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Integration Hub Microsoft VSTS Integration

FluentPro Integration Hub: Project Online – Microsoft VSTS Integration Overview

 

FluentPro Integration Hub is an integration platform from that connects different business systems used by organizations. Different departments and groups in organizations use different tools for their day-to-day activities, and it is a challenge to get a unified view of data across the organization. Often, it is even worse – team live different “worlds” and speak “different language” and the only way for them to “integrate” are on-going recurring meetings where progress verbally reported and the manual double entry of information that is terrible and considered by teams as useless routines and waste of time.
Using FluentPro Integration Hub, organizations can enable Integration between the system and avoid all the hassles. In the case of Project Online and Visual Studio Team Services (VSTS), FluentPro Integration Hub turns on the two-way synchronization of Project Online tasks and VSTS work items automatically.

 

FluentPro Integration Hub – Basic Info

FluentPro Integration Hub application moves data in both directions – from Project Online to Visual Studio Team Services and vice versa. Several settings should be configured for the two systems to work together.

 

Configuration of Project Online

The following custom fields should exist in Project Online:

  • Sync to VSTS Field (e.g. “Sync To VSTS” task level flag custom field);
  • VSTS work item type (e.g. “VSTS Work Item Type” task level text custom field);
  • VSTS Project Field (e.g. “VSTS Project” project level text custom field).
  • You need to use these fields as configuration parameters during the creation of a new integration scenario in Integration Hub.

 

Configuration of VSTS:

There are two conditions on which data will be successfully synchronized between Project Online to Visual Studio Team Services:
“VSTS Project” custom field is pre-populated with the appropriate project name and a project with this name is created in Visual Studio Team Services.
“Sync To VSTS” flag in Project Online is set to “Yes” for the items that should be synchronized.

The following custom fields should exist in Visual Studio Team System:

  • PO Project Field (e.g. “PO ProjectName” text field);
  • Sync PO Field (e.g. “Sync To PO” boolean field).
  • Same as with Project Online fields, you will need to specify Visual Studio Team Services fields as configuration parameters while creating a new integration scenario.
  • Please note, in order to add these fields to VSTS, you need to create inherited process and add theses fields to each of the work items in VSTS.

For successful synchronization of data between Visual Studio Team System to Project Online, the following should be true:

  • “PO Project” field in VSTS is pre-populated with the appropriate project name, and a project with this name is created in Project Online.
  • “Sync To PO” flag in VSTS is set to “Yes” for the items that should be synchronized.

 

Fields Mapping

Project Online Visual Studio Team System
VSTS Project Field

custom field of Project entity type

=> Name

system field of Project entity type

Name

OOB field of Project entity type

<= PO Project Name

custom field of WorkItem entity type

Sync To VSTS

custom field of Task entity type

= Sync To PO

custom field of WorkItem entity type

VSTS work item type

custom field of Task entity type

= Type

system field of WorkItem entity type

Name

OOB field of Task entity type

= Title

system field of WorkItem entity type

Work

OOB field of Task entity type

= OriginalEstimate

system field of WorkItem entity type

Actual Work

OOB field of Task entity type

= CompletedWork

system field of WorkItem entity type

Remaining Work

OOB field of Task entity type

= RemainingWork

system field of WorkItem entity type

 

Integration Overview

Synchronization between Project Online and Visual Studio Team Services in FluentPro Integration Hub supports synchronization of projects and project tasks between Project Online to projects and work items in VSTS; during reverse synchronization projects and work items values are transferred from Visual Studio Team Services to corresponding projects and project tasks in Project Online.

 

 

Integration between Project Online and Visual Studio Team Services supports synchronization of the following items:

1)      Synchronization of data from Project Online project tasks to VSTS work items:

Task created in Online (Project Online is Origin system)

  • Task Name
  • Work
  • Actual Work
  • Remaining Work
  • Assignments (One assignment in Project Online equals one separate Work Item in VSTS)
  • VSTS Work Item Type (Bug, Task, Epic, Feature, Issue, Test Case, User Story)
  • Hierarchy structure

 

Work Item created in Visual Studio Team Services (VSTS is Origin system)

  • Original Estimate
  • Completed Work
  • Remaining Work
  • Assignment
  • VSTS Work Item Type
  • Hierarchy structure

 

2)      Synchronization of data from Visual Studio Team Services work items to Project Online project tasks:

Task created in Online (Project Online is Origin system)

  • Original Estimate
  • Completed Work
  • Remaining Work
  • Assignment
  • VSTS Work Item Type
  • Hierarchy structure (Only while first sync, updates are not supported)

 

Work Item created in VSTS (VSTS is Origin system)

  • Work Item Title
  • Original Estimate
  • Completed Work
  • Remaining Work
  • Assignment
  • VSTS Work Item Type
  • Hierarchy structure (Only while first sync, updates are not supported)

 

Assumptions regarding Project Online – VSTS integration

  • One project in Project Online synchronized to one project in Visual Studio Team Services.
  • There are two ways to launch data synchronization: manually by pressing the Run Now button or by schedule, when the automatic rule for the synchronization is created and the system automatically kicks off appropriate jobs and data transformation process.
  • The system supports filtering rules; these rules help to indicate a specific project you prefer to work with.
  • Updates related to the work hours for task or work item transferred to the target/source system after migration.
  • Assignments matched by their emails. Resource assigned to a task in Project Online must have the same email as the user account in Visual Studio Team Services.

The same requirement is true for reverse case – email of the user account in Visual Studio Team Services assigned to work item must be equal to the email of the resource in Project Online.

  • All work progress of the task assignment in Online will be zeroed if unassign the corresponding work item in VSTS.
  • If unassign a task in Online (in case there is more than one assignment on the same task) appropriate VSTS sibling work item will be marked as “(Deleted)” in its title and synchronization will be turned off.
  • You cannot track working time in Visual Studio Team Servicesfor a synchronized work item that has child work items.

Time tracked in VSTS work item with child items always will be overwritten by values from Summary Task in Project Online.

  • Changes in the hierarchy can only be synchronized from Project Online to VSTS.

Hierarchy changes in Visual Studio Team Services will not be synchronized to Project Online.

  • Deletion of the synchronized entities is currently not supported.

 

Recommendations regarding Online-VSTS integration usage

  • Use VSTS connection with Personal Access Token instead of OAuth authorization for the large integrations with execution time equal approx. 1 hour or items quantity equal approx. 500. Personal Access Token (PAT) can be generated in VSTS -> Security -> Personal access tokens.
  • Do not unassign resources from manually scheduled tasks where “Sync To VSTS” is set to Yes to prevent loss of task work progress in Project Online.
  • Do not assign the same Resource on Siblings (Siblings – work items related to the same Task in Online but at the same time related to the different Online Resource Assignments) in VSTS.

For T1a1 (where T1a1 means Task1 with Assignment1) and T1a2, please don’t change a2 to a1 for the second sibling task (e.g. T1a1 & T1a1), otherwise, in Online T1 will be updated with data only from T1a1 and data from T1a1 will be overwritten and lost.

  • We do not recommend changing the authentication type of the connections in Integration scenario, please create a new Integration instead.
  • Do not update work item type from “Test Case” to anything else in Project Online, as well as the “Issue” type (VSTS does not support it).

Resource must exist in PWA to be automatically added to the Project Team when assigning this Resource to a Task synchronized with the Agile System (VSTS, Jira, etc…).

 

More information on FluentPro Integration Hub here