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You can follow the steps mentioned below to configure and set up the synchronization synchronisation process.

Step 1: Setting up the connection between Camms.Project and Microsoft Teams

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• Once the connection between Camms.Project and Microsoft Teams is successfully set up (as described in Step 1 above), you can click on the Task Status Mapping tab if you wish to customize customise the mapping of task statuses between Camms.Project and Microsoft Teams. 

• Since Microsoft Teams has only ‘Not Started’, ‘In Progress’ and ‘Completed’ statuses, ‘Task Status Mapping’ tab will allow you to map the task statuses in Camms.Project to those three tasks statuses in Microsoft Teams to ensure a smooth task synchronisation process. 

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Step 3: Setting up your preferences for the synchronization synchronisation process

• Once the first 2 steps are successfully completed, you can now set up your preferences by navigating to the current Task Planning object of each project that you manage. 

• Click on the ‘Sync to Teams’ button available on the top toolbar next to the 'Kanban' button. 

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• A pop-up with the fields mentioned below will be displayed when you click on the ‘Sync to Teams’ button;

1. Synchronize Synchronise tasks that are : This field will consist of all standard and custom task statuses available in your environment. The tasks that will be synchronized synchronised to Microsoft Teams are determined by the statuses which you select here. For example, if you wish to synchronize synchronise the tasks that are either ‘Not Started’ or ‘In Progress’ to Microsoft Teams, select the tick boxes next to the ‘Not Started’ and ‘In Progress’ statuses.

2. Synchronize Synchronise comments in the task plan : You can select this tick box if you wish to synchronize synchronise comments of tasks to Microsoft Teams. The options mentioned below will be displayed when you select this tick box;

   1. Append latest comment in Teams to the current comment in Camms.Project— Selecting this option will append the latest comment entered in Teams to the current comment in the Gantt in Camms.Project when syncing from Teams to Camms.Project. The latest comment entered in Camms.Project will be added as a new comment when syncing from Camms.Project to Teams.

   2. Replace the current comment in Camms.Project with the latest comment in Teams– Selecting this option will replace the current comment in Camms.Project with the latest comment entered in Teams, when syncing comments from Teams to Camms.Project. The latest comment entered in Camms.Project will be added as a new comment when syncing from Camms.Project to Teams. The comments that already existed in Teams will not be deleted.

If you do not wish to synchronize synchronise comments with Microsoft Teams, you can untick the ‘Synchronize ‘Synchronise comments in the task plan’ tick box.

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• Once you set up your preferences, the next step is to define names for the team and plan that the system will be creating for your task plan once its synchronized synchronised with Microsoft Teams. 

• The following 2 fields will be available in a pop-up. 

  • Plan Name:  You can define a name for your plan. The name defined here will be the name of the plan created in the Tasks by Planner in Microsoft Teams. 

  • Team Name: You can define a name for your team. The name defined here will be the name of the team created in the Tasks by Planner in Microsoft Teams.

• Once you have defined a team name and a plan name, you can click on the ‘Sync to Teams’ button in the pop-up to initiate the synchronization synchronisation process.

• The following will occur when the synchronization synchronisation process is initiated;

1. A new team will be created in Tasks by Planner application within Microsoft Teams, including the staff members in the Board and Team object. The name of the team will be the value entered by the user in Team Name field in step 4 above.

2. The system will obtain a list of all staff members from the Board and Team object who have tasks assigned to them in the relevant object as per the logics below;

   1. The list of staff members will be obtained from the Board and Team object in the current phase if available. 

   2. If the Board and Team object does not exist in the current phase but exists in the previous phases, then the list will be obtained from the Board and Team object available in the last available previous phase.

   3. If the Board and Team object does not exist in the current phase but exists in previous and subsequent phases, then the list will be obtained from the Board and Team object in the last available previous phase.

   4. If the Board and Team object does not exist in the current phase but exists only in subsequent phases, then the list will be obtained from the Board and Team object available in the object in the future phase which is immediately below the current phase in the workflow.

3. Populate the list of staff members in the newly created team as per the logics below;

   1. The role of “Owner” in Teams should be assigned to the staff member who is the Project Owner(the staff member whose project position is “Project Owner” in the Board and Team object).

   2. The role of ‘Owner’ should also be assigned to the staff member who has the service account defined in Project Settings > Teams Configuration area.

   3. In a scenario where the staff member with the Project Owner position does not have a valid email address, then the sync process should be stopped and an error should be logged to the error log.

   4. The role of “Member” should be assigned to all other staff members in the staff list obtained in point no. 2 above.

4. A new plan will be created in Tasks by Planner. 

5. The system will take the preferences set by the user into account in the first step of the wizard when obtaining the tasks that are to be added to the plan. 

   1. If all Status tick boxes are selected by the user, the system will obtain a list of all standalone tasks and child tasks, and their information from the current Task Planning object irrespective of their statuses.

   2. If all tick boxes are not selected by the user, the system will obtain a list of child tasks and standalone tasks that are of the statuses selected by the user and their information from the current Task Planning object.

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Step 5: Setting up the plan which was created by the synchronization synchronisation in Microsoft Team

• To view the plan which was created by the synchronizationsynchronisation, you can follow the steps mentioned below;

  • Navigate to the Microsoft Teams desktop application or web application and click on the Teams option in the left navigation bar.

  • On the left side of the Teams screen, you will be able to see the team that you created. Click on its name once, and the below screen will be displayed.

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You can do any further updates on the Gantt whilst the synchronization synchronisation process is in progress, if required. Those updates will be automatically synced to Microsoft Teams when the next auto-save is triggered after the ongoing sync is completed. Those updates can also be synced to Microsoft Teams when the user clicks on the Save button once the ongoing sync is completed.

All task updates that you make in Microsoft Teams will be synced back to Camms.Project automatically via a background service which runs every hour. Please contact Camms if you wish to customize customise the frequency which the service runs.

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If you accidentally close the ‘Sync to Teams’ pop-up while the synchronization synchronisation is in progress, the synchronization synchronisation process will continue to run in the background. You can easily view the status of the process via the indicator text and the ‘Sync to Teams’ icon.

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 The ‘Sync to Teams’ icon will indicate if there was a failure in the synchronization synchronisation process.

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If you wish to check on why the synchronization synchronisation process failed, you can refer to the error log, which can be downloaded by clicking on the ‘Download Error Log’ button.

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The errors that can occur when the synchronization synchronisation is underway and instructions on how to fix those errors are mentioned in the grid below;

You can click on the ‘Try Again’ button on the ‘Sync to Teams’ pop-up window to restart the synchronization synchronisation process in case it fails. 

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You can easily create new tasks in the plan that was created via the synchronization synchronisation via Microsoft Teams. The following logics apply when you create a new task in the plan via Microsoft Teams;

• The project to which the newly created tasks will be determined by the ID of the plan.

  The newly created tasks will be added to the Task Planning object from which the user accessed the synchronization synchronisation popup window when the user clicks on the ‘Get latest from Planner’ button from the Task Planning object.

• The task planning object to which the newly created tasks will be added will be determined based on the logics below when the synchronization synchronisation process occurs from Teams to Camms.Project automatically;

  • The newly created tasks will be added to the Task Planning object in the current phase of the relevant project.

  • If the Task Planning object does not exist in the current phase but exists in future phases, then those tasks will be added to the object in the future phase which is immediately below the current phase in the workflow. For example, if a project consists of 4 phases and its current phase is the 1^st phase, and if the task planning object only exists in the 2^nd, 3^rd and 4^th phases, but not in the 1^st phase, the tasks should be added to the object in the 2^nd phase.

  • If the Task Planning object does not exist in the current phase but exists in future phases and the past phases of the workflow, then those tasks will be added to the object in the future phase which is immediately below the current phase in the workflow. For example, if a project consists of 4 phases and its current phase is the 2^nd  phase, and if the task planning object only exists in the 1^st , 3^rd and 4^th phases, but not in the current phase, the tasks should be added to the object in the 3^rd phase.

  • If the Task Planning object does not exist in the current phase or in the immediate next phase, the tasks will be added to the next available object in a future phase. For example, if a project consists of 4 phases and its current phase is the 2^nd phase, and if the task planning object only exists in the 1^st  and 4^th phases, but not in the current phase or in the 3^rd phase, then the tasks should be added to the object in the 4^th phase.

  • When all previous phases are signed off and the Task Planning object does not exist in the current AND future phases, then the tasks will not be added to any object in Camms.Project.

• The newly created tasks will always be added at the bottom of the Gantt chart, and they will be shown in current Task Planning object and Project Hub areas. 

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• If a newly created task is allocated to a single staff member and if he or she is a member of the current Project Board and Team object,

  • He or she will be the primary responsible officer of that task when synced to Camms.Project.

• If a newly created task is allocated to a single staff member, and if he or she is not a member of the current Project Board and Team object, 

  • He or she will be added to the current Project Board and Team object as a Task Owner.

  • He or she will be assigned as the primary responsible officer of that task when synced to Camms.Project.

• If a newly created task is allocated to multiple staff members in the team and if all of them are members of the current Project Board and Team object, 

  • They will be assigned to the task according to the alphabetical order. Please see below example, The task “Documenting requirements” was created and initially assigned to Anne Shirley, then it was assigned to Cordelia Blythe. In this scenario, once the synchronization synchronisation occurs, the primary responsible officer of the task will be Anne, whereas secondary responsible officer will be Cordelia.

  • The primary responsible officer will be the first staff member once the staff members are ordered in alphabetical order. For example;
    If a task is assigned to two staff members ‘Anne Shirley’ and ‘Jacob Flynn’, then the primary responsible officer of that task will be ‘Anne Shirley’.

• If a newly created task is allocated to multiple staff members in the team and if at least one of them are not members of the current Project Board and Team object but the email address available in the Staff page matches with the email address used in Planner, 

  • The staff members who are not in the current Project Board and Team object will be added to the current Project Board and Team object as Task Owners

  • They will be assigned to the task as per the order they were allocated to the task. 

•  If the newly created task was assigned to one or more staff member(s) who is not available in the current Project Board and Team object and his or her work email address is not available is not in the Staff page, 

  • He or she should not be added to the object.

  • The task will be re-assigned to the project owner(i.e.; to the staff member who has the ‘Project Owner’ project position in the Board and Team object).

  • If one of the responsible officers is already the ‘Project Owner’ then there will be no change to the responsible officer field.

  • The relevant error(s) will be logged in the Error Log, which can be viewed once the sync is completed.

• If the newly created task was assigned to a staff member who was deleted from the Team in Planner at the time of synchronizationsynchronisation(i.e.; if the task is assigned to ‘Former user’),

  • That task should be assigned to the default task owner(i.e.; to the staff member who has the ‘Project Owner’ project position in the Board and Team object).

• If the newly created task is not allocated to any staff member in the team, 

  • The responsible officer of that task will be the default task owner. i.e.; the project owner.

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• The default values of the Percentage, Hours Per Day, and Total Effort for the newly created tasks will be calculated as per the logics below;

  • Percentage: The default value for this field will be ‘100’. The users can update it to another value if required.

  • Hours Per Day: The default value for this field will be the value specified in the external setting ‘Set the default working hours of the organisation’.

  • Total Effort: The default value for this field will be calculated via the existing formulas

• The values entered here should also be displayed against the relevant staff members in the below areas;

  • Resource Utilisation

  • Project Utilisation

  • Allocation Overview

7. Comments—

• If ‘Synchronize ‘Synchronise comments in the task plan’ tick box was selected by the user, the system will add all comments entered against the newly created task in the Comments field in the Gantt irrespective of the radio button option selected.

• If ‘Synchronize ‘Synchronise comments in the task plan’ tick box was not selected by the user, then the comments will not be synced to Camms.Project.

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You can easily update properties of existing tasks in the plan that was created via the synchronizationsynchronisation. Task updates will be synced from Tasks by Planner to Camms.Project as per the logics mentioned below;

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• If the user updates the responsible officer of an existing task to a staff member who is a member of the current Project Board and Team object and if the task has only one responsible officer, 

  • He or she will be the primary responsible officer of that task when synced to Camms.Project.

• If the user updates the responsible officer of an existing task to a staff member, who is not a member of the current Project Board and Team object and if the task has only one responsible officer,  

  • He or she will be added to the current Project Board and Team object as a Task Owner.

  • He or she will be assigned as the primary responsible officer of that task when synced to Camms.Project.

•  If the user assigns the responsible officer of an existing task to multiple staff members and if all of them are members of the current Project Board and Team object,

  • They will be assigned to the task as per the order they were allocated to the task. Please see below example— The task “Documenting requirements” was created and initially assigned to Anne Shirley, then it was assigned to Cordelia Blythe. In this scenario, once the synchronization synchronisation occurs, the primary responsible officer of the task will be Anne, whereas secondary responsible officer will be Cordelia.

• If the task is allocated to multiple staff members in the team and if at least one of them are not members of the current Project Board and Team object but the email address available in the Staff page matches with the email address used in Planner, 

  • The staff members who are not in the current Project Board and Team object will be added to the current Project Board and Team object as Task Owners.

  • They will be assigned to the task as per the order they were allocated to the task.

• If the task was assigned to one or more staff member(s) who is not available in the current Project Board and Team object and his or her work email address is not available is not in the Staff page, 

  • He or she should not be added to the object.

  • The task will be re-assigned to the project owner(i.e.; to the staff member who has the ‘Project Owner’ project position in the Board and Team object).

• If the task was assigned to a staff member who was deleted from the Team in Planner at the time of synchronizationsynchronisation(i.e.; if the task is assigned to ‘Former user’).

  • That task should be assigned to the default task owner(i.e.; to the staff member who has the ‘Project Owner’ project position in the Board and Team object).

  • If the newly created task is not allocated to any staff member in the team, the responsible officer of that task will be the default task owner. i.e.; the project owner.

• If a staff member who has tasks assigned to him or her was deleted from the team in Teams, then the tasks that were assigned to him or her should be re-assigned to the default task owner(i.e.; to the staff member who has the ‘Project Owner’ project position in the Board and Team object).          

•  If a staff member was removed from being a responsible officer of a task, he or she will still be in the project board or team in Camms.Project or Teams respectively.

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• If the user sets a particular task as ‘Completed’, then the current date will automatically be populated as the Completion Date within Teams. This value should be synced back to Camms.Project  based on the logics below;

  • If the plan which the task is in is of a past project(project end date < current date), then the project’s end date will be set as the completion date of the task.

  • If the plan which the task is in is of a future project(project start date >current date), then the task’s start date will be set as the completion date of the task.

  • If the plan which the task is in is of a currently ongoing project ( project start date <= current date < project end date), then the current date will be set as the completion date of the task.

7. Comments—

• If ‘Synchronize ‘Synchronise comments in the task plan’ tick box was selected by the user, and if the ‘Append the latest comment in Teams to the current comment in Camms.Project’ is selected, the system will append the latest comment in Teams to the current comment in Gantt when syncing comments from Teams to Camms.Project.

• If ‘Synchronize ‘Synchronise comments in the task plan’ tick box was selected by the user, and if the ‘Overwrite previous comments in Project with the latest comment in Teams’ option was selected, then the system will replace all previous comments(if any) entered in Camms.Project with the latest comment in Teams when syncing from Teams to Camms.Project.

•  If ‘Synchronize ‘Synchronise comments in the task plan’ tick box was not selected by the user, then the comments will not be synced to Camms.Project.

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If a particular task is deleted, it will be removed from the Task dropdown list in the Referenced Tasks pop-up of other projects. If the deleted task was linked to another project via the References Tasks functionality, that linkage will also be removed. This is only applicable if the Referenced Tasks functionality is activated in the client environment.

Statuses of the synchronization synchronisation process

You can view the status of the latest synchronization synchronisation process that occurred by viewing the 'Sync to Teams' icon or by accessing the Sync Log pop-up.

Initially, when the synchronization synchronisation process has not been set up (by initiating the initial synchronization synchronisation process from Camms.Project to Teams), then the 'Sync to Teams' icon will be set to the default colour similar to the other icons in the toolbar as shown below;

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There are 6 statuses that will be displayed once the initial synchronization synchronisation process is completed, and they are as follows;

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• Sync completed with errors: This status is shown when the synchronization synchronisation process was completed, but there were errors. This could be displayed in scenarios such as a task being assigned to a staff member with an invalid email address.  

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• Sync In Progress: This status is shown when the synchronization synchronisation process is in progress.

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• Sync Completed: This will be displayed when a synchronization synchronisation process is completed successfully.

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• Sync Failed: This will be displayed when a synchronization synchronisation process fails. You can download the error log and review the errors that might have caused the synchronization synchronisation to fail.

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The Sync Log pop-up can be accessed by clicking on the 'Sync to Teams' button in any project which has the initial synchronization synchronisation process completed. There are 4 main statuses that will be displayed in the Sync Status field in the Sync Log pop-up. They are as follows;

• Sync Successful: The synchronization synchronisation process was successfully completed. This status is shown when the latest synchronization synchronisation process was completed successfully.

• Sync Failed: The synchronization synchronisation process was failed. This status is shown when the latest synchronization synchronisation process failed. You can download the error log and review the errors that might have caused the synchronization synchronisation to fail.

• Sync in Progress: The synchronization synchronisation is currently in progress. This status is shown when the synchronization synchronisation process is in progress.

• Sync completed with errors: The synchronization synchronisation is completed but there were errors. This status is shown when the synchronization synchronisation process was completed, but there were errors. This could be displayed in scenarios such as a task being assigned to a staff member with an invalid email address.

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For example, if the user previously set the preferences so that the latest comment will be added as a new comment while keeping the existing comments and now wishes to remove all existing comments and add the latest comment in the future, then he or she can navigate to the ‘Update Preferences’ screen, select the ‘Overwrite previous comments in Project with the latest comment in Teams’ option and click on Save. Once the changes are saved, in all future synchronizationssynchronisations, the existing comments will be removed and the latest comment will be added in place of them.

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