.

          Or:
        • Criterion.
      2. Type an ID.
      3. Type a Title.
      4. Type a Description.
      5. Click to select a Type radio button:
        These Types cannot be customized.

        1. For Activities:
          • Activity.
          • Milestone.
          • Stage Gate.
          • Decision Point.
        2. For Criteria:
          • Entry Criteria.
          • Exit Criteria.
      6. Fill in the Additional Information fields:
        • The Additional Information panel contains custom fields and tabs, which administrators have added using the Release Activity Custom Fields and the Release Activity Custom Lists Customizations.
        • These fields will vary between each Plutora installation. Please consult your administrator for the procedure for filling in these fields.
      7. Click to select a Stakeholder from the Assigned To drop down menu.
        Only Stakeholders selected under the Stakeholders tab will appear here.
      8. Set the Date & Time:
        1. For Activities:
          1. Click to select a Release Phase from the Assigned to Phase drop down menu.
            The start and end dates of the Phase will appear.
        2. For Gates:
          1. Click to select a Gate from the Assigned to Gate drop down menu.
            The start and end dates of the Gate will appear.
        3. Click to select a Forecast Date.
        4. Select a start date and time from Start Date and click Done.
        5. Select an end date and time from Due Date and click Done. (Mandatory field.)
      9. Click to select a Status. (Grayed out if Child Push has taken place using the Enterprise Framework. Edit the Status from the parent Enterprise Release.)
      10. Completed Date will fill automatically once the Status Completed has been selected.
      11. Select the Actual Completed On date. (Grayed out if the Enable Actual Completed Date checkbox is not selected in Release Setup Customization.)
      12. Manage Attachments

        1. Manage URLs:
          1. Add a URL:
            1. Click + New.
            2. Click Add URL.
            3. Type a valid URL in the URL Link field.
            4. Click Save & Close.
          2. View a URL:
            1. Click the view button.
              View Attachment
            2. Click the X in the top right corner to close the attachment.
          3. Delete a URL:
            1. Click the delete button.
              Red Trash Bin Delete Button
        2. Manage files:
          1. Add a file:
            1. Click + New.
            2. Click Add file.
            3. Click to select an attachment.
            4. Click Open.
          2. View a file attachment:
            1. Click the view button.
              View Attachment
            2. Click the X in the top right corner to close the attachment.
          3. Download a file attachment:
            1. Click the download button.
              Download Attachment
              Your attachment should start downloading immediately.
              Save the file to your hard drive if prompted.
          4. Delete a file attachment:
            1. Click the delete button.
              Red Trash Bin Delete Button
      13. Click Save.
    2. Duplicate an Activity or Criterion:
      1. Click to select the checkbox of an Activity or Criterion.
      2. Select Duplicate from the Action drop down menu.
      3. Click to select a Set Duplication Location radio button.
        1. Use Current Release: Save to the current release.
        2. Use Different Release/s: Type the Release ID or Release Name.
      4. Click Duplicate.
    3. Bulk update Activities or Criteria:
      1. Click to select two or more activities or criteria checkboxes.
      2. Select Bulk Update from the Action drop-down menu.
      3. Under the Activity Information tab do one or more of the following:
        1. Click to select a User or User Group from the Assigned to drop-down menu.
           Only Users or User Groups selected under the Stakeholders tab will appear.
        2. Select a Phase or Gate from the Assigned to Phase/Gate drop-down menu.
        3. Select a Status.
        4. Select a Forecast Date.
        5. Select a radio button:
          1. Shift Dates:
            1. Select the start, end, or both start and end dates.
            2. Select the direction that the dates need to be shifted.
            3. Type the number of Days.
          2. Select New:
            1. Select a Start Date.
            2. Select an End Date.
          3. Actual Completed Date:
            1. Select an Actual Completed Date.
        6. Find and replace text:
          1. Type the text that needs to be found in Find.
          2. Type the text to replace the found text in Replace.
      4. Under the Additional Information tab:
        • The Additional Information panel contains custom fields and tabs, which administrators have added using the Release Activity Custom Fields and the Release Activity Custom Lists Customizations.
        • These fields will vary between each Plutora installation. Please consult your administrator for the procedure for filling in these fields.
      5. Click Save & Close.
    4. Delete an Activity or Criterion:
      1. Click to select the checkboxes of one or more Activities or Criteria.
      2. Select Delete from the Action drop down menu.
    5. Import Activities from XLS:
      1. Select Download Template from the Import Activities drop down menu.
      2. Open the template in Microsoft Excel.
      3. Add Activities.
      4. Select Import from XLS  from the Import Activities drop down menu.
      5. Select the Excel file and click Open. The template will upload.
        1. Error messages:
          • Title is mandatory:
            • Title column data is missing.
            • This error message can also occur if a cell outside the main rows contains data by mistake.
          • Assigned To not found:
            • Check that the Stakeholders mentioned in the Assigned To column in the Excel file match Stakeholders that already exist in the Release.
          • Phase or Gate not found:
            • Check that the Phases or Gates mentioned in the Phase or Gate column in the Excel file already exist in the Release.
    6. Import Activities from another Release:
      1. Select Import from Release from the Import Activities drop-down menu.
      2. Select the Release to copy Activities from by either:
        1. Selecting Release ID.
        2. Selecting Release Name.
      3. Select the Import ‘Assigned To’ and ‘Phase/Gate’ values checkbox if you wish to import Assigned To Stakeholder and Phase and Gate data.
        To import ‘Assigned To’ and ‘Phase/Gate’ values, both Releases must have the same Stakeholders, Phases, and Gates.
      4. Click Import.
        1. Error messages:
          • Assigned To not found:
            • Check that the Stakeholders mentioned in the Assigned To column in the Excel file match Stakeholders that already exist in the Release.
    7. Export Activities to XLS:
      1. Select Export to XLS from the Import Activities drop-down menu.
        Your Excel file should start downloading immediately. If it doesn’t, check your pop up blocker settings.
        Save the file to your hard drive if prompted.

 

8. Linked Items Tab

The Linked Items tab is grayed out in templates and cannot be used.

 

9. Capacity Tab

The Capacity tab is grayed out in templates and cannot be used.

 

10. Comments Tab

The Comments tab is grayed out in templates and cannot be used.

 

11. Save & Close

 

Click Save & Close.

 

 

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