This article explains how to set up an integration for SharePoint list items to become plans in OnePlan.
To complete the OnePlan setup, you need to be an admin (user with Owner permissions) in OnePlan. If the Advanced Settings are enabled for your group, continue to the next steps. If the Advanced Settings are NOT enabled, contact OnePlan for assistance.
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Log in to your OnePlan group with your Office365 account.
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Open the Admin pages by clicking on the Settings gear.
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Select Integration in the admin navigation.
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Click the + (plus) icon in the Authentication Keys section.
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Save the OnePlan Group Name and the Authentication Key somewhere safe, as this will give any program access to your OnePlan group. The key will no longer be viewable once the page refreshes.
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Go to https://my.oneconnect.ai
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Click on the SharePoint Lists to OnePlan Plans integration tile. Click the Configure button.
SharePoint Section
- SharePoint URL: Enter the SharePoint URL where the file is located (e.g., https://{OrganizationName}.sharepoint.com/sites/{SiteName}).
- Username: Enter the username.
- Note: The username must not have Multi-Factor Authentication (MFA) associated with it. Because of this, we encourage a service account to be used to access the SharePoint site. It is standard best practice to have a single service account associated with a single integration. When service accounts are connected to multiple integrations, Microsoft has been known to throttle data which can lead to strategy failures.
- Password: Enter the password.
- (Optional – Checkbox) SharePoint Modern Authentication: For more information on how to set up SharePoint Modern Authentication. If this box is checked, please enter the Client Id and Client Secret in the Additional Options section.
- Expand Additional Options.
- (Optional) Client Id: Enter the Client ID generated from SharePoint site. To be used with the Modern Authentication checkbox.
- (Optional) Client Secret: Enter the Client Secret generated from SharePoint site. To be used with the Modern Authentication checkbox.
- SharePoint list names to import: Enter the names of all of the lists that are to be brought into OnePlan. The list names need to match the front-end name of the list that will be brought over. To find the front-end name of the list, go to the SharePoint Site > Settings > click Site Contents.
- (Optional - Checkbox) Check this box if only single list specified: This box should be checked if the client does not wish to add the SP List ID field mapping to their integration.
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(Optional) Email Copy To: To include someone else that is not already being notified of this integration status, enter the email here.
- Click Test to ensure that the connection settings to SharePoint are correct. A small notification of Connected Successfully should appear towards the top right of the page.
- Click Save.
OnePlan Section
- Group Name: Enter the OnePlan Group name you will be integrating into.
- Authentication Key: Enter the OnePlan Authentication Key generated from OnePlan.
- Expand Additional Options.
- (Optional) Alternate OnePlan Environment URL: If using an alternative environment than https://my.oneplan.ai, please select the appropriate URL here.
- Note: Options currently are: https://au.oneplan.ai, https://ca.oneplan.ai, https://eu.oneplan.ai.
- (Optional) OnePlan Default Plan Type: This is to be used in replace of the Portfolio Plan Type field mapping, should one not be provided automatically within the integration. This is to provide a default plan type for any plan level work items that are brought into OnePlan. A single value should be entered.
- Click Test to ensure that the connection settings to OnePlan are correct. A small notification of Connected Successfully should appear towards the top right of the page.
- Click Save.
Integration Information
OnePlan Changes
Once the integration is complete, an integration event will be created within the OnePlan integration page.
Integration Event
Integration events are automated responses that will bring data over from OnePlan into SharePoint List.
What this event does is trigger the OnePlanToSharePoint strategy for any item that is connected to the SharePoint list. This will bring any values that are mapped to go from OnePlan to SharePoint to be updated.
What triggers this event is after a connected item has been saved in OnePlan.
The following scheduled jobs are installed by default.
SharePointToOnePlan
This strategy syncs Projects from SharePoint to OnePlan
SynchLookups
Sync list from SharePoint to OnePlan
Default Field Mappings
SP List(s) - Plans
SharePoint Fields |
OnePlan Fields |
Direction |
Notes |
---|---|---|---|
Title |
Name |
Both |
Required |
SP List ID |
SP List Name |
Both |
Recommended Field Mappings
SharePoint Field |
OnePlan Field |
Direction |
Notes |
---|---|---|---|
Custom Column Name |
Portfolio Plan Type |
SharePoint to OnePlan |
Highly Recommneded |
We highly recommend that a column be made within SharePoint list (Text or Choice) and in that column, have the name of the plan type desired be listed. The out of the box options are Portfolio, Program, Project, and Epic.
If the SharePoint list is brought into OnePlan without this field mapping, the list items will not appear in My Portfolio, however, the list items will be located at Home > Plans section > click All Plans.
If the SharePoint list items have already been imported into OnePlan and are not visible in My Portfolio, these steps can have the SharePoint list item show in My Portfolio:
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Going to Home Page. In the bottom left panel labelled Plans, click on the All Plans tab to see all plans that are created.
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Click on the Hamburger icon on the left of the plan name and select Reorganize. A new window will appear.
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Select the Plan Type desired. Then click Reorganize.
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The Plan item will now appear in My Portfolio.
Integration Limitations
Integration intended for OnePlan Plan Fields
This integration is intended to create plans and assign values to the fields listed in the OnePlan Configuration > Fields section.
The only exception to this is the ability to assign a Name, an Owner, and a Plan Type to the plan. No other system fields or Plan features can be set (Favorite, Shared With, Comments, etc.).
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