Add references to requests

When creating or editing a request, you can add references to provide additional information. Some references allow you to establish a relation or functional dependency with the original request.

Locations to add references

You can add references to a request from the following locations:

Location Details

References tab (section)

From the References tab (section), you can add the following as references:

  • Attachments
  • Packages (new and existing)
  • Programs
  • Projects
  • Releases
  • Requests (new and existing)
  • Tasks
  • URLs

Some references allow you to establish a relation or functional dependency to the original request. For example, you can specify that a request is a predecessor to a package, preventing the package processing in its workflow until the request is completed. For details on the references and their possible relations and dependencies with the original request, see References and relationships.

Custom tab

If your request includes a custom tab to list requests from References tab, you can add requests as reference on this tab. The request type and reference relationship of the request are predefined by your administrator. For details, see List requests in References.

The References tab and custom tab work as follows:

  • When you add a request of the type and with the reference relationship pre-defined on the custom tab, this request is also added on the Custom tab.
  • When you add a reference on the custom tab, it is also added on the References tab.

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References and relationships

The following table lists the references that can be added to requests, their definitions, and possible relations.

Reference

Description

Possible relationships

Attachment

Attach a file from a local machine to the current request. The attached file is copied to the server.

Standard attachment interaction. (Informational) The attachment is related to the request.

Packages (existing and new)

  • Reference an existing package.

  • Create a new package from the request.

    If configured in the workflow, you can create a package from a workflow step. A reference to that package is automatically generated, establishing a two-way link between the request and package.

  • Child of this request. (Informational) The selected package is the child of the request.
  • Related to this request. (Informational) The selected package is related to the request.
  • Predecessor.(Blocking) Action is not allowed on the request until the referenced package is closed.
  • Successor. (Blocked) Action is not allowed on the referenced package until the request is closed.

Projects

Reference a project in Project Management.

Related to this request. (Informational) The referenced project is related to the request.

Releases

Reference a release in Deployment Management.

Contains this request. (Informational) The request is contained in the referenced release.

Requests (existing and new)

  • Reference an existing request.

  • Create a new request from an existing request.

    If configured in the workflow, you can create a request from a request. A reference to that request is automatically generated, establishing a two-way link between the requests.

  • Duplicate request. (Informational) The referenced request is a duplicate of the request.
  • Original duplicate requests. (Informational) The referenced request is the original of the two duplicate requests.
  • Parent of this request. (Informational) The referenced request is the parent of the request.
  • Child of this request.(Informational) The referenced request is the child of the request.
  • Related to this request. (Informational) The referenced request is related to this request.
  • Predecessor. (Blocking) Action is not allowed on this request until the referenced request is closed.
  • Successor. (Blocked) Action is not allowed on the referenced request until this request is closed.

Tasks

Reference a task in Project Management.

  • Related to this request. (Informational) The referenced task is related to this request.
  • Predecessor. (Blocking) Action is not allowed on the request until the referenced task is closed.
  • Successor. (Blocked) Action is not allowed on the referenced task until the request is closed.
  • FF Predecessor. (Finish Finish Predecessor) The referenced task and the request must complete at the same time. For example, a referenced task cannot have a status of Complete until the request is closed.

URL

Reference a Web address. Documents at the URL must be in MIME format.

Standard URL interaction. (Informational) The URL is related to this request.

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Add references from the References tab

Follow the steps below to add references to requests.

To add references to a request:

  1. Log on to PPM.

  2. Open or create a request.

  3. Navigate to the References section (or tab).

    Note: For requests using Tab layout, the References tab is visible only if it is enabled by your administrator. For details, see Configure request tabs.

  4. From the New Reference list, select the entity type you want to associate with the request and then click Add.

  5. Follow the steps described below to search for or create references to add to the request.

    Action Details
    Add documents

    To add documents as references:

    1. In the Add Document window, click Choose File to select a document file to attach as a reference.

      The name of the file you attach must not contain an apostrophe. If it does, a script error occurs the next time the request is opened.

    2. In the Author field, you can replace the name of the attachment author with your name.
    3. In the Description field, provide a description of the attachment.

    4. In the Key Words field, enter the key words for the attachment. Key words can help you differentiate between multiple attachments and quickly find the target attachment.

      Note: The Key Words field is available only when Database DMS is in use.

    5. Click Add.

      On the request detail page, the References to be added on Save field lists the selected attachment.
    Add existing packages, projects, existing requests, or tasks

    To add packages (existing), projects, requests (existing), or tasks as references:

    1. In the Add Reference: <Entity Type> window, provide your search criteria in the available fields and then click Search.

      The Add Reference: <Entity Type> window lists relationship types and the packages, projects, requests, or tasks that match your search criteria.

    2. Select the packages, projects, requests, or tasks that you want to add as references to the request and the relationship between the selected references and the request.

    3. Click Add.

      On the request detail page, the References to be added on Save field lists the references to be added.
    Add programs or releases

    To add programs or releases as references:

    1. To add a program, in the Program field of the Reference Program window, select the program you want to add as a reference.

      To add a release, in the Release field of the Reference Release window, select the release you want to add as a reference.

    2. In the Relationship field, select the option that describes how the program or release is related to the request.

    3. Click Add.

      On the request detail page, the References to be added on Save field lists the program or release to be added as references.
    Add new packages

    To add new packages as references:

    1. In the Create New Package window, select a relationship for the new package and the open request.

    2. Click Create.

      The New Package window opens. Any matching header information from the request (such as description, priority, and package type) is automatically added to the package.

    3. Provide all required information, and any optional information you want to add for the package.

    4. Click Save.

      On the request detail page, the References to be added on Save field lists the new package name.
    Add new requests

    To add new requests as references:

    1. In the Create New Request window, from the Request Type list, select the type of request you want to create.

    2. In the Relationship field, select a relationship for the new request and the open request.

    3. Click Create.

      The Create New <Request Type> page displays the fields available for the selected request type.

    4. Provide all required information, and any optional information you want to record.

      For instructions on how to complete the Create New <Request Type> page, see Create a new request from Create menu.

    5. Click Submit.

      On the detail page of the original (open) request, the References to be added on Save field lists the new request name.
    Add URLs

    To add URLs as references:

    1. In the Reference URL window, type the URL address in the URL field.

    2. To test the URL, click View URL.

    3. In the Description field, you can type a brief description of the URL.

    4. Click OK.

      On the detail page for the open request, the References to be added on Save field lists the URL you specified.

  6. Click Save. If this is a new request, click Submit.

    Note: To add the references to the request, you must save the request.

    Saved references are categorized by reference types. For example, all saved reference packages are saved in the Packages section.

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Add references from a custom tab

If your request includes a custom tab, you can add requests as references on this tab. The request type and reference relationship of the requests are pre-defined by your administrator.

Prerequisite:

Your administrator enables the direct creation of requests with predefined reference relationship by including a custom tab in the request type. For details, see Add custom tabs.

To add references from the custom tab:

  1. Open or create a request.

  2. Navigate to the custom tab.

    Note: The tab's name may vary depending on how your administrator defines it.

  3. At the top of the tab, click Add new to open the create new request page.

    The request type is pre-defined by your administrator. You cannot change it.

  4. Provide required and optional information for the request. For details, see Create a new request from Create menu.

  5. Click Submit.

    A request of the predefined type is created and automatically linked to the current request. It appears on both the custom tab and the References tab.

    If you change the relationship from the References tab, the request is removed from the custom tab but remains listed on the References tab.

To delete a reference:

  • On the custom tab, select the item to delete, and then click Delete .

    The reference is removed from the custom tab and References tab.

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Search for and download references

Search for a reference by text strings contained in the target reference subsection, and download a reference to your local machine.

To search for references:

  1. Locate the target reference subsection and click the Search button at the top right.

    Note: If you are in the Program Details page: References tab or the Package Details page, you can find the Search icon at the top right of the References section. You can use this Search box to search for references of all types.

  2. Type a text string in the Search box. The reference that has the text string contained in the subsection will filter itself out.

To download references:

You can download a single attachment or all the attachments as a zip file.

  • To download a single attachment, click the name of the attachment you want to download. The attachment is downloaded automatically.

  • To download all the attachments of a request, click Download All. All of the attachments added to the request are downloaded as a Zip file.

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See also: