Adding Resource Requests from a Template

Notes:
  • The main procedure is for users of record pages supplied by Certinia from Fall 2020.
  • From Fall 2020, if you are not using the pages supplied by Certinia, your administrator can add the PSA Actions: Resource Requests component to the project record page using the Lightning App Builder.
  • This PSA Lightning action is still under development, so this information is subject to change.
  • This Lightning action does not enable you to add held resource requests from a project or template project. If you want to add held resource requests, see Copying Resource Requests from a Project Template.

You can add all or selected resource requests from an existing project to your current project or opportunity. The existing project does not need to be marked as a template.

To add resource requests from a project template:

  1. Do one of the following:
    • On a project record, click Actions | Resource Requests | Add Resource Requests from Template.
    • On an opportunity record, click Actions | Resource Requests | Add Resource Requests from Template.

      The Add Resource Requests from Template window opens. You can select an existing project or a template project to add resource requests from. Projects without resource requests are not listed.

  2. Select a recently used project or search for a project using two or more characters that appear anywhere in the name. Up to 100 projects are displayed and are controlled by project sharing settings. To filter the search results, click Filter, select or deselect the filter options, and click Apply. You can filter by Region, Practice, Group, and Templates Only. Your filter selections are retained between browser sessions.

    The projects are displayed in separate cards by default. To change the view to a list, select List from the Change View button menu. Your selection is retained whenever you use the same browser on the same device.

  3. Click Next. Unheld resource requests and their associated details are displayed, and all of the resource requests are selected by default.
    Note: Held resource requests are not supported, so are not displayed.

    Read-only columns are displayed before editable columns. Contact your administrator if you want to change the visibility or order of the columns. For more information, see Notes for Administrators .

    Columns containing formula fields are not editable, even if controlled by an editable field set that is configured in the Create Project Personal custom setting. For more information, see Create Project Personal Custom Setting.

  4. Select an option that reflects the date that the resource requests should start in the project or opportunity that they are being added to. The dates of the other resource requests that you are adding are calculated relative to this date:
    • Offset from opportunity close date: The earliest resource request added is offset from the opportunity close date by the same number of days as the earliest resource request was offset from the project start date in the template project.

      Example: The template project's start date is May 4 and the earliest resource request starts on May 8. If your opportunity closes on August 28, the earliest added resource request starts on September 1.

    • Offset from project start date: The earliest resource request is offset from the project start date by the same number of days as in the template project. If the project does not have a start date, the resource request's original start date is used.

      Example: The template project's start date is May 4 and the earliest resource request starts on May 8. If your project starts on August 28, the earliest added resource request starts on September 1.

    • Offset from selected date: This defaults to the project start date or opportunity close date. The earliest resource request is offset from this date by the same number of days that the earliest resource request is offset from the project start date in the template project.

      Example: The template project's start date is May 4 and the earliest resource request starts on May 8. If you select a date of June 1, the earliest added resource request starts on June 5.

    Your option is retained if you are using the same browser on the same computer.

    Note: There must always be a start date on the template project for these scheduling options to work correctly. Also, for the option Offset from project start date, there must be a start date on the destination project.
  5. [Optional] Deselect any resource requests that you do not want to add.
  6. [Optional] Edit the data in fields, as needed. Edited dates override automatically scheduled dates. For picklists, start typing to generate a list of options, select the option and press Enter.
  7. [Optional] Hover over the skills displayed in the Skills and Certifications column. A popup displays the skills sorted alphabetically by default.

    If you would like to see the skills grouped into Essential and Desirable categories, contact your administrator. For more information, see Enable Desirable Skills.

  8. [Optional] Click | View Skills to view the resource request skills. The View Skills and Certifications window opens. When the skills are part of a skill set, the details are displayed in different tables with the skill set name as the title.
  9. Click Add Resource Requests. The selected resource requests are added to the current project or opportunity.

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.

Notes:
You will receive a success notification when the records are copied or a failure notification if the jobs fail due to an error. To view success or failure notifications, click View notifications in your org.
You will also receive a partial success notification when some records are processed and others fail due to errors. For the failed records, an email is sent with the success and failure count and details of the errors to help you resolve the issue.

The Skills and Certifications column shows the comma separated list of resource skills and certifications.

If you would like to see the skills grouped into Essential and Desirable categories when you hover over the Skills and Certifications column, contact your administrator.

Removing Skills

You can also remove skills that you do not want to copy from the selected resource requests.

  1. Select the resource requests to remove the skills from.
  2. Click Remove Skills. The Remove Skills and Certifications window opens.
  3. [Optional] Sort the columns in the Remove Skills and Certifications window.
  4. Select the skill or certification that you want to delete.
  5. Click Delete. The deleted skill is removed from the Skills and Certifications column.
  6. Click Add Resource Requests. The selected resource requests with the remaining skills are copied to the current project or opportunity.
Tips:

You can use the custom setting field Hide Resource Request Skills from the Create Project Personal custom setting. This allows you to hide the column, actions, and buttons associated to managing skills. For help, contact your administrator.

For more information, see Create Project Personal Custom Setting.
You can use the Enable Desirable Skills from the Skill Management custom setting. This enables you to add the Skill Importance column to the View Skills and Certifications and Remove Skills and Certifications window for classifying skills as essential and desirable.
For more information, seeSkills Management Settings.

Notes for Administrators

If you are an administrator, you can add and define the order of editable and read-only custom columns in the resource request selection table. Unsupported field types are: ID, Geolocation, Text (Encrypted), Time, Formulas, Auto Number, Roll-Up, Picklist (Multi-Select), and Summary. Text Area field types are supported but do not support line breaks. The Owner field is also unsupported.

You can use the following fields in the Create Project Personal custom setting to control the columns:

  • Resource Request from Template Read Only, to control read-only custom columns.
  • Resource Request from Template Editable, to control editable custom columns. The default field set is CreateProjectFromTemplateRRColumns.
  • Hide Resource Request Skills, to control the Skills and Certifications column, Actions column to view skills, and the Remove Skills button.

You can also use Enable Desirable Skills in the Skill Management custom setting, to control the Skill Importance column and categorize skills as essential and desirable.

Resource Request from Template Hidden controls the fields that are copied in the background but are not displayed on the Add Resource Requests from Template window. The default field set is CreateProjFromTempAltCopyProjRRFields.

For more information on the permissions required and the relevant field sets and custom settings available, see the following:

  1. On the project record, click Copy from Template. The Select Project Template page opens.
  2. Select a project to copy resource requests from, and then click Select. The Copy from Template page opens.
  3. [Optional] On the Resource Requests from Template tab, deselect the resource requests that you do not want to copy
  4. Click Copy to add all or the selected resource requests to your project.