Swapping Resources

When Shield Platform Encryption is enabled in your org, if the field set used for the search function uses the Resource First Name or Last Name fields, searches are conducted against the Resource Name field.

Note:

When Shield Platform Encryption is enabled in your org, you must be as specific as possible when searching for a resource name to ensure that resources are found. See Shield Platform Encryption for more information.

You can swap the resource on one or more project assignments, project task assignments and resource requests when:

  • You have staffing permissions for the resource to be assigned and the resource to be unassigned.
  • You have permission to read all fields and columns displayed to swap resources.
  • There are no timecards, expense reports or expenses associated with the assignment. Project assignment records with timecards and expenses logged against them are not displayed in the Swap Resources window.
  • Your administrator has deactivated the Assignment_Resource_is_Constant and Assignment_Resource_is_Required validation rules on the Assignment object.

Swapping Resources

Your administrator must:

  • Add PSA Actions: Resource Requests to your default project and project detail pages.
  • Ensure the Swap Resources action link is shown in PSA Actions: Resource Requests by enabling the Show Swap Resources link.

For more information, see “App Builder” in the Salesforce Help.

To swap resources:

  1. On a project record page, click Actions | Resource Requests | Swap Resources. All assignments, held and assigned resource requests, and project task assignments on the project record are displayed in the Swap Resources window. Records are sorted by record name by default and a count is displayed for each record type. The Resource Role field references the Contact object.
  2. Search for a resource you want to unassign project records from in the Search Records (Filtered by Resource) lookup field and click Search. All assignments, held and assigned resource requests, and project task assignments assigned to this resource are displayed.
  3. In the Swap Selected Resource lookup field enter the name of the resource that you want to reassign project records to.

For all the lookup fields, you can also click Show All Results for “ ”. The search lookup window opens with the searched string populated in the Search field and displays all related items in the grid.

Select the item from the grid that you want and click Select. The selected item is then displayed in the lookup field. For more information, see Using Advanced Lookup.

Note:

If Shield Platform Encryption is enabled in your org, the records in the Resource, Account, and Opportunity search lookup window are filtered using only the Name field in the grid.

  1. In the Swap Resources window, expand the following sections:
  2. Select the checkboxes of the records for the rows that you want to swap the resources for.
  3. Click Swap Resources. The selected records are unassigned and reassigned to the new resource.

The columns that appear on the Replace Resources Visualforce page depend on the fields that your administrator has chosen in the field sets of the Assignment, Resource Request and Project Task Assignment objects. For further information, see Field Sets.

For more information about the fields on the Replace Resources page, see Managing Resource Replacement Fields.

Tip:

To sort the list in ascending or descending order on a particular heading, click the column heading that you want to sort the list on. A column sorted in ascending order is indicated by an upward pointing arrow . A column sorted in descending order is indicated by an downward pointing arrow .

To change one or more resources on an assignment, project task assignment or resource request:

  1. In the Projects tab click Manage Resource Replacement in the Project Detail section of the project that you want to change resources for.
  2. To narrow the number of records listed do one of the following:
    • Select the resource roles that you want to filter on, click Add then click Filter.
    • Enter text in the Filter Text field and click Filter.
  3. To search for a particular resource, select the resource you want using the Resource lookup in the Filter section then click Filter.
  4. In the Resource field enter the name of the resource that you want to use, or click lookup to search for a resource.
  5. Select the checkboxes of the records that you want to change the resource for.
    6. Note:

    You cannot change the resource on assignments that have timecards or expenses logged against them. These are indicated by a warning triangle .

  6. Click Replace Resource.