Mass Managing Skills and Certifications for Resources

Using the Skills Management Lightning app page or the PSA Mass Manage Skills and Certifications Lightning component, you can view relevant resources by using filters. You can then select multiple resources and view, add, and delete their skills and certifications.

The grid displays the resources for which you have the Skills and Certifications Entry permission control. This enables you to view or manage skills and certifications for other resources.

Note:

If you have Skill Zones and Restrict Skills and Skill Sets by Role enabled in your org, you cannot apply skills using this component in Spring 2022.

Filtering Resources

To easily identify the resources, the filter panel consists of four sections:

• Skills
• Resource Fields
• Skill Fields
• Skill Rating Fields

The Resource Fields, Skill Fields, and Skill Rating Fields are using field sets to show the fields used for filtering resources. If the field set is not defined the following default fields are shown in each section.

• Resource Fields
  • Resource Role
  • Region
  • Practice
  • Group

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.

• Skill Fields
  • Type
• Skill Rating Fields
  • Evaluation Date
  • Expiration Date

You can select the field sets from the Contact Filter Field Set, Skill Filter Field Set, and Skill Rating Filter Field Set lookups in the edit page mode from the App Builder. For help, contact your administrator.

Once you specify the field sets for these filter sections, the fields specified in the field sets are displayed with the default fields.

Notes:

• If a field is already a part of the default fields and also included in the field set, that field is displayed only once.

• To filter by skills and certifications, an administrator must have assigned the relevant permissions to your user profile.

Instead of filtering by individual skills or certifications, you can add a list of skills to filter resources:

1. Click to open the Skills Filters panel.
2. Click Edit Skill Filters to open the Edit Skill Filters window.
3. In the Skills Selection section, select Skill or Certification or Skill Set from the record selector field. By default, the Skill or Certification is selected.
4. In the Search field, enter at least two skill or skill set characters to start the search and press Enter.
5. [Optional] Click Show All Results for " ". The Select Skill or Certification window opens with the searched string in the Search field and displays all related items in the grid. You can customize the columns in the grid by adding custom field sets to the fields Skills Custom Lookup Columns and Skill Sets Custom Lookup Columns. For more information, see Skills Management Settings.
6. The search is performed on all the columns available in the grid, providing greater options for searching the skills.

Note: The Search Results window shows up to 500 records.

7. [Optional] Select the skill, certification, or skill set from the grid and click Select. The selected skill or certification or skill set is added to the Search field in the Skills Selection section.
8. To add the skill, certification, or skill set to the table, click Add.
9. [Optional] The added skills, certifications, or skill sets are selected by default. To deselect, deselect the checkbox on the left-hand side of the Skill or Certification or Skill Set column.
10. Click to edit the Minimum Rating.
11. [Optional] Click to select the skill type as Essential or Desirable in the Skill Importance column.
12. Deselect the skills from the skill set table that you don’t require. By default, all the skills in the skill set are selected.
13.  [Optional] Click | Remove Skill to remove the skills or certifications added.
14. [Optional] Click | Remove Skill Set to remove the skill sets added.
15. [Optional] Do one of the following:
    1. Leave All Skills selected if you want the resource to have all the added skills.
    2. Select Any Skill if you want the resource to have any one of the added skills.
16. [Optional] Do one of the following:
    1. Leave All Essential Skills selected if you want the resource to have all the added essential skills.
    2. Select Any Essential Skill if you want the resource to have any one of the added essential skills.
17. Click Update. Your changes are updated and reflected under the Skills section in the Resource Filter.
18. You can directly select or deselect the skills in a skill set and skills or certifications added under the Skills and Certifications in the Skills section. These changes are also reflected in the Edit Skill Filters window.
19. Click Apply to update the list of resources using the skills filter criteria specified.
20. [Optional] Click Clear to remove the filters applied.

Notes:

Your administrator must select Enable Desirable Skills in the Skills Management custom setting, to show the Skill Importance column and mark the skills as essential or desirable.

If you deselect all the skills in a skill set, the entire skill set is removed from the Skills section.

If you deselect a skill under the Skills and Certifications, that skill is removed from the Skills section.

If you deselect all the skills in the Skills and Certifications, the entire Skills and Certifications section is removed from the Skills section.

You can always add skills again, by clicking Edit Skill Filters.

Applying Skills and Certifications

To apply skills and certifications to multiple resources:

1. Select the checkboxes of the relevant rows in the grid.
2. Click Apply Skills. The Add to Multiple Profiles window opens.

3. In the Skills section, search and select the relevant skills for your profile using the following views from the drop-down:

   • Add from Hierarchy: Select skills, certifications, or categories. Your selections are added to the Selected Skills and Certifications grid.
     Note:

     If categories have been disabled by your administrator, only the skills and certifications within the selected category will be added. The categories themselves are not included. For more information, see Skills Management Settings.

   • Add from Skill Set: Search and select the skill sets from the skill set view. The selected skill sets are added to the grid in the Selected Skills and Certifications section.
   • Add from Filters: Select the skills and certifications using the filters view. Click to identify and select the right skills for your profile. Select the filters to filter the skills, certifications, and categories and click Apply. Click Clear to remove the applied filters.
   Tips:

   • The searched term match results are highlighted in yellow.
   • Expand the categories by clicking to view the skills and certifications.
   • Click to close the expanded view.
   • To collapse all expanded categories in a selected view, click . This button is disabled for the Add from Filters view.
   Note:

   To enable Filters in the Add from Filters view on the Add to Profile window, create a field set for the Skill or Certification object and add the field set API name to the Add Skills - Filter Field Set option in the Skills Management custom setting. For help, contact your administrator.

4. [Optional] In the Selected Skills and Certifications section, complete the following steps to add information to the records:

   1. [Optional] Select the records that you want to add information to.
   2. In the cell that you want to update, click .
   3. Select or enter a value.
   4. [Optional] Select the checkbox to update the value of the cell for all of the records you have selected.
      Note:

      This option is only available for the Rating, Expiration Date, and Evaluation Date columns.

   5. Click Apply.
5. [Optional] Select the skills and click to remove multiple skills from the Selected Skills and Certifications section. These skills are also deselected from the skills hierarchy.
6. To remove individual skills, click |Remove. The skill is also deselected from the skills hierarchy.
7. [Optional] To view the skills and certifications in the hierarchy, click | View in Hierarchy.
8. Click Add.

Searching the Skills Hierarchy

You can search for the skills, certifications, and categories relevant to your profile using the Search field in the Skills section:

• If you search for a skill, the skill and the direct path to that skill are displayed which helps define where the skill sits, its level, and similar skills within the hierarchy.
• Skills that are in the same category as the skill in the search field are also displayed.
• You can search for certifications by entering the relevant search term in the search field.
• You can also search for categories as defined in your org, and expand a category to see any child skills and certifications. When you select a category, the category and the skills under the selected category are added to the Selected Skills and Certifications section.
• If the search term matches multiple skills, categories, and certifications, all of the matches are displayed.
• Your selections are retained when you have cleared the search field.
• If you search skills and then switch views, the search is cleared and the skills in the grid are reset.

Deleting Skills and Certifications

To delete skills and certifications for multiple resources:

1. Select any number of resources under Mass Manage Resource Skills. Click Delete Skills. The Delete Skills window opens.
2. [Optional] Click to filter the skills by Type.

Tip:

Use the Skill Fields Field Set to add more fields other than the default field Type field for filtering the resource skills. For help, contact your administrator.

4. Select the skills and certifications that you want to delete for the selected resources.
5. Click Delete.

Batch deletion of skills:

1. Select all the resources under Mass Manage Resource Skills. Click Delete Skills. The Delete Skills window opens.
2. Select all the skills displayed for the selected resources.
3. Click Delete. The batch process for skills deletion starts.

A progress bar to check the progress of the deletion process is displayed. You can also close the Delete Skills window while the process is going on and once the process is complete you will be automatically notified through an email and notification.

Note:

Only one deletion batch job is processed at a time. An error message is generated if you try to start another deletion process when one is already in progress.

Viewing Skills and Certifications

1. To view the skills and certifications of a resource, click | View Skills. The Skills and Certifications window displays the details of the resource's skills and certifications.
2. Click to filter skills and certifications by Type.

Tip:

Use the Skill Fields Field Set to add more fields to the filter for filtering the resource skills. For help, contact your administrator.