Setting up Work Planners

Work planners enable users to plan project work easily by viewing:

  • Assignments and resource requests (users can use the options in the toolbar to group the assignments and resource requests in the way they require, for example by project or by resource).
  • A resource's details and their scheduled work.

There are various work planner components that are tailored by job role so users can view and manage information that is relevant to them.

Work Planner Lightning Page

The Work Planner Lightning app page is available from the App Launcher, and is designed so that resource managers can view and edit all assignments and resource requests and view all projects. The page contains the PSA Work Planner Lightning component, which fills the entire page, making it easier to view a large amount of data.

To customize the Work Planner page, for example by changing the PSA Work Planner component properties in Lightning App Builder, take the following action:

  1. In the Lightning App Builder, edit the Work Planner page as required.
    Note:

    When you edit the page for the first time, Salesforce makes a copy of it in the background. This copy is what you edit in the Lightning App Builder.

    There are two Work Planner apps in the App Launcher until you take the following steps to hide the original Certinia packaged Work Planner page.
  2. Create a custom permission set that gives you access to the Work Planner Lightning page that you have just created.
  3. Add your custom permission set to the following permission set groups:
    • Certinia - PSA - Project Manager
    • Certinia - PSA - Resource Manager
    • Certinia - PSA - Line Manager
    • Certinia - PSA - Resource
  4. Within the permission set groups, create a muting permission set. In the object settings, mute access to the Certinia packaged Work Planner. This removes access to the packaged Work Planner page but ensures that you continue to receive updates to permission sets and permission set groups.

For information on how to configure the Work Planner component, see Work Planner Lightning Component Properties.

For information on Lightning pages and permission sets, see the Salesforce Help.

Role-Based Work Planner Lightning Components

The following Work Planner Lightning components are tailored for various job roles. You can add any of these components to a Lightning app page or a Lightning home page using the Lightning App Builder.

  • The PSA Line Manager Work Planner component enables users to view and edit their own assignments and resource requests, and also the assignments and resource requests of resources who report directly to them.
  • The PSA Project Manager Work Planner component enables users to view and edit all assignments and resource requests. They can see the following:
    • Any projects where the current user is set as the project manager.
    • Any projects the current user is assigned to.
    • Any projects where the current user is a held resource.

    This component is part of the Project Management workspace.

  • The PSA Resource Work Planner component enables users to view and edit their own assignments and resource requests.

You must perform the following setup for each component.

Setup for Role-Based Work Planners

Component

Setup Required
PSA Line Manager Work Planner

Ensure that users:

  • Have a contact record associated with their Salesforce account.
  • Are displayed in the Reports To field of the contact records belonging to resources who report directly to them.
PSA Project Manager Work Planner No setup required.
PSA Resource Work Planner Ensure users have a contact record associated with their Salesforce account.

For information on how to configure the Work Planner components, see the following:

Work Planner in PSA Experience Cloud Sites

You can also make the PSA EC Work Planner component available to external users through PSA Experience Cloud sites. You can use sharing options, permission sets, permission controls, and custom settings to control the access for relevant users for different situations.

A user's contact record must be linked to a Salesforce user to be able to access Work Planner in Experience Cloud sites.

For more information, see:

Permissions

For all work planners except the Work Planner Lightning page, assign the following permission sets to users as required:

  • PSA - View Work Planner for users who only need to view the relevant Work Planner component. If a user has this permission set, View Only is displayed on the component.
  • PSA - Edit Work Planner for users who need to update assignments, resource requests, and scheduled hours.

For information on all permission sets, see Permission Sets and Other Technical Documentation and click Permissions.

Note:

If a user can update information on a record page, they will be able to update the same information from a work planner.

For your users who need to use the Utilization Target checkbox in the Preferences panel for calculating allocation thresholds, you must enable Read permission for the Utilization Target field on the Contact object. If you do not grant this permission to them, the checkbox is not visible.

Maximum Results Limit in Work Planners

A maximum of 1000 assignments, held resource requests, and unheld resource requests can each be returned in work planners. Depending on the filter criteria, some results might need to be omitted. To ensure consistency in determining which results are displayed and those that are omitted, the following rules apply:

  • When grouped by project, assignments and resource requests are ordered by Project Name then Project ID. Data is omitted based on alphabetical order.
  • When grouped by resource, assignments and resource requests are ordered by Resource Name then Resource ID. When Shield Platform Encryption is enabled in an org, if the Contact Name field is encrypted, assignments and resource requests are ordered only by Resource ID. Data is omitted based on alphabetical order.
  • When grouped by resource or project, if the associated assignments and resource requests can only partially be displayed due to the maximum limit being reached, the relevant resource or project is removed from the results returned.
  • When grouped by region, practice, or group, assignments and resource requests are ordered by their associated schedule start date.
  • A maximum of 2000 additional resources that have no assignments or resource requests in the date range specified in the filters panel are displayed. These resources all have 100% availability according to the specified date range.

Excluding Records from Work Planners

To prevent specific assignments and resource requests from being included on work planners, you can select Exclude from Planners on the assignment or resource request record. This speeds up loading time because it reduces the amount of data being loaded.