Our ‘move’ feature is a simple way to escalate or transfer ownership of an item in one project, over to another project or programme. Any move request must be approved by a nominated person in the destination project or programme.
Initiating a move request
Any user with ‘Edit’ permissions can initiate a ‘move’ request from their project/programme.
To initiate a move, locate the item within the project table and against it, click on the downward triangle > ‘Move’.
On the pop-up that appears click 'Initiate':
Next, click on the destination drop-down and search for the project/programme you wish to move the item to.
You will be presented with a hierarchical view of all projects/programmes in the system. Any records which you do not have permission to access, i.e. you are not a member, will just display as the PR-ID and not the full title. A move request can still be initiated to one of these records.
When a project/programme is selected, the system will check 2 things:
1. Does the control i.e. Risks, exist in the project/programme you want to send your item to. If the control isn’t in the build of the destination stage where the project/programme sits, a message will be displayed and the record can’t be moved.
2. Is there at least one user in the destination project with the approver role for the move request i.e. Project Manager. If there isn’t, a message will be displayed and the record can’t be moved.
As long as the control exists and there is at least one approver in the destination project/programme, the move request can proceed and a justification box will appear on screen.
Enter the reason for the requested move and click ‘OK’. Note: The record will remain editable whilst the ‘move’ approval is outstanding.
Cancel a move request
To cancel a request, locate the item in the project table and against it click on the downward triangle > ‘Move’. Select the outstanding approval request from the pop-up and click ‘View’. Then click ‘Cancel Request’.
Watch this video to find out more:
Approving or rejecting a move request
The approver will receive an instant notification in Verto and for those using Teams, this notification will also be delivered in real-time by the bot. There will also be a constant notification box in the bottom right-hand corner of the Verto screen, to remind a user of any outstanding move requests (click on the ‘x’ to dismiss but note this will reappear upon the next log in if not actioned).
Click on the notification to reveal a pop-up.
From here you will be able to click on the ‘View’ button against the item to see further details and then either ‘Accept’ or ‘Reject’ the request. If rejecting a reason must be entered. Note: the request can also be cancelled at this point if submitted in error.
When the approval process completes, an immediate notification will be issued to the initiator. This will be shown on screen and via Teams.
If the request is approved, all data in the item will move apart from any names in the user picker fields i.e. owners, actionees. These are cleared out and it is up to the receiver of the moved item to assign new owners/users. The original Unique ID of the moved item will be retained and will align with the ID format of the destination stage i.e. the item will take on the project code of the destination.
Note: Any historical updates which contain user details i.e. previous ‘Updates’ will still retain the user details as these are part of the audit trail.
Watch this video to find out more:
View the move history against a record
Against an item i.e. a risk, click on the downward triangle > Move to view the entire history of any move activities i.e. reasons for a move request being rejected, details of where that item originally came from (.i.e. the source project) etc. This is also where any outstanding move requests for the item will be displayed. Note: this historic view is permissions based and so a user will only ever see details pertaining to projects/programmes they have permission to see. If the user doesn't have access to a programme/project, they will just see IDs rather than names. Every move is recorded in revised chronological order.
View the move history against a project table
Against the project table, click on the downward triangle > Move History > Source or Destination.
- Source = where the project you are in is the originator of a move i.e. a risk was moved from your project to another destination project. Any outstanding move requests from your project will be displayed here.
- Destination = where the project you are in is the receiver of a move request i.e. a risk was moved into your project from somewhere else. Any outstanding move requests to be accepted into your project will be displayed here.
Note: this historic view is permissions based and so a user will only ever see details pertaining to projects/programmes they have permission to see. If the user doesn't have access to a programme/project, they will just see IDs rather than names:
Every move is recorded in revised chronological order.
Watch this video to find out more:
Approving or rejecting on behalf of an approver (Stage Administrators)
A Stage Administrator can accept, reject or cancel a move request on behalf of an approver.
Navigate to the project table i.e. Risks. Either click on the downward triangle > Move option against the individual item or against the project table, click on the downward triangle > Move History > Destination.
A pop-up will display all outstanding approval requests. Select the outstanding approval from the pop-up and click ‘View'. Click on the approver’s name in the pop-up:
The screen will then update to show that the approval process now is being undertaken on behalf of the named approver.
Complete the approval (either accept or reject) and click ‘OK’. Alternatively, click ‘Cancel Request’.
Watch this video to find out more:
Top Tips (For System Administrators)
- Please contact Verto Support to activate this feature on your site.
- When activating this feature, we will require confirmation of which Project Role(s) should be the default move approver across your site i.e. Project Manager. If there is more than one person in this role on the destination project/programme i.e. there are 2 Project Managers, both individuals will need to approve the move request for it to complete.
- This feature is currently not available on Tasks and Milestones where there is added complexity due to dependencies and hierarchies.