Egnyte's native Deltek Vantagepoint integration automatically creates an Egnyte Project when a project or opportunity in the Vantagepoint account meets a predefined set of criteria. The integration constantly monitors the Vantagepoint account for these changes.
- Customers must be paying Deltek Vantagepoint and Egnyte customers.
- This integration is currently only supported on the cloud version of Vantagepoint; however support for the on-prem version may be available in the future.
- This feature is available to users with Project Hub or those on AEC Plans (AEC Essentials, AEC Elite, and AEC Ultimate). Please contact the Egnyte account manager or Egnyte Sales team for more information.
Configuration
To configure the integration on the Egnyte domain, navigate Egnyte Apps & Integrations -> find the Deltek Vantagepoint Cloud tile and select the Enable Integration option upon hovering over the tile.
This will open a modal where an admin can select Start configuration to begin the process of configuring the integration.
The native Deltek Vantagepoint integration relies on customer keys. Admins will be asked to provide their Client Id and Client Secret, in addition to the Base URL for their Vantagepoint instance as well as the Database Name.
Users can find this information by signing into their Deltek instance and selecting Utilities > Integrations > Integrations Manager > New Integration.
This will open a new page where the Client Id, Client Secret, and Database Name are auto populated.
Select the Allow Password Grant Type option and then Save in Deltek Vantagepoint.
The Client Id, Client Secret, and Database Name should be copied into the Egnyte modal.
The Base URL is derived from the web address used to log in to Deltek Vantagepoint. To find it:
- Open the browser and navigate to the Deltek Vantagepoint login page.
- Look at the URL in the browser's address bar. It will look something like this:
https://abc.deltekfirst.com/ABC/app/#!Projects/view/project/overview/~/create - Identify the portion of the URL up to and including the first path segment after the domain. In the example above, that would be https://abc.deltekfirst.com/ABC.
- Append “/api” to the end of that portion. Using the example above, the base URL would be: https://abc.deltekfirst.com/ABC/api
The URL will contain values specific to the organization. The references as abc and ABC in the example above will differ for actual instance. Do NOT copy the example URL directly; use the URL from the browser.
Now that all values are populated in the Egnyte modal, select Save credentials to continue.
Egnyte will then ask the admin to allow access to the Egnyte Account. Select Allow Access to continue.
After successfully granting access, the last step required for authentication is to sign in with the Deltek admin credentials. After providing the Email/Username and Password, select Sign In.
Admins will see a 5-step wizard where they can customize the sync criteria for this integration.
Project Creation Trigger
The first step is to select a Project creation trigger. The Project creation trigger is the criteria that when met in Vantagepoint, will trigger the creation of a Project on Egnyte.
The following options are available to create a new project in Egnyte when:
- A new project is created in the Deltek account - As soon as a new project or opportunity is created in Vantagepoint, the corresponding Project will be created in Egnyte
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A specific step is reached in the Deltek project - Admins can define criteria that needs to be met before a Project is created in Egnyte including:
- Stage - the current lifecycle phase of a project within the business development pipeline
- Status - the project status (Active, Inactive or Dormant)
- Custom Property - Any project metadata field that exists in the Vantagepoint instance, except for Numeric, Date/Time, Currency, and Memo field types.
After selecting the Project creation trigger, select Next to continue.
If more than one value is selected as a Project creation trigger, the Project will be created in Egnyte only when all values are TRUE.
Project Template Mapping
The native Deltek Vantagepoint integration leverages Egnyte Project Templates to create a standardized folder structure and assign permissions to the Project. The same Project template can be used for all projects, or the Project templates can be mapped to Projects of different types based on the organization’s needs.
The following options are available to when selecting the Egnyte Project Template mapping:
- Create empty Project. No template - Only the root Project folder will be created. No subfolders will be created and permissions will be inherited from the parent folder.
- Always use the same Project template - All projects, regardless of type, will use the same Project template. Admins will need to select an existing Project template from a dropdown list.
- Create custom mapping for template usage - Admins can specify Projects of a certain type, location, client or some other criteria to use specific Project templates. Admins will first need to select the Deltek property that is to be used and then the corresponding values that will map to a template.
- If a Deltek field used for template mapping is not populated for the respective project, Egnyte will create an empty project folder without a template.
- The options Always use the same Project template and Create custom mapping for template usage will not be available until Project Templates have been created within the domain.
After configuring the Egnyte Project template mapping, select Next to continue.
Naming Convention
Administrators must choose Deltek properties to define the naming convention for the root Project folder in Egnyte. Please note that this step does not impact the Save Location of the Project folder, rather it only dictates the name of the Project in Egnyte itself.
To get started, select Add variable and choose from the available string or dropdown Vantagepoint properties.
If more than one variable is desired, select Add variable again. Each Vantagepoint property will be separated by a hyphen.
These properties can be reordered by dragging and dropping them via the 6-dot icons adjacent to each property.
When a selected field resolves to an empty value for a given project, the empty segment will be trimmed from the result rather than leaving blanks or dangling separators. As a safety measure, if all selected fields resolve to empty, the system falls back to the raw Project Name to guarantee a non-empty folder path.
Once the variables are selected and in the desired order, select Next to continue.
Once the integration is set up, Egnyte will automatically create the Project in Egnyte, leveraging the specific property values selected from the corresponding Deltek Vantagepoint project.
Save Location
Admins can specify where in their Egnyte tenant they want these Projects to be created. Start by choosing the highest-level folder in the domain that will contain all projects. This is done by clicking on the Select a folder field, which will present the admin with a folder picker.
After selecting a folder path, the option to configure Custom mapping will be enabled. Admins can utilize custom mapping to define dynamic Egnyte save locations (within the existing folder path) that are based on a Deltek property.
Select Add variable, and choose the variable(s) from the ensuing dropdown that aligns with the organization’s project structure.
Similar to the Naming Convention step, when a selected field resolves to an empty value for a given project, the empty segment will be trimmed from the result rather than leaving blanks or dangling separators. As a safety measure, if all selected fields resolve to empty, the system falls back to the raw Project Name to guarantee a non-empty folder path.
In the example above, the folder path /Shared/Projects was selected first and then two variables were added to configure Custom mapping: Country and Project Type.
Egnyte's Folder Creation works as follows:
- Existing Path: If the folder path corresponding to the Deltek property values (for example, Country and Project Type) already exists in Egnyte, the new Project folder is created directly at that location.
- New Path Components: If the Deltek property values require folders that do not yet exist in the specified path, Egnyte will first create the necessary missing folders and then create the new Project folder at the complete, determined location.
After either setting up the Custom mapping or choosing to create all Projects within the same folder path, proceed by selecting Next.
Review
With all integration configuration steps finalized, confirm the choices to enable the integration. After reviewing the selected criteria, choose Submit. This action initiates Egnyte's monitoring of Deltek instance, and projects that are newly created or modified and meet the criteria will be automatically created in Egnyte.
Editing the Configuration
After the integration is configured, qualifying Deltek Vantagepoint projects will be automatically generated within Egnyte. Configuration modifications can be made anytime by users from the Egnyte Apps & Integrations page. From this page, find the Deltek Vantagepoint Cloud tile and select the Settings option upon hovering over the tile.
This will open a modal with the option to Edit configuration.
Selecting Edit configuration will open a modal where the admin will be asked to provide Deltek credentials for authentication purposes. Select Save credentials to continue.
Egnyte will then ask the admin to allow access to the Egnyte Account. Select Allow Access to continue.
Once access is successfully granted, users can utilize the tab navigation to select and update the desired section of the integration. After making all necessary modifications, click Save to apply the new configuration.
Managing Existing Connections
From Egnyte Secure & Govern, users can see an overview of all Deltek projects that are actively syncing with Egnyte. First, start by selecting the app switcher, selecting Secure & Govern, and then Settings → Connections → Deltek.
Selecting the More button adjacent to a specific connection will open a menu with a few actions that a user can take on the respective connection: View details, Pause connection, Remove connection and Resume connection.
- View details will open a modal where users can find additional details about their connection such as who configured the sync or when it was created.
- Pause connection will pause the sync and prevent any updates from syncing from Deltek to Egnyte. The connection will remain paused until a user selects the Resume connection option.
- Remove connection will sever the metadata sync and remove the connection from the dashboard. Already created folders will remain unaffected.
- Resume connection will only show on connections that are in Paused status. This will restart the sync and updates made in Deltek will begin syncing to Egnyte.
Additional Considerations
- Customers must be paying Deltek Vantagepoint and Egnyte customers
- Currently the integration is only supported on the cloud version of Deltek Vantagepoint.
- Syncs are restricted on /Inactive folders
- Egnyte checks Deltek Vantagepoint hourly for updates
- Egnyte Collaborate instance must be in a Connected status from Secure & Govern. Click here to learn more.
- Egnyte uses the Last modified date in Deltek Vantagepoint to determine which projects to synchronize that meet the criteria. Projects in Deltek Vantagepoint with a Last modified date after the configuration is set will have updates applied upon syncing. However, updates will not be applied to syncing projects if the Last modified date is before the configuration is set.