Blueprint set up

Setting up a blueprint effectively ensures scalability, governance, and efficient project management within Control Center.

Naming conventions for provisioned projects

Naming conventions ensure consistency and prevent errors during project provisioning.

Best practices

  • Select up to three profile data points for naming items 

Keep in mind names have a limit of 50 characters.

  • Keep the template name under the maximum limit of 50 characters.
  • Use Exclude blueprint folder name or the prefix options when naming the toolkit folder or workspace.
  • Use suffix options when naming the template items to ensure the name isn’t cut off.
  • Update the blueprint configuration if the profile data's name has changed and if you used it as part of the naming convention.
  • Consider the impact of naming conventions on navigation and sorting. For example, using symbols as a prefix. Smartsheet sorts the items by symbols first and then letters.

Limitations

  • Control Center can’t update the naming convention of provisioned projects.
  • Renaming items in Smartsheet doesn’t update references to those objects in Control Center.
  • Updates to profile data fields used in naming result in blank naming tags if you remove the data point.
  • Portfolio WorkApps doesn’t display prefix or suffix data in navigation menus or breadcrumbs.
  • You can’t automatically update item names after provisioning using global updates.

Renaming provisioned objects in Smartsheet doesn’t affect Control Center functionality.

Primary Leads, Additional Leads, and program users

When to add Additional Leads

  • To maintain flexibility and ensure effective management of the blueprint.
  • Add multiple users as Additional Leads to allow someone other than the Primary Lead to perform blueprint maintenance, global updates, and other administrative tasks.
    • You can assign a maximum of five Additional Leads, which must be individual email addresses (not groups).
    • Additional Leads require access to the template folder, intake sheet, and summary sheets.

When to add program users

Adding program users provides a scalable solution that allows those users to create projects without directly accessing the system's settings or items. Using this option gives them broad access while you still maintain governance.

Add program users:

  • When the program supports a broad audience that needs to self-serve project creation.
  • If more than five users leverage the program (Additional Leads are limited to 5).
  • For group-based access to the program.

Program users may not be necessary if project creation is centralized or limited to a small group (fewer than 10 users).