Apply Project Policy Templates to Projects

Project Policies determine how certain users are allowed to interact with specific Eclipse PPM Projects. They are often used to give Project teams and Resources access to specific Project components so they can carry out and record their work. Members of these policies are given permissions to interact with a specific Project; these policies cannot be used to provide users with any permissions outside of the Project.

Project Policy Templates are created by administrators the exact same way Project Policies are created on individual Projects; permissions are selected and users are added as members. Once a Project Policy Template is complete, it can be applied to multiple Projects as a Project Policy in order prevent users from having to create the same Project Policy over and over for each Project.

Once a Project Policy Template is applied to a Project, it immediately becomes a Project Policy on that Project. There are a few ways to apply a Project Policy Template to Projects:

Apply it to selected Projects: Administrators can apply a Project Policy Template to multiple Projects at once. They can select individual Projects as well as Project filters to add the Policy to.

Note: These are the same Project filters that can be found on the Project Search page. From here, users can create their own custom Project filters.

This method should be used to add Project Policies to existing Projects in Eclipse PPM. It should also be used to update existing Project Policies with new changes to a Project Policy Template.
Attach it to a Project Template: Administrators can add a Project Policy Template to the Security page of a Project Template. This way, every new Project created from the Project Template will automatically feature the corresponding Project Policy upon creation.

Note: This will only apply the Project Policy to any future Projects created using the Project Template. It will not apply the policy to any preexisting Projects that were already created from the Project Template.

This method should be used to add Project Policies to future Projects that will share the same (or similar) Security settings.
Apply it at the Project level: Users responsible for Project Security have the option to add Project Policy Templates directly to their own Projects. This method should be used whenever Project Managers or Project Security teams need to satisfy their unique Project needs.

Tip: Administrators should openly communicate the available Project Policy Templates to Project teams to save them from having to constantly create their own Project Policies directly on Projects.

Apply Project Policy Templates to Selected Projects

Administrators can apply a Project Policy Template to multiple Projects at once directly from the Policies page. They can select individual Projects as well as Project filters to add the Policy to.

Note: These are the same Project filters that can be found on the Project Search page. From here, users can create their own custom Project filters.

This method should be used to add Project Policies to existing Projects in Eclipse PPM. Projects must already be created in Eclipse PPM to receive Project Policy Templates using this procedure. Additionally, this method can be used to update Project Policies on multiple Projects at once.

Tip: Applying Project Policy Template updates to Project Policies can overwrite any custom changes that users have made to Project Policies on specific Projects. Make sure you are not making any unwanted changes on Project Policies.

To apply Project Policy Templates to selected Projects:

Before You Start: Users require the "User Administration" permission from an Application Policy to apply Project Policy Templates to Projects.

Select the Administration icon from the Icon Bar.
Select Policies from the "Security" menu.
Select the drop-down button of the Project Policy Template you would like to apply to Projects.
Select Apply this policy to project(s).
Select which Projects will receive the policy by typing the name of a Project or Project filter into the "To these projects" field and selecting it from the drop-down menu. Repeat this until all of your desired Projects and filters have been added.

Each included Project will appear in the table directly below the field.

Note: These are the same Project filters that can be found on the Project Search page. From here, users can create their own custom Project filters.
(Optional) Select the "Add policy to project(s) if it doesn't exist already" checkbox if you would like to apply the policy to any selected Projects that do not currently have it.

Note: This should be checked if you are attempting to add the Project Policy Template to Projects for the first time. If you are instead trying to push any Project Policy Template updates to Project Policies on Projects that already have them, you may want to keep the box unchecked.
Use the "Permissions" drop-down menu to determine how permissions will be applied to the Project Policies.

Note: These options will only be applied to Project Policies that currently exist on Projects. If the checkbox in Step 6 is selected, any Projects that receive the Project Policy for the first time will receive a complete copy of the current Project Policy Template.
For example, imagine editing the Project Policy Template to include additional permissions. Then, imagine applying the Project Policy Template to Projects that currently have the policy and other Projects that currently do not. If you select Ignore from this drop-down menu, the Projects that the policy already exists on will not receive any new permissions because Ignore was selected. However, the Projects that receive the policy for the first time will receive the new permissions because Projects always receive the Project Policy as a perfect copy of the Project Policy Template when receiving the template application for the first time.
- Ignore: If the Project Policy is already on any of the selected Projects, its permissions will not be updated.
- Append: Any permissions on the Project Policy Template that are not currently on the Project Policy of the selected Projects will be added. No permissions will be removed from the existing Project Policies.
- Overwrite: The permissions on the Project Policy of the selected Projects will be changed to completely reflect the current permissions of the Project Policy Template. If the Project Policy of any selected Projects contains permissions that are not currently on the Project Policy Template, those permissions will be removed. If the Project Policy Template contains any permissions that are not currently on the Project Policy of the selected Projects, they will be added to them.
Use the "Members" drop-down menu to determine how members will be applied to the Project Policies.

Note: These options will only be applied to Project Policies that currently exist on Projects. If the checkbox in Step 6 is selected, any Projects that receive the Project Policy for the first time will receive a complete copy of the current Project Policy Template.
For example, imagine editing the Project Policy Template to include additional members. Then, imagine applying the Project Policy Template to Projects that currently have the policy and other Projects that currently do not. If you select Ignore from this drop-down menu, the Projects that the policy already exists on will not receive any new members because Ignore was selected. However, the Projects that receive the policy for the first time will receive the new members because Projects always receive the Project Policy as a perfect copy of the Project Policy Template when receiving the template application for the first time.
- Ignore: If the Project Policy is already on any of the selected Projects, its members will not be updated.
- Append: Any members on the Project Policy Template that are not currently on the Project Policy of the selected Projects will be added. No members will be removed from the existing Project Policies.
- Overwrite: The members on the Project Policy of the selected Projects will be changed to completely reflect the current members of the Project Policy Template. If the Project Policy of any selected Projects contains members that are not currently on the Project Policy Template, those members will be removed. If the Project Policy Template contains any members that are not currently on the Project Policy of the selected Projects, they will be added to them.
Select the Apply button.

After selecting Apply, the Project Policy Templates will be applied to the corresponding Project Policy on each selected Project. If the Project Policy already existed on a selected Project prior to this application, it will receive updates based on your selections from the "Permissions" and "Members" drop-down menus (Steps 7 and 8). If you selected the checkbox in Step 6, the corresponding Project Policy can now be found on the Security page of any Projects that it was not on prior to the application. Its permissions and members will not be determined by the "Permissions" and "Members" drop-down menus; both the permissions and members of the corresponding Project Policy will always reflect whatever is currently on the Project Policy Template if it is applied to a Project for the first time.

Apply Project Policy Templates to Project Templates

Administrators can apply Project Policy Templates directly to Project Templates in Eclipse PPM. When this occurs, any new Projects created using the Project Template will automatically receive all of the template's Project Policies upon creation.

Note: Project Policies will not be retroactively added to any Projects that were created from the Project Template before the Project Policy Template was attached to it. The policy will only be applied to new Projects created from the Project Template.

Note: There is no way to apply Project Policy Template updates to Project Policies on Project Templates. Project Policy Template updates can only be applied to Projects, not Project Templates. This means that administrators will need to maintain their Project Templates by updating Project Policies manually whenever they need to receive changes.

To apply a Project Policy Template to a Project Template:

Before You Start: Users require the "Create Project Templates - Allow" from an Application Policy to edit Project Templates that they have created themselves. They will require the "Manage Project Templates - Allow" permission from an Application Policy to edit any other Project Templates (both shared and not shared) in Eclipse PPM.

Select the Administration icon from the Icon Bar.
Select Project from the "Templates" menu.
Select the name of the Project Template you would like to apply the Project Policy Template to.

Tip: Use the column headers to sort/filter Project Templates.
Open the Template Menu in the top right-hand corner of the screen.
Select Security from the "Views" menu.
Open the drop-down menu in the top right-hand corner of the screen.
Select the name of the Project Policy Template you would like to apply to the Project Template.
(Optional) Edit the permissions and members of the Project Policy to customize it for the Project Template.

Note: See Edit / Delete a Project Policy for more information about editing Project Policies.
Select the Save button.

After selecting Save, the Project Policy Template will be added to the Project Template as a Project Policy. Whenever a new Project is created using the Project Template, the Project Policy will automatically be applied to it.

Note: Remember that Project Policy Template changes can be applied to Project Policies on Projects. However, administrators will have to edit a Project Template manually in order to edit Project Policies on Project Templates.

Apply a Project Policy Template to a single Project

Users can apply an existing Project Policy Template to a Project at any time. This will result in a new Project Policy on the Project's Security page. The permissions and members of this new Project Policy will match the permissions and members of the Project Policy Template at the time it is applied to the Project. Once the policy is applied, users can customize it to match their specific Project needs.

Note: Once a Project Policy Template is applied to a Project as a Project Policy, administrators can apply Project Policy Template updates to it at any time. However, this may overwrite any customizations that users have made to the Project Policy for the specific Project.

Tip: Administrators should openly communicate the available Project Policy Templates to Project Teams to save them from having to constantly create their own Project Policies directly on Projects.

To apply a Project Policy Template to a single Project:

Before You Start: Users require the "Manage Project Policies - Allow" permission on at least one of a Project's Policies to apply a Project Policy Template to it.

Navigate to the Project.
Open the Project Menu in the top right-hand corner of the screen.
Select Security from the "Views" menu.
Open the drop-down menu next to the New Policy button.
Select the name of the Project Policy Template you would like to apply to the Project.
(Optional) Edit the permissions and members of the Project Policy to customize it for the Project.

Note: See Edit / Delete a Project Policy for more information about editing Project Policies.
Select the Save button.

After selecting Save, the Project Policy Template will be added to the Project as a Project Policy. It can be directly edited on the Project at any time. Additionally, administrators can apply Project Policy Template updates to the corresponding Project Policies.