TABLE OF CONTENTS

• Asset Sharing Across Projects
  • Overview
  • How Asset Sharing Works
    • Dropdown Lists
  • App Rationalisation with Cross-Project Sharing
    • Global and Local Rationalisation
      • Global (G)
      • Local (L)
    • Example Project Structure
    • Rationalisation Behaviour
      • Global Decision
    • Local Decision
    • Behaviour Rules
    • Custom Fields
    • Project Fields
    • Custom Tabs
    • Licensing
  • Setup Steps
    • 1. Set Up a Role Group
    • 2. Add User Accounts to the Role Group
    • 3. Configure Permissions on the Target Project
    • 4. Set Up Asset Sharing
    • 5. Share Assets
      • Specific Assets
      • All Assets
  • Field Reference
• Further Support

Asset Sharing Across Projects

Overview

This guide outlines the steps required to share assets (e.g., User Migrations) from one project to another in ManagementStudio. The same principles apply to other asset types, such as Applications or Devices.

Note: For additional guidance on multi-project best practices, refer to the Multi-Project: Best Practice article.

How Asset Sharing Works

ManagementStudio enables asset sharing between projects, allowing multiple projects to access common or distinct sets of assets (such as User Migrations). For instance, if Project 1 contains 5,000 User Migrations, some or all of these assets can be shared with other projects.

When an asset is shared from Project 1 to Project 2, the asset is visible in both projects. "Common fields" (e.g., domain, username) will display the same values across all projects; changes to these fields in one project are reflected in all projects where the asset is shared.

"Per project" fields, however, can differ between projects. For example:

• The asset can be at different workflow process steps in each project.
• Priority, migration dates, and statuses can differ by project.
• See the Field Reference section for a full list of per-project fields.

In Administration → [Module] → Details Config, common fields are indicated by a tick in the MP (Multi-Project) column.

Dropdown Lists

• Built-in and custom dropdown lists across all modules are only editable in the initial project.
• In child projects, these fields are read-only.

Built-in dropdown lists for Applications

Custom dropdown lists for Applications

Package Type dropdown in initial project. 

Package Type dropdown in child project. Note the dropdown is not available.

App Rationalisation with Cross-Project Sharing

When Apps are shared between Projects, rationalisation behaviour depends on where the decision is made.

It is recommended to use Share All when sharing Apps between Projects.  

When using Share Specific, rationalised Apps must be managed manually.

Global and Local Rationalisation

Rationalisation decisions are applied as either Global or Local, depending on the Project context.

Global (G)

• Created in a source Project (a Project that shares Apps to other Projects)
• Applied to all receiving Projects
• Defines the default rationalisation outcome for shared Apps

Local (L)

• Created in a receiving Project (a Project that consumes shared Apps)
• Applied only within that Project
• Does not affect other Projects, including downstream Projects

Example Project Structure

(G) Apps List

  → (L) Win10 Migration

  → (L) Win11 Migration

       → (L) Win11 Pilot

(G) Server 2026 Migration

Rationalisation Behaviour

Global Decision

If a rationalisation is created in a source Project:

• In Apps List:  
• Adobe Reader v11 → v12

This decision is applied to:

• Win10 Migration  
• Win11 Migration  
• Win11 Pilot

All receiving Projects inherit the rationalisation.

Local Decision

If a rationalisation is created in a receiving Project:

• In **Win11 Migration**:  
• Adobe Reader v12 → v13

This decision:

• Applies only to **Win11 Migration**
• Is not applied to **Win11 Pilot**
• Does not modify the Global rationalisation

Behaviour Rules

• Projects that **share Apps and do not receive shared Apps** create **Global** rationalisation decisions
• Projects that **receive shared Apps** create **Local** rationalisation decisions, even if they also share Apps further downstream

Key Principle

Rationalisation decisions apply only to:

- The Project in which they are created, or

- Downstream Projects, if created in a source Project

Custom Fields

Custom Fields are common across Projects (i.e. they are Multi-Project) 

• Custom Fields (CustomFlagX, CustomPropertyX, CustomListX, etc.) are common across shared assets and should not be visible in child projects.
• If you require custom fields in a multi-project setup, use Project Fields instead.

Project Fields

Project Fields exist per Project (i.e. they are not Multi-Project)

• Project Fields (ProjectFlagX, ProjectPropertyX, ProjectListX, etc.) exist independently in each project, allowing for project-specific data.

Custom Tabs

• Custom tabs are stored separately in each project.

Licensing

• Only one licence ticket is required per asset, regardless of how many projects it is shared to.
• The maximum number of allowed projects is defined by your licence. Contact your representative to add more projects to your licence if needed.

Setup Steps

1. Set Up a Role Group

Ensure at least two projects are set up. For project creation steps, see the Create a new project article.

• Open the first project.
• Navigate to Administration → Role Groups → Click here to add new item.
• Name the group (e.g., Asset Sharing Admin).
• Click Edit Rules.
• At the bottom of the permissions list, enable the following options:

• Cross Project Permissions
  • Configuration
  • Share Asset
  • Remove Asset
• Click Finished → Save Changes → Save.

Note: Multiple role groups with custom cross-project permissions can be created as needed.

2. Add User Accounts to the Role Group

• Go to Administration → User Accounts.
• Select the user(s), right-click, and choose Add Roles → [New Role] → Add Roles.
• Include the API Connectors account in the new role group.

• Restart the ManagementStudio client.
• Go to Administration and confirm that the Cross Project Settings button is visible.

3. Configure Permissions on the Target Project

• Repeat steps 1 and 2 for each project that will participate in asset sharing.

4. Set Up Asset Sharing

• Navigate to Administration → Cross Project Settings.
• Configure the following options:

• Click Save Changes.
• Click Sync Assets Now.

5. Share Assets

Specific Assets

If How to Share is set to Specific To or Specific To & Back, only selected assets will be shared.

Steps:

• Navigate to the relevant module (e.g., User Migrations → All User Migrations).
• Select the assets to share.
• Right-click and select Cross Project Sharing → Share to Project → [Target Project].

• Click Share.

All Assets

If How to Share is set to All To or All To & Back, all assets in the specified module are shared automatically—no further action is required.

Field Reference

The following table outlines which fields are common across projects (values always the same) and which are per project (values can differ).

Common Fields

Per Project Fields (apply to all modules):

• All Project Fields
• Process
• Subprocess
• ProcessStatus
• EnteredProcessOn
• DeployUnit
• DeployUnitSlotStart
• SelfScheduleLocked
• AssignedToId
• DelegateTo1Id
• DelegateTo2Id
• PreventNewLinks
• IsArchived
• IsDeleted
• IsLocked

Further Support

For additional support, visit the ManagementStudio Service Desk to search the knowledge base or raise a support ticket.