Azure DevOps Integration - Sync to Schedule Functionality

What does this functionality do? 

The Sync to Schedule feature enables the transfer of chosen work item types from Azure DevOps to the OnePlan Work Plan - Schedule page, expanding its capability beyond simply populating the OnePlan Work Plan - Backlog page with work items. When configured to use this feature, the integration will now only perform manual syncs, and new plans will not be automatically created in OnePlan. This allows users to have more control over the synchronization process, ensuring that only desired work items are transferred to the OnePlan Work Plan - Schedule page . 

How does it work?

After installing the Sync to Schedule functionality, users can access it by navigating to their OnePlan plan, entering the Work Plan - List page, and then proceeding to the Schedules page. Once on the Schedules page, users can locate and click on the Connected Systems icon (plug icon). This action opens the Connected Systems window, which allows users to configure and control the synchronization of items from Azure DevOps to their OnePlan schedule. 

Connecting new items for the first time

1. Click on the Connected Systems icon and select the Azure DevOps Environment, then click Next. If the item already exists in Azure DevOps, chose the Existing Item radio button, and click Connect. 
2. A new form will appear. Proceed to:
   1. Select the Team Project and/or Area Path. Our system supports Area Paths with a depth up to 10 levels deep. 
   2. Choose the appropriate plan level equivalent. The available options are based on the work item types configured in the Azure DevOps Plan Level Type field within the Azure DevOps connector. Note: It is best practice to match the Epic work item type to the Epic plan type. (Feature to Feature, etc.). 
   3. Specify the Iterations. If only work items within a particular iteration/sprint should be imported, select the appropriate sprint.
   4. Select the Work Item Types. This list is derived from the Azure DevOps Work Item Types field in the Azure DevOps connector in OneConnect. If no specific Work Item Types are selected, the system assumes that all work items within the specified list will be imported into the OnePlan Schedule. 
   5. Click Connect to complete the process and allow the items to sync to OnePlan. 

After the initial connection

After the initial connection and completion of the first synchronization, the Team Project/Area Path and Select Item fields become non-editable. Users can only modify the Iterations, Work Item Types, and the Add Items to Schedule options. 

Once the appropriate fields have been selected, users can proceed to click on the Import button to initiate the import process. 

Plans that already have items in the Backlog

For plans that already have their work items connected and reside within the backlog, users can navigate to the Schedules page and click on the Connected Systems icon. Upon selecting Import, users will observe that most of the fields are already greyed out. However, they can still select the desired Iteration/Sprint, and specify the Work Item Types to be imported. Ensure to check the Add items to Schedule checkbox before clicking Import to complete the process. 

How to enable or disable this functionality?

Existing Integrations

1. In OneConnect, access the Integration section. 
2. Expand the OnePlan connector, and expand the Additional Options section.
3. Locate the Sync to Schedule checkbox. 
   1. To enable: Check the Sync to Schedule checkbox value, and save the changes. 
   2. To disable: Uncheck the Sync to Schedule checkbox value, and save the changes.
4. Proceed to the Tools section of the integration settings. 
5. Select Reinstall and then click Start to initiate the reinstallation process. 
6. After the integration has been reinstalled, the Sync to Schedule functionality will be updated within your OnePlan group. 

Implementation of the Sync to Schedule functionality in OnePlan introduces a limitation wherein plans utilizing this feature will no longer be included in the OnePlanUpdate scheduled strategy run. This means that data will only be imported into OnePlan via the Connected Systems window manually for plans that have items being synced directly to the Work Plan - Schedule. Additionally, the OnePlanUpdate strategy will not create new plans automatically. Plans that that have data exclusively going into the backlog will still be updated as usual during the scheduled run. This distinction ensures that plans are managed according to their specific data flow requirements, providing users with greater control over the synchronization process. 

When Creating New Integrations

New integrations will have the Sync to Schedule functionality enabled by default.

To disable this functionality on installation:  

1. Before creating the integration, go to the OnePlan connector settings.
2. Expand the Additional Options section and uncheck the Sync to Schedule button. 
3. Save the changes.
4. Proceed with creating the integration and follow all necessary steps. Once the integration is installed, the functionality will be un-linked to the OnePlan Schedule page. 

Scheduled Jobs

Manual Synchronization

If you use the Sync to Schedule functionality in OnePlan, then the data will only be imported into OnePlan via the Connected Systems window manually for plans that have items being synced directly to the Work Plan - Schedule. Additionally, the OnePlanUpdate strategy will not create new plans automatically. 

Scheduled Synchronization

If you want to automatically synchronize Azure DevOps data on a set schedule, then you need add a schedule to run the OnePlanUpdate and/or the OnePlanPublish strategies.

These strategies are available to be scheduled, but are not installed by default. Click on the Add Schedule button to see the list of strategies.

See below each strategy and their use.

OnePlanUpdate

This strategy is used to update data in OnePlan from Azure DevOps. 

OnePlanPublish

This strategy is used to publish data from OnePlan to Azure DevOps.

If you want to publish data from OnePlan to Azure DevOps, please make sure that you have a mapping for the "Team Projects Areas" OnePlan field. (see below the mapping details)

If you don't have a field called "Team Projects Areas" in OnePlan, then create a plan level Choice field and name it exactly "Team Projects Areas".

Once you have the plan level field in OnePlan, map it in OneConnect on the plan level in your Azure DevOps integration.