Managing Entities

Because an APM entity is a type of PPM request, managing an entity is typically the same as managing a request.

For instructions for viewing, processing, and managing entities, see the Demand Management User Guide. For additional information about entities, see the Application Portfolio Management User's Guide. For guidelines for using the instructions in the PPM documentation for performing APM tasks, see Guidelines for Using the PPM Documentation.

Creating Entities

The first step in building your application portfolio is to create the entities that make up the portfolio. While it is possible to build your portfolio from just applications, designating relationships with organization units, processes, workstreams, locations, and servers provides you with the ability to conduct a more detailed and quantifiable analysis of an application or application set.

You can create a new entity from one of the following locations:

  • The Open > Application Portfolio > Create Entities option on the menu bar

  • The Create > <Application, Survey Request, or Transformation Proposal> option on the menu bar (a shortcut for creating three of the entity types)

  • The References section on an entity detail page

  • The Make a Copy button on an entity detail page

You can also create entities by importing them into APM with the PPM Data Migrator for Microsoft Excel (Data Migrator). For instructions, see Using the PPM Data Migrator for Microsoft Excel.

When you create an entity, the entity is automatically assigned a unique number and tracked from start to finish. This ensures completion and accountability for all steps within the entity's workflow.

For instructions for creating an entity, see the instructions for creating a request in the Demand Management User Guide.

For descriptions of the fields in the APM entities, see Entities of this guide and the online help available from each section of the entity page.

Opening Entities

You can open an entity from the result of a search, from a portlet, from an email notification, or from the search box. For more information, see and the Demand Management User Guide.

Searching Entities

There are several ways you can search for entities. You can perform a basic entity search or use the query builder to create a custom search query that uses comparison and logical operators. You can use the results of a search you perform with the Request Browser to create entity groups that you can use to display and track information.

Tip: You can also perform a simple search using the search box that is located in the upper-right corner of the PPM interface. Use the search box to quickly access an entity (by typing the entity—or request—number) or a menu item (by typing any part of the menu name to display a list of corresponding menu items).

After you have performed a search, you can save it and run it again.

For instructions for searching entities and using the query builder, see the  PPMGetting Started guide and the Demand Management User Guide. For information about using a Request Browser search to create entity groups, see Request Browser and the Demand Management User Guide.

Tip: You can also search for entities from the Search > Entities and Open > Application Portfolio > Search Entities options on the menu bar.

Editing Entities

You can make changes to an entity if you created the entity or if you are assigned a role that allows you to do so.

There are several ways you can update an entity. You can perform a basic edit, perform a quick edit to edit multiple entities at the same time, or perform a mass update to make the same edit to multiple entities at the same time. For instructions, see the Demand Management User Guide.

If two users edit the same entity at the same time and both click Save, APM attempts to save the changes made by both users. If a change cannot be saved, APM advises the user who made the change to make the change again, and then attempt to save it again. For examples that demonstrate how APM handles simultaneous users, see the Application Portfolio Management User's Guide.