Duplicating Existing Items via Request Forms
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Availability: Legacy Business, Legacy Enterprise.; Unavailability: Legacy Free, Legacy Professional.; |
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Availability: Business, Enterprise, Pinnacle. ; Unavailability: Free, Team; |
Space admins can manage request forms in their spaces. Account admins and owners can manage account-level request forms. On Enterprise accounts, this right can be revoked from account admins.
You can create a request form, which duplicates an existing project or task or creates a duplicate from a blueprint.
When you set a request form to duplicate a project, task, or blueprint:
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A duplicate of the selected project, task, or blueprint is created in the workspace each time someone uses the form to submit a request.
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Tasks in the new project or subtasks of the new task created upon form submission have the same assignees, descriptions, and attachments as the original tasks/subtasks.
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When you create a project from a template through a request form, the project progress settings are preserved, date and field rollup settings, and the statuses of any subitems.
However, statuses are only preserved if creating from a blueprint is the main action in the request form. If your request form is set up to create a new task from scratch as the main action, status preservation will not apply to any items created through additional or conditional actions in the form (such as conditional subtasks).
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Navigate to the request form builder of the relevant form.
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In the left-hand panel under Response settings 1, select Create task from... 2 or Create project from... 3.
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A pop-up appears where you can:
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Select one of the tabs at the top to choose Task/Project type (creates from a custom item type), Blueprints, or Existing tasks/projects.
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Find the relevant item and click on it.
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Note
If you choose to reschedule duplicated items, then the request form must contain a question that's mapped with a corresponding start or end date.
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When duplicating an item via a request form, it can also be rescheduled. Under Reschedule around option in the left-hand panel, you can select:
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Don't reschedule: Make the task dates identical to the scheduled dates in the original project, task, or blueprint.
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Align with task/first task's start date: The duplicated task/project will keep the same duration but will start on the date selected in the corresponding question. All the subitems will be rescheduled accordingly.
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Align with task/first task's end date: The duplicated task/project will keep the same duration but its due date will be set to the one selected in the corresponding question. All the subitems will be rescheduled accordingly.
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A single request form submission can create up to 250 work items (tasks, subtasks, subfolders, subprojects, and custom item types). This cap is enforced by the API duplication mechanism, and applies to both blueprints and work item templates.
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If the form duplicates a template, all items contained in that template count toward the 250-item limit.
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Example: Request form is set to create a project from an existing template with 300 work items. On submission, an empty project gets created because its contents would exceed the cap. The project will have an automatic comment, explaining the issue.
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If the form adds conditional tasks or projects, any subtasks, subfolders, or subprojects under those items also count toward 250-item limit.
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Example: Request form creates a new task. One of the questions adds 5 tasks as conditional subtasks, and each of those tasks has 50 subtasks. That totals 256 items (1 parent task + 5 conditional parent tasks + 250 subtasks), which exceeds the cap. On submission, only 4 conditional subtasks are created with their nested subtasks; the 5th conditional subtask will be created without its subtasks because they exceed the 250-item limit. The parent task will have an automatic comment, explaining the issue.
You can set a prefix for tasks and projects duplicated via a request. The prefix will be applied to all associated subfolders, subprojects, tasks, and subtasks upon submission.
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Locate the Add prefix option in the left-hand panel of the request form builder 1.
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Click Select a question and choose one of the questions from the request form 2.
When someone submits the form, the answer they provide to the question designated for setting the prefix is added to the title of the newly created task, or if it’s a project — to the titles of all items within it.
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Request submitters must answer the question for a prefix to be added.