How to set up additional fields mapping between PPM Express and Planner Premium

PPM Express allows synchronizing additional data between PPM Express and Planner Premium.

Note: All information in this article also applies to both Project for the web and Planner Planner Premium environments.

Mapping is available for the Project fields and for the Task fields.

Project Fields Mapping

Mapping of the Project-level fields is now configured per connection. When the mapping is configured for one Project, it will be applied to all newly imported and linked Projects. There is no default Project Field Mapping, but it can be configured as needed.

To set up Project fields mapping, perform the following:

1. Navigate to Configure Connections menu of the linked/imported Project.

2. Next to the Project name, select the Configure Mapping option.

3. On the configure Connection window, select the Project Fields Mapping tab.

Use the Add Mapping Fields button to add more fields.

Click Save when all fields are mapped as needed.

Also, it is possible to set up the transformation rules to map the field values. For this, click the gear button next to the required field and add transformation rules. Click Ok, then Save Mapping.

Project Stage mapping setup

PPM Express allows updating the Project Stage field automatically during synchronization with the Planner Premium system.

This mapping is available under the Planner Premium field for Project Stage mapping.

You can select any out-of-the-box or custom field from Planner Premium to map to the Project Stage field in PPM Express.

The stage will be synced from the Planner Premium only if a matching stage name exists in the Process. If multiple matches are found, the first match in the Process will be used.

To sync stages with different names, use transformation rules to map values between Planner Premium and PPM Express Process stages.

If the Process contains stages that require approval, these approvals will be skipped during sync.

You can still move between stages manually in the Process section, but if the Project Stage field is mapped, it will be overwritten during the next sync.

The stage will be updated based on the mapping regardless of the PPM Express Process flow.

Moving backward will reset later stages to Not Started.
Moving forward will mark skipped stages as Complete.

Important: Canceled or Suspended Stages:

If the project enters a stage in the Canceled or Suspended phase, sync will be paused.
The project manager will receive an email notification.
Scheduled syncs will be skipped, but manual sync will remain available.
To resume: Move the project out of the Canceled/Suspended stage in Planner Premium and trigger a manual sync in PPM Express, or change the Project Stage manually in the Process section. This will allow syncing to resume on the next scheduled run.

Compatible Project Fields

The following Project fields from Planner Premium can be mapped and synchronized with compatible PPM Express Project fields displayed in the Details section:

Planner Premium Field	PPM Express Field	PPM Express Field Type	Notes
Name	Project Name Description Client Name Tags Text custom field (single and multiline) Select custom field	Text, Select	Mapping with the Select type field works with Transformation Rules, or if source and target values fully match
Project Manager	Manager User custom field	User	The corresponding User should already be added in PPM Express People Management to be assigned
Owner, Owning User	Manager User custom field	User	Synchronized if ‘Owner’ value is a user, not synchronized if the Owner is a Team/O365 group
Owning Team, Owning Business Unit	Description Client Name Tags Text custom field (single and multiline)	Text
Start Date (Estimated Start Date)	Start Date Date custom field	Date	Existing project Start and Finish Date are overwritten in the PPM Express project during synchronization
Earliest Start Date	Start Date Date custom field	Date	Earliest Start Date may differ from project Start Date – Start Date is set in the Project Details, Earliest Start Date is defined by the earliest Task Start Date
Finish Date	Finish Date Date custom field	Date
Duration (Days)	Integer custom field (Days format) Decimal custom field Text custom field	Integer, Decimal, Text
% Complete	Integer custom field (Days format) Decimal custom field Text custom field Slider custom field (with 0-100 range)	Integer, Decimal, Text, Slider
Description	Description Client Name Status Description Tags Text custom field (single and multiline)	Text
Business Case	Description Client Name Status Description Tags Text custom field (single and multiline) Select custom field	Text, Select	Mapping with the Select type field works with Transformation Rules, or if source and target values fully match
Effort (Hours), Effort Completed (Hours), Effort Remaining (Hours)	Integer custom field (Duration format) Decimal custom field Text custom field	Integer, Decimal, Text
Program (Lookup)	Select custom field Tags Text custom field	Select, Text	Mapping with the PPM Express Program field is not compatible as it is not allowed to change a Program for the Project during synchronization
Created on, Modified on	Start Date Finish Date Date custom field	Date
Created By, Modified By	Manager User custom field	User	The corresponding User should already be added in PPM Express People Management to be assigned
Project Status, Status Reason	Project Status Select custom field Text custom field	Select, Text	Mapping with the PPM Express ‘Project Status’ field works properly with Transformation rules. Also, Project Status auto calculation should be disabled in the PPM Express project
Currency	Description Text custom field Select custom field	Select, Text
Work hour template (Calendar)	Text custom field Select custom field Tags	Select, Text
Value Statement	Description Text custom field	Text

Also, project fields added to Planner Premium with the Project Accelerator can be mapped with the compatible PPM Express fields.

Planner Premium Project-level custom fields (created via Power Apps) that can be mapped and synchronized to Project Details:

Planner Premium Field Type	PPM Express Field	PPM Express Field Type
Text - Single line (Plain Text, Text area, Rich Text)	Description Text custom field (single and multiline) Tags Select custom field	Text, Select
Text – Email, Text – Phone number	Description Text custom field (single and multiline) Tags Hyperlink custom field	Text, Hyperlink
Text – URL	Hyperlink Description Text custom field (single and multiline)	Text, Hyperlink
Text – Multiline (Plain Text, Rich Text)	Description Text custom field (single and multiline) Tags	Text
Whole Number	Integer custom field Decimal custom field Text custom field Project number Budget, etc.	Integer, Decimal, Text
Number Decimal	Integer custom field Decimal custom field Text custom field Project number Budget, etc.	Integer, Decimal, Text
Float Number	Integer custom field Decimal custom field Text custom field Project number Budget, etc.	Integer, Decimal, Text
Number – Language Code, Number – Time Zone (code)	Integer custom field Decimal custom field Text custom field	Integer, Decimal, Text
Number Duration	Integer custom field Decimal custom field Text custom field Project number, etc.	Integer, Decimal, Text
Date and time, Date	Start Date Finish Date Date custom field	Date
Lookup with related table	Field mapping depends on the data type of the related table in the Lookup. Ex. If the related Lookup table contains users, the field is compatible with User field in PPM Express	Any
Choice Single Select	Progress Select custom field (single, multi select) Tags Text custom field Impact custom field	Select, Text, Impact
Choice Multi Select	Select custom field (single, multi select) Tags Text custom field	Select, Text
Choice Yes/No	Flag	Flag
Currency, Currency Base, Exchange Rate	Budget Decimal custom field Text custom field	Decimal, Text
Autonumber (String prefixed, Date prefixed, Custom prefix)	ID Description Tags Text custom field	Text

Task Fields Mapping

Apart from the default tasks field mapping, users can configure the custom mapping.

To set up task fields mapping, perform the following:

1. Navigate to Configure Connections menu of the linked/imported Project.

2. Next to the Project name, select the Configure Mapping option.

3. On the Configure Connection window, select the Task Fields Mapping tab.

Use the Add Mapping Fields button to add more fields.

Click Save when all fields are mapped as needed.

Also, it is possible to set up the transformation rules to map the field values. For this, click on the gear button next to the required field and add transformation rules. Click Ok, then Save Mapping.

Default Task Fields Mapping

P4W column/fieldPPMX FieldPPMX TypeProject Task NameTitleTextNotes - Plain text DescriptionText% CompleteProgress, %SliderStartStart DateDateFinishDue DateDateDurationDurationIntegerEffortEffortDecimalEffort Completed Completed workDecimalEffort RemainingRemaining workDecimalDuration (with Transformation rule 0 -> 'Yes')Is MilestoneFlagOutline levelWBSTextTypeTypeSelectAssigned toAssigned to ResourceTagsLabelsTextPriorityPriorityInteger

Planner Premium column/field	PPM Express Field	PPM Express Type
Project Task Name	Title	Text
Notes - Plain text	Description	Text
% Complete	Progress, %	Slider
Start	Start Date	Date
Finish	Due Date	Date
Duration	Duration	Integer
Effort	Effort	Decimal
Effort Completed	Completed work	Decimal
Effort Remaining	Remaining work	Decimal
Duration (with Transformation rule 0 -> 'Yes')	Is Milestone	Flag
Outline level	WBS	Text
Type	Type	Select
Assigned to	Assigned to	Resource
Labels	Tags	Text
Priority	Priority	Integer

Compatible Task Fields

The fields available for tasks field mapping:

Planner Premium Field	PPM Express Field	PPM Express Field Type	Notes
Created On, Modified On	Start, Due Date Date custom field	Date
Created By, Modified By	User custom field	User	The corresponding User should already be added in PPM Express People Management to be assigned
Critical, Manually Scheduled	Is Milestone Flag custom field	Flag
Display Sequence	Decimal, Integer custom field	Decimal
Due Date	Due Date Date custom field	Date
Notes	Description Text custom field	Text	Raw text with HTML tags arrives
Owner, Owning User	User custom field	User	Synchronized if ‘Owner’ value is a user, not synchronized if the Owner is a Team/O365 group
Owner Business Unit	Description Tags Custom text field	Text	Shows the organization ID
Owning Team	Description Tags Custom text field	Text	Shows the name of the O365 Group the Project is added to
Parent Task	Parent Description Tags Custom text field	Text	Shows Task ID of the parent task
Project	Description Tags Custom text field	Text	Shows Project name
Project Bucket	Description Tags Custom text field	Text	Shows Bucket name
Planner Premium Modified By, Planner Premium CreatedBy	User custom field	User	The corresponding User should already be added in PPM Express People Management to be assigned
Project Sprint	Iteration Text custom field Select custom field	Text, Select
Project Task Status, Status Reason	State Project Stage Text or Select custom field	Text, Select
Start Date	Start Date Date custom field	Date
Summary Task	Is Milestone Flag custom field	Flag
Time Zone rule version number, UTC Conversion time zone code, Version number	Text custom field Integer custom field	Text, Integer
Traversed path	Description Tags Custom text field	Text

Task Custom Fields Mapping

Planner Premium task-level custom fields (created via Power Apps) that are available for mapping:

Planner Premium Field Type	PPM Express Field	PPM Express Field Type
Text - Single line (Plain Text, Text area, Rich Text)	Description Area Path Iteration Parent, Parent Name Text custom field (single and multiline) Tags Select custom field	Text, Select
Text – Email, Text – Phone number	Description Text custom field (single and multiline) Tags Hyperlink custom field	Text, Select Hyperlink
Text – URL	Hyperlink Description Text custom field (single and multiline)	Text, Hyperlink
Text – Multiline (Plain Text, Rich Text)	Description Text custom field (single and multiline) Tags	Text
Whole Number, Number Decimal, Float Number	Integer custom field Decimal custom field Text custom field Story Points Area Path, etc.	Integer, Decimal, Text
Number – Language Code, Number – Time Zone (code)	Integer custom field Decimal custom field Text custom field	Integer, Decimal, Text
Number Duration	Integer custom field Decimal custom field Text custom field Duration, Effort, etc.	Integer, Decimal, Text
Date and time, Date	Start Date, Due Date Date custom field	Date
Lookup with related table	Field mapping depends on the data type of the related table in the Lookup. Ex. If the related Lookup table contains users, the field is compatible with User field in PPM Express	Any
Choice Single Select	Priority State Project Stage, etc. Select custom field (single, multi select) Tags Text custom field Impact custom field	Select, Text, Impact
Choice Multi Select	Description, etc. Select custom field (single, multi select) Tags Text custom field	Select, Text
Choice Yes/No	Is Milestone Flag custom field	Flag
Currency, Currency Base, Exchange Rate	Story Points Decimal custom field Text custom field	Decimal, Text
Autonumber (String prefixed, Date prefixed, Custom prefix)	Description Tags Text custom field	Text

Planner Premium task custom fields (that are not created via Power Apps) are available for the mapping and synchronization if the Tasks custom fields Token is provided for the connection.

The following custom fields are compatible:

Planner Premium Custom Field type	PPM Express Field	Notes
Text field	Description Default Text fields: Area Path, Iteration, Parent, Parent Name Text custom field (single and multiline) Tags Select custom field (single and multi-select) Hyperlink custom field Priority, Impact custom field	The mapping with PPM Express Select type fields works with or without the Transformation rules. The mapping with Priority and Impact custom fields works if values are the same in the mapped fields, or with the set Transformation rules
Date field	Start Date Due Date Date custom field
Number field (with or without Rollup)	Integer custom field Decimal custom field Default Decimal fields: Effort, Completed Work, Remaining Work, Story Points Slider custom field Progress % Text custom and default fields Select custom field Impact custom field	For Slider and Progress % fields – values are set to the field in PPM Express if it is within the possible field range (ex. 1-100). The mapping with Impact type fields works with the Transformation rules (ex. 1 -> Strong)
Yes/No field	Flag custom field Is Milestone
Choice field	Select custom field (single and multi-select) Text custom and default fields Tags Status Project Stage Priority, Impact custom field Slider custom field, Progress %	The mapping with PPM Express Select type fields works with or without the Transformation rules. The mapping with PPM Express Project Stage, Status, Impact, Priority fields works without the Transformation rules if values are the same in the mapped fields, or with the set Transformation rules. For Status field – the Task Status auto calculation should be turned off. The mapping with Slider custom fields and Progress % field works only with the Transformation rules.

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