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Project Directory

Purpose

The Project Directory is the Clarity Transform list of key project contacts. Its on-screen subtitle is: "Maintain key project contacts in one place, grouped by area such as stakeholders, project management, and technical architecture. Use the reporting flag for report outputs and the comms-step checkboxes to pre-select additional recipients for specific workflow notifications."

Each row is one contact. The contacts are also the names offered as a T-Minus runbook Owner and as a runbook task's Assigned To on T-Minus Runbooks, so add a person here before you assign them runbook work.

The Project Directory is a contacts directory: it does not hold project records, and Clarity has no project switcher.

Where to find it

Governance → Project Directory

What you see

Columns

Contact details:

  • Name
  • Grouping Area: the area the contact is grouped under, such as stakeholders, project management or technical architecture.
  • Project Role
  • Region
  • Email
  • Mobile
  • Notes

The reporting flag:

  • Include In Reporting: marks the contact for report outputs.

The comms-step checkboxes, which pre-select the contact as an additional recipient for a specific workflow notification:

  • Include In Migration Approval Request
  • Include In Migration Approval Confirmed
  • Include In Approved Migration Plan
  • Include In Application Smoke Test
  • Include In Device Smoke Test
  • Include In Sequence Smoke Test
  • Include In Runbook Task Notification
  • Include In Interview Invite
  • Include In Interview Meeting Request
  • Include In Event Update: puts the contact in the Event Update group, which gets the Go/No-Go decision emails and the updates sent with Send Update on the Event Command Center.
  • Include In Event Closure

Teams:

  • Teams Notifications Enabled

Fields

The create form (Create new entry) has these fields, in this order. The edit form (Edit entry) has the same fields, filled in. No field is marked as required, and every checkbox starts unticked.

  • Name
  • Grouping Area: help "e.g. Stakeholders, Project Management, Technical Architecture."
  • Project Role
  • Region
  • Email
  • Mobile
  • Include In Reporting: a checkbox. Help: "Include this contact in report outputs."
  • Include In Migration Approval Request: help "Also notify this contact when a Migration Approval Request is sent."
  • Include In Migration Approval Confirmed: help "Also notify this contact when a Migration Approval is confirmed."
  • Include In Approved Migration Plan: help "Also notify this contact when an Approved Migration Plan is sent."
  • Include In Application Smoke Test: help "Also notify this contact for Application Smoke Test comms."
  • Include In Device Smoke Test: help "Also notify this contact for Device Smoke Test comms."
  • Include In Sequence Smoke Test: help "Also notify this contact for Sequence Smoke Test comms."
  • Include In Runbook Task Notification: help "Also notify this contact for runbook task completion notifications."
  • Include In Interview Invite: help "Also notify this contact for Interview Request comms."
  • Include In Interview Meeting Request: help "Also notify this contact when an interview recipient requests a meeting."
  • Include In Event Update: a checkbox.
  • Include In Event Closure: a checkbox.
  • Teams Notifications Enabled: help "When checked, this contact also receives Microsoft Teams activity notifications (in addition to email) for the comms steps ticked above. Leave unchecked to keep Teams chats targeted to a smaller group than the email distribution list."
  • Notes

The form footer has Cancel and Save.

Actions

The screen uses the standard grid toolbar. The icons, by tooltip:

  • Create New: adds a contact.
  • Edit
  • Remove selected
  • Clear selection
  • Reload table data
  • Enable spreadsheet editing: the in-grid editing mode.
  • Export CSV
  • Import CSV

Each row has a View Details row action (the eye icon).

The grid has a Search: box, a page-size selector and a filter row under the column headings. The grid remembers its Search: text, column filters, sort order and page size between visits. If the grid shows fewer rows than you expect, clear the Search: box and the filter row.

How to

Add a contact

  1. Go to Governance → Project Directory.
  2. Select the Create New icon in the grid toolbar. The Create new entry form opens.
  3. Enter the contact's Name, Grouping Area, Project Role, Region, Email and Mobile.
  4. Tick Include In Reporting and any notification checkboxes the contact should get.
  5. Select Save.

Add a contact as a recipient for a workflow notification

  1. Go to Governance → Project Directory.
  2. Select the contact's row, then select the Edit icon. The Edit entry form opens.
  3. Tick the checkbox for the notification, for example Include In Migration Approval Request.
  4. To send the contact Teams notifications as well as email for the ticked steps, tick Teams Notifications Enabled.
  5. Select Save.
  • Business Engagement and Approvals: the approval route that sends the Migration Approval Request, Migration Approval Confirmed and Approved Migration Plan emails.
  • Communications: the SMTP profiles, Teams Notifications and Email Templates used to send workflow notifications.
  • Go/No-Go: the decisions that are emailed to the Event Update group.
  • T-Minus Runbooks: where runbook owners and task assignees are chosen from these contacts.
  • Overview: all outstanding governance work across RAID, Actions and T-Minus runbook tasks.