Considerations When Moving a Workspace to a Different Workspace

When moving the selected workspace to a target workspace, some data items will be moved to the target workspace, will be moved and renamed if the same ID already exists, or will be automatically removed from the selected workspace. The following details what to expect when moving a workspace to another workspace, how data is handled in a move, security and permission information, and what circumstances will block a move from succeeding.

Important to Know When Moving a Workspace

• The option to move a workspace is only available to users who have the Move Workspace permission assigned to them at both the selected and target workspaces.
• When choosing a target workspace, users will only see the workspaces they have access to in the target workspace list, which will not contain the selected workspace, its parent, children, or siblings where applicable.
• All child workspaces are moved with the selected workspace.
• Cost data in the selected workspace is recalculated based on the currency and exchange rate of the target workspace.
• While the workspace move is in progress, no actions may be performed on the workspace until the move is complete.
• The move workspace action cannot be undone.
• Moving a workspace can take some time depending upon the workspace contents and how much data it contains.

How Data is Handled When Moving the Selected Workspace to the Target Workspace

• Data Created at the Selected Workspace Level
  • All data owned by the selected workspace or its children is moved with it to the target workspace.
• Inherited Shared Data
  • Inherited shared data is data that the workspace or its children does not own but has been inherited in the hierarchy.
  • An automatic assessment of the selected workspace and its children will run to determine whether this data is utilized within the hierarchy (for example, if is associated with any projects, activities, etc.).
    • If the inherited data is currently in use anywhere within the hierarchy, it will be promoted to the common parent of the selected and target workspaces.
    • If the inherited data is not currently in use, it will be removed from the selected workspace and its hierarchy. It is not removed from its owning workspace or deleted from the system.
    • Inherited data that is removed will not appear in the removed section of the Move Workspace Log, with the exception of User Access and User Groups.
• Object Name Conflicts
  • All affected objects that have naming conflicts, for example two codes with the same name in both the selected and target workspace, undergo a renaming process before moving with the selected workspace or being promoted to a common parent.
  • The renaming process will add an underscore and the timestamp of the move, "_YYMMDDHHMMSSmm", to the object name.
  • Cost category renaming will not go as usual, but will attach a randomly generated 4 digit number to ensure uniqueness.
• Special Cases
  • Cost data
    • Cost data in the selected workspace is recalculated based on the currency and exchange rate of the target workspace.
    • Cost category renaming will not go as usual, but will attach a randomly generated 4 digit number to ensure uniqueness.
  • Dashboards
    • Inherited Workspace level dashboards will not be promoted to the common parent, even when in use.
    • Inherited Project, Program, and Portfolio level dashboards assigned to individual entities will be promoted to the common parent.
  • Folder Templates
    • Folder Templates are not treated as shared data and will be removed even if in use.
  • Forms, Workflows, and Mapping
    • If the selected workspace owns a workflow configuration that uses a design, form, or configuration inherited from its parent, the design, form, or configuration will be promoted to the common parent of the selected and target workspaces. This is the only case where inherited forms will be promoted.
    • If the selected workspace has an inherited workflow configuration that is not in use in any workflow the selected workspace owns but is triggered when an instance is run (even once), that workflow will be promoted to the common parent of the selected and target workspaces.
    • If the selected workspace is using an inherited form or workflow for mapping, that form or workflow will be removed and the mapping in the target workspace will be inherited. If there is no mapping in the target workspace, mapping in the selected workspace is set as default.
  • Locations
    • Inherited locations will be promoted to the common parent even when not associated with or used in any objects in the selected workspace.
  • Object Sharing Method
    • The object sharing method (automatic or manual) will remain as they were previously defined in the selected workspace.
  • Removed Data
    • Objects that are inherited and not in use will be removed but will not appear in the removed section of the Move Workspace Log, except for User Access and User groups. See Security and Permissions section for more details.
  • Reports
    • Inherited workspace reports will not be promoted to the common parent.
  • Risk Data
    • Inherited Risk Matrices and Risk Threshold Templates are not treated as shared data and will be removed even if in use.
  • Users
    • Inherited users will not be promoted to the common parent.

Security and Permissions

• Administrators inherently have the Move Workspace permission for all workspaces, and can grant this permission to users.
• Users must have the Move Workspace permission for both the selected and target workspaces to move a workspace.
• User Access (individuals) or User Groups (groups) with inherited access to the selected workspace will be removed.
• User Access or User Groups assigned direct access to the selected workspace will retain their access to that workspace and to its descendants.
• User Access or User Groups may appear in the Move Workspace Log more than once if they were removed from multiple workspaces in the hierarchy of the selected workspace.

Circumstances That Prevent a Workspace Move

The following scenarios will prevent the Move Workspace action or cause it to fail

Scenario	Outcome	Resolution
The user does not have the Move Workspace permission for the selected and target workspace.	If the user does not have the Move Workspace permission for the selected workspace, the Move Workspace option will not be available. If the user has Move Workspace permission for the selected workspace but not the target workspace, the Move button will be disabled in Move Workspace Dialog.	The user must have the Move Workspace permission for both the selected and target workspaces.
The number of unique workspace currencies in the selected and target workspaces combined exceeds the maximum of three workspace currencies.	Move Workspace will fail.	This needs to be rectified prior to the Move Workspace action.
The selected workspace has inherited funds.	Move Workspace will fail.	The inherited fund must be removed from the selected workspace prior to the Move Workspace action.
The selected workspace has inherited CBS.	Move Workspace will fail.	The inherited CBS must be removed from the selected workspace prior to the Move Workspace action.
The selected workspace has an inherited evaluation matrix with a different ID from the evaluation matrix in the target workspace.	Move Workspace will fail.	The inherited evaluation matrix must be removed from the selected workspace prior to the Move Workspace action.
The selected workspace has a workflow that contains an inherited User Group that does not exist in the target workspace.	Move Workspace will fail.	The inherited user group must be present at the target workspace prior to the Move Workspace action.
The selected workspace or any of its children has a Workflow that is in progress.	Move Workspace will fail.	Wait for any workflows in progress to complete or cancel the workflows in progress.
The selected workspace or any of its children contains projects that are in the process of being moved	Move Workspace will fail.	Wait for project move to finish.
The selected workspace, the target workspace, or a child of either is already in the process of being moved by another user.	Move Workspace will fail.	Refresh the Workspaces page to reflect the latest workspace hierarchy data.
The selected workspace, the target workspace, or a child of either is in the process of adding or deleting workspace.	Move Workspace will fail.	Refresh the Workspaces page to reflect the latest workspace hierarchy data.

When the selected workspace is successfully moved to the target workspace, or if the move workspace action fails, a Move Workspace Log is created. Only the selected workspace data is displayed in the Move Workspace Log. Data moved with any of the selected workspace’s children is not displayed. For more information, see Move Workspace Log.