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.

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
  Note:

  If any region, practice, or group is marked as Inactive, these regions, practices, and groups are excluded from and are not displayed in the search results. You can only select RPGs from the dropdown that are active.

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.

Notes:

• 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.
• If any region, practice, or group is marked as Inactive, these regions, practices, and groups are excluded from and are not displayed in the search results. You can only select RPGs from the dropdown that are active.

• 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 filters panel.
2. Click Edit to open the Edit Skills and Certifications window.
3. In the Skills Selection section, select "Skill or Certification" or "Skill Set" from the drop-down. By default, "Skill or Certification" is selected.
4. Enter the name of the skill, certification, or skill set that you want to add.
5. [Optional] After entering two or more characters, click Show All Results for " ". The Select Skill or Certification window opens with the searched string in the search field, and all the related items are displayed in the grid. You can amend the search term if required.
6. Select the skill, certification, or skill set you want to add. The added skills and certifications are separated into drop-down lists of skill sets and individual skills and certifications. Each skill or certification can only be added once.
7. [Optional] Click a suggested skill to add it to the resource request.

8. [Optional] Do one of the following:

   • Leave All Essential Skills selected if you want the resource to have all the added essential skills.
   • Select Any Essential Skill if you want the resource to have any one of the added essential skills.

9. [Optional] To edit the minimum rating or a skill importance, do one of the following:

   • Double-click the cell or select the cell and press Enter on your keyboard, then select an option from the picklist.
   • Select the checkboxes of the skills or certifications you want to simultaneously edit, then select the Update Selected Items checkbox and click Apply.
   Note:

   If you select Desirable for the skill importance, the minimum rating will default to --None-- and is not editable.

10. [Optional] To remove skills or certifications, do one of the following:

    • Click | Remove Skill to remove the skill or certification, or Remove Skill Set the skill set that a skill or certification belongs to.
    • Select checkboxes of the skills or certifications you want to remove, then click .
    • Click a suggested skill to remove it.
11. Click Update. Your changes are updated and reflected under the Skills section in the Resource Filter.
12. 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.
13. Click Apply to update the list of resources using the skills filter criteria specified.
14. [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 Mass Manage Resource Skills grid.
2. Click Apply Skills. The Add Skills and Certifications window opens.

3. In the Skills and Certifications grid, select the relevant skills using the following views from the drop-down:

   1. Add from Hierarchy: Select skills, certifications, or categories.

      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.

   2. Add from Skill Set: Select skill sets or individual skill set skills.

   3. Add from Filters: Select skills and certifications by completing the following steps:

      1. Click . The filters panel opens.
      2. Complete the relevant fields.
      3. Click Apply.
      4. [Optional] Click Clear to remove the applied filters.
      5. Select the relevant skills and certifications.
   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.
   • All the views have a Record Type Name column for better understanding.
   • Switching the views automatically closes the filters panel.
4. Click Next. The skills, certifications, or categories that you selected in the previous step are displayed in the Selected Skills and Certifications grid.

5. [Optional] From the Selected Skills and Certifications grid, complete the following steps to update skill, certification, or category records:

   1. [Optional] Select the records that you want to update.
   2. Click in the cell that you want to update.
   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. This option is only available for the Rating, Expiration Date, and Evaluation Date columns.

6. [Optional] To remove skills or certifications, do one of the following:

   • Select checkboxes of the skills or certifications you want to remove, then click . The skills or certifications are also deselected from the hierarchy.
   • Click | Remove to remove individual skills or certifications. The skills or certifications are also deselected from the hierarchy.

7. [Optional] To view the skills and certifications in the hierarchy, complete the following steps:

   1. Click | View in Hierarchy. You go to the Add from Hierarchy view in the Select Skills and Certifications step.
   2. Click Next. Any updates that you made in steps 5 and 6 are retained.
8. Click Save.

Note:

An administrator can add filter fields to display in the Add from Filters view.

Searching the Skills Hierarchy

You can search for relevant skills, certifications, and categories 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.