In this article, we will review user and resource linking in PPM Express.
In PPM Express resources are linked to users automatically, once the user is added to the tenant through Azure Active Directory synchronization or through invitations (once the user accepts the invitation).
With automatic linking of users to corresponding resources —whether through invitation or Active Directory synchronization — the system automatically associates them with a matching resource. For example, if a resource already exists and you invite a new user, upon accepting the invitation, the user will be automatically linked to that resource.
Please review the key features and rules for resource linking:
1. Automatic Resource Creation: Each user should have a dedicated resource linked upon creation (via invitation, Active Directory (AD) synchronization). If a user's linked resource was previously deleted, the system will automatically generate a new resource to maintain the one-to-one relationship.
After the release, existing users will be linked to the resources according to the rules below.
In PPM Express, resource linking follows a prioritized sequence to ensure accurate associations:
- User ID: The system first attempts to link resources based on matching resource and user IDs from an Office 365 connection.
- Email Address and Name: If no match is found by user ID, it proceeds to link resources using the email address and name.
- Email Address: If neither the user ID nor the email address and name fields match, the system then considers the user's email address for linking. In this case, the existing resource name will not be changed, and the display name on the People Management page for the user will be the same as the one for the linked resource.
- By Name (relates only AD sync): The user will be linked with the resource in case neither resource nor the user doesn't an email.
- Status: If there are two identical resources by name and email, but they have different statuses (active/inactive), the one with the active status will be selected for linking.
- Linked systems: If there are two identical resources by name, email, and status, the link resource will be selected based on the number of linked systems (the one with more connected systems will be selected for linking).
- By created date: If there are two identical resources by name, email, status, and the number of linked systems (or their absence), the resource for linking will be chosen according to the created date (the earliest created date).
2. New fields are available on the Resource dashboard:
- User Logon Account: A read-only field is available on the Resource dashboard displaying the associated user's logon account. If no user is linked, this field remains empty.
- Linked User: A read-only field of the 'Person Info' type showing the associated user's information. This field is empty if no user is linked (this field is included in the default view).
3. A new field is now available on the People Management -> User Settings Panel:
- Linked Resource: A read-only field displaying the name of the associated resource, which links directly to the Resource dashboard. The field can be empty if the invite is sent but is not accepted by the user.
4. Resource deactivation/activation rules:
- Resources without an associated user can be deactivated/activated as usual.
- Resources linked to a user cannot be deactivated. Attempting to do so will prompt a notification indicating the association.
- Resources scheduled for deactivation via AD Resource Sync will remain active until their associated user is deactivated.
5. User deactivation/activation rules:
- Deactivating/activating a user will automatically deactivate/activate the linked resource, whether done manually or through AD User Sync.
6. Resource deletion rules:
- Resources without an associated user can be deleted, provided they are not assigned in any 'Assigned To' fields.
- Resources linked to a user cannot be deleted, regardless of their assignment status. Attempting deletion will result in a notification about the existing association.
7. User deletion rules:
- Users can be deleted together with the linked resource or without it from the People Management page.
8. Resource merging rules:
- When merging multiple resources, if any resource is linked to a user, it will be auto-selected as the primary resource for the merge. This selection cannot be changed. A notification will inform users that the selected resource has a linked user, and other resources will be merged.
9. Future Enhancements
- Automatic Resource Merging: In upcoming phases, PPM Express resources and those synchronized from external systems will be automatically merged if their emails match exactly. In cases where names differ, the PPM Express resource name will be prioritized.