Managing Resource Requests

On the Resource Request record page, you can hold and unhold, assign and unassign, shortlist, pin, and compare resources. You can also manage the schedules of resources within your process, and preview the effects of the changes on a resource's allocations before you assign the work to them. This enables you to quickly identify the ideal resource who also has the capacity to do work that fits into their existing schedule. To open the Resource Request record page, click a resource request ID from the Resource Requests page.

Note:

If your administrator has selected the View and Manage Shortlists Only custom setting field in Resource Request Settings, the Matched Resources grid on the Resourcing tab:

  • Displays only the Shortlisted, held, and assigned resources for all resource requests.
  • Does not display other resources and staffing actions.
Tip:

The Intelligent Staffing engine reduces the time and manual effort involved in finding suitable resources to match to resource requests. Intelligent staffing considers the Role, RPG, skill ratings, availability of a resource, Worked With Customer, Preferred Resource, and any custom filter fields. Resources are automatically ranked in the results. To use Intelligent Staffing on the Resourcing tab, see Using The Resourcing Tab to Match Resources.

Filtering Resources

When you click Open the Filters panel, the Filters panel opens and enables you to filter resources using the following default filters in the Fields tab:

  • Region, Practice, and Group (RPG)
  • Include Sub-RPGs
  • Start Date
  • End Date
  • Last Worked
  • Maximum Distance
  • Distance Unit
  • Minimum Availability (%)
  • Minimum Work Duration
  • Preferred Resource
  • Resource Role
  • Display Only Shortlisted Resources
  • Exclude Other Shortlists
  • Worked With Customer

In addition to the default filters listed above, you may see filters for resource search fields. For more information, see Resource Search Fields Overview.

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.

The Filters panel is pre-populated with values from the resource request. This means that the most relevant resources are displayed when you first open the Resource Request record page. Shortlisted, pinned, held, assigned, interested, and suggested resources are displayed alongside the resources who match the filter criteria. For more information, see Filters Panel Fields.

Note:

If the View and Manage Shortlists Only custom setting field is selected in Resource Request Settings, the Filters panel is read-only and the Display Only Shortlisted Resources is selected by default.

The cell value is bolded and Match is displayed when a resource matches any of the following filters:

  • RPG and Include Sub-RPG
  • Resource Role
  • Worked with Customer

The Preferred Resource column appears in the Matched Resources grid when you select one or more resources in the Preferred Resources filter. A Match is displayed in the column for each resource that matches the preferred resource. If no preferred resource is selected, the column is not displayed.

The Skills and Certifications tab enables you to refine your resources based on on the skills and certifications preferences of the resources.

To filter resources:

  1. On the Filters panel, click the Fields tab.
  2. [Optional] Select one or more roles from the Resource Role field.
  3. [Optional] Select one or more values from the Preferred Resource, Region, Practice and Group fields. If you type in these fields to search for particular values, after typing two or more characters you can click Show All Results for " " to open a window where you can select all the relevant values for that field and edit the search term if required.
  4. [Optional] Deselect the Include Sub-Regions, Include Sub-Practices, Include Sub-Groups checkboxes if you want to see only resources that match the selected regions, practices, or groups. These checkboxes are selected by default.

  5. [Optional] Select "Yes", "No", or "No Preference" in the Worked With Customer field. The Worked with Customer column is only displayed in the grid when "Yes" or "No" is selected. When "Yes" is selected in the Worked With Customer field, you can:

    • [Optional] Select the minimum duration of work in the Minimum Work Duration field.
    • [Optional] Select when the resource last worked for the customer in the Last Worked field.

To filter resources by skills, certifications, or skill sets:

  1. On the Filters panel, click the Skills and Certifications tab.
  2. If there are no skills and certifications selected, or you want to edit the selected skills and certification filters, click Edit. The Edit Skills and Certifications window opens.
  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 and Certifications selected if you want the resource to have all the added essential skills and certifications.
    • Select Any Essential Skill or Certification if you want the resource to have any one of the added essential skills or certifications.

  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 Show actions | 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 Remove.
    • Click a suggested skill to remove it.
  11. Click Apply to update the list of resources using the skills filter criteria specified.
Notes:
  • You must have the required permissions to view the skills and certifications filters. For more information, contact your administrator.
  • To show the Skill Importance column, your administrator must select the Enable Desirable Skills setting on the Skills Management custom setting. For more information, see Skills Management Settings.
  • If you deselect all the skills in a skill set, the entire skill set gets 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 gets removed from the Skills section.
Note:

To filter by maximum distance, you must ensure that the Show Distance Filter checkbox is selected in the Resource Filter panel of Lightning App Builder for the PSA Resourcing component and your administrator must assign you permissions for the Distance fields. This is deselected by default.

You can use the Distance fields in the filter panel of the Resource Request page to filter the resources by the maximum distance. For more information on distance fields, see Resourcing Lightning Component Properties.

To filter resources:

  1. Click Open the Filters panel. The Filter panel displays.
  2. In the Maximum Distance field, enter a positive number. For example, 120.

  3. In the Distance Unit field, select one of the following from the picklist.

    • Kilometer (km)
    • Miles (mi)
  4. Click Apply to display the list of filtered resources. You can view the distances of resources from the work location in the Distance column. The distances of the locations of these resources from the resource request location is less than or equal to the specified distance.
Notes:
  • Suggested, held, assigned, and pinned resources continue to appear at the top of the list of resources, even when the resources are filtered by maximum distance.
  • If the Maximum Distance and Distance Unit fields are left blank on the Resource Request page, in that case, on the filter panel, Maximum Distance and Distance Unit fields will show the default values specified in the Lightning App Builder properties. If a value is specified on the Resource Request page, it will take priority over the default values in the Lightning App Builder properties.
  • The resources without a mailing address for whom distance is not calculated are displayed at the bottom of the grid.
  • The Distance column on the grid will not be visible when the distance values for all resources are null. This happens when all contacts have no mailing address or the longitude and latitude coordinates are blank on the Resource Request. The longitude and latitude coordinates might be blank on the Resource Request page because the Work Address fields are left blank. In this case, you can view a message. Update the Work Address fields and wait for the process to complete. This is an asynchronous process, so it might take some time. Refresh the page to view the updated values in the Distance column.

Switching Views

You can open the different views using the view switcher.

The Resourcing tab contains the following views for your matched resources:

  • Attributes: Shows various resource attributes, such as their status on the request, region, role, and cost rate that you can use in your identification of the ideal resource for the request.
  • Scheduler: Shows the resource request's time period, and the assignments and resource requests that the matched resource are held or assigned to within the period. You can quickly reschedule the assignments and resource requests by dragging them forward or backward to change their start and end dates.
  • Allocation: Shows the number of scheduled hours each matched resource is due to work on existing assignments or resource requests, and indicates if a resource is allocated within the planned allocation range, under allocated, or over allocated.
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.

Your administrator can set the default view. For more information, see the Default View field in Resourcing Lightning Component Properties.

The table in the Attributes view comprises multiple elements that enable you to determine the most suitable resources returned before assigning to a project.

The following columns display by default in the Attributes view:

  • Name
  • Status
  • Candidate Type
  • Shortlist Status

  • Rank

    Note:

    This column is only displayed if intelligent staffing is enabled. For more information, see Intelligent Staffing Overview.

  • Match Quality
  • Availability
  • Region
  • Role
  • Matched Skills
  • Cost Rate
  • External
Tip:

You can sort these columns in ascending order by clicking their headers. Click the header again to sort in descending order. Assigned, held, interested, pinned, and suggested resources are unaffected by sorting and remain at the top of the list.

Your administrator can also set up custom fields. You cannot remove the Name, Status, Shortlist Status, or Availability columns. For more information, see PSA Resourcing Lightning Component Fields.

Match Quality

The Match Quality column displays the quality of the match as a percentage determined by how well the resource matches the resource request details. The match quality uses the match priority and field weightings defined in the Match Settings panel.

Note:

If a resource's availability cannot be calculated, the match quality score also cannot be calculated. For more information, see Missing Resource Availability Overview.

Matched Skills

The Matched Skills column displays the number of skills a resource has, relevant to the skills requested according to the filter. This column is only displayed when a resource has any desirable or essential skills. By default, resources are ordered by most skills matched, unless there are any of the following resources on the request:

  • Assigned
  • Held
  • Interested
  • Pinned
  • Suggested
Note:

An Administrator must select Enable Desirable Skills field in the Skills Management custom setting to request essential and desirable skills on resource requests and to display the Matched Skills column.

You can hover over the Matched Skills cell to see which of the specified skills the resource has.

The following color coding is used:

  • Green indicates all essential skills match the filter
  • Orange indicates one or more essential or desirable skills match the filter
  • Grey indicates no essential skills match the filter

For more information about filtering by skills, see Resource Skills Filter Buttons and Fields.

The Scheduler view provides an overview of the availability of resources and shows what they are due to work on at a particular time. It enables you to view and manage the schedule of individual or multiple resources.

The following columns display by default in the Scheduler view:

  • Resource
  • Rank
  • Shortlist Status
  • Availability
Tip:

You can sort the Rank, Shortlist Status, and Availability columns in ascending order by clicking their headers. Click the header again to sort in descending order. Assigned, held, interested, pinned, and suggested resources are sorted within their own groups and remain at the top of the list.

You can view resources' availability in days, weeks, months, quarters, and years. By default, the Scheduler view shows resources' availability in weeks.

For each filtered resource shown, the Scheduler view displays a single row, showing all their held resource requests and assignments that overlap the resource request's start and end dates.

Current Resource Request

The current held, unheld, or assigned resource request, as viewed on the Resource Request page. Colored background hatching shows the resource request's start and end dates. If you edit the start and end dates of the current resource request, these changes are reflected in the Scheduler view.

  • Held - When the current resource request is held, it is displayed inside a blue border on the row for the resource it is held against. The schedule's start and end dates are used to display a held resource request.
  • Unheld - When the resource request is unheld, it is displayed inside an orange border as its own row at the top of the Scheduler view.
  • Assigned - When the current resource request is assigned, it is displayed in blue, and filled, on the row for the resource it is assigned against.

Changing the Dates of Resource Requests

Note:

To update resource requests on the scheduler view, your administrator must have assigned you the PSA - Edit Work Planner permission set.

To update the dates of a resource request:

  1. Select Scheduler View from the Change View button menu.
  2. Drag the resource request to a new start date. Although schedules are preserved where possible, the end date might be recalculated to take account of non-working days.
  3. Click Save.
  4. [Optional] Right-click the resource request to view the updated start and end dates.
Tip:

If you drag a resource request and then change your mind, click Reload to return to the last saved state.

The Allocation view displays resources' scheduled hours of work across a specified time period. This enables you to review the capacity a resource has to pick up the work if held or assigned against the resource request. PSA uses a resource's associated work calendar to determine whether the resource is scheduled to work the right number of hours. For more information on work calendars, see About Time Periods, Work Calendars, and Holidays.

The following columns display by default in the Allocation view:

  • Name
  • Candidate Type
  • Shortlist Status
  • Rank
  • Availability
  • Project
  • Total Hrs
Notes:

If the Read-only symbol is displayed when you hover over a cell, it indicates that the cell is read-only.

You can edit the fields in the Shortlist Status column for multiple resources at the same time.

The following coloring and graphics are displayed in the Allocation view when grouping by resource:

  • If a resource has zero hours on their work calendar for a particular period of time (for example, day or week), the relevant cell is shaded in gray to indicate non-working time or a holiday.
  • Over allocated is displayed in the cell next to the value if a resource is over allocated.

  • If the total value exceeds a resource's work calendar hours for the corresponding period of time (for example, day or week) taking holidays into account, the following icons are displayed in the cell containing the summary value:

    • Over allocated indicates that the corresponding resource is over allocated.
    • Correctly allocated indicates that the corresponding resource is scheduled to work the planned number of hours.
    • Under allocated indicates that the corresponding resource is under allocated.

    If there is a holiday within a cell's time period, the company holiday icon changes color to reflect these allocation statuses.

Note:

Correctly allocated and Under allocated are displayed next to the summary value only and not in the cells that correspond to individual assignments or resource requests. That is because the relevant resource might be scheduled to work on more than one assignment or resource request during the corresponding period of time (for example, day or week).

Setting Display Preferences

The Preferences panel relates to the Allocation view, and enables you to:

  • Set the limits for the display of resource allocation statuses.
  • Show the resource allocation statuses using cell colors or icons.
  • Change the colors of the cell or icons to show resource allocation statuses.
  • Use each resource's utilization target and the allocation values to calculate the allocation colors.

To open the Preferences panel and set the display preferences:

  1. Click Preferences panel button..
  2. In the Less Than and Greater Than fields, enter the percentage values that you want to use to calculate the resource work allocations. The Planned Allocation Range is populated with your values to indicate the range for the optimal allocation.
  3. [Optional] Select the Use Cell Shading checkbox to color the grid cells instead of using the graphics to indicate each resource's allocation status.

  4. [Optional] Select the Show Totals as Percentages checkbox to show the top-level totals for resources as percentages. Select the Show Expanded Rows as Percentages checkbox to show the lower-level totals for resources as percentages.

    If the Use Utilization Target checkbox is also selected, the percentages are calculated relative to the utilization target value.

  5. [Optional] Select the Use Utilization Target checkbox to use the resource's utilization target in the calculation. For more information, see Allocation Thresholds Including the Utilization Target.
  6. Click Apply.

If the resource's allocation is below the Less Than value, the resource is under allocated for that day, week, month, and so on. If the resource's allocation is above the Greater Than value, the resource is over allocated.

The calculation for the allocation thresholds is:

Work calendar hours * Planned allocation (Less Than or Greater Than value) = Allocation threshold

Example:

Example for weekly hours:

  • A resource's weekly work calendar hours = 40
  • Less Than value = 50%
  • Greater Than value = 80%

The calculation uses decimal values, so for these values the calculations are:

  • Under allocated: 40 * 0.50 = 20 hours
  • Over allocated: 40 * 0.80 = 32 hours

Therefore, the planned allocation for these resources is 20 to 32 hours per week, and the relevant graphics and colors are applied in the Allocation view to indicate the under allocation, planned allocation range, and over allocation of resources.

Allocation Thresholds Including the Utilization Target

When you select the Utilization Target checkbox, each resource's utilization target is used with the allocation percentages to calculate the resource's allocation status.

The utilization target is set on the Contact object for each resource and is a percentage of the resource's weekly work calendar hours. When this utilization target is used, the Less Than and Greater Than percentages are relative to the utilization target percentage when calculating the resource's hours.

The calculation for the allocation thresholds using the utilization target is:

Work calendar hours * Utilization target * Planned allocation (Less Than or Greater Than value) = Allocation threshold

Example:

For weekly hours:

  • A resource's weekly work calendar hours = 40
  • A resource's utilization target = 75% (30 hours)
  • Less Than value = 50%
  • Greater Than value = 80%

The calculation uses decimal values, so for these values the calculations are:

  • Under allocated: 40 * 0.75 * 0.50 = 15
  • Over allocated: 40 8 0.75 * 0.80 = 24

Therefore, the planned allocation for these resources is 15 to 24 hours per week, and the relevant graphics and colors are applied in the Allocation view to indicate the under allocation, planned allocation range, and over allocation of resources.

Editing Schedules of Assignments and Resource Requests

You can edit the hours that a resource is scheduled to work. In the Allocation view, you can:

  • Enter values as hours or percentages for individual schedules of assignments and resource requests.
  • Copy cell values to extend or shorten schedules of assignments and resource requests.

For more information, see Updating the Hours a Resource is Scheduled to Work.

Previewing Allocation Changes on a Resource Request

You can preview changes to a resource's allocations, which enables you to understand the implications of holding or assigning a resource. If there is a preferred schedule on the resource request, you can click Preview to apply the schedule to all the resources in the Allocation view. The previewed changes reflect a resource's allocations if they were held or assigned on the resource request.

Note:

Previewing is only enabled:

  • On the Allocation view.
  • When the resource request has a preferred schedule.

Viewing Resource Details

When you click Open the Resource Details panel, the Resource Details panel opens and enables you to view details about the selected resource. The header section displays the resource's image, name, and role.

You can also view an AI-generated summary of the selected resource. For more information, see PSA Resource AI Summary Overview.

For information about the Resource Details panel, see Resource Details Panel Overview.

Note:

To view a resource's details on the contact card from the Contact Lightning record page, an administrator must have assigned you the PSA - View Resource permission set.

For more information about the custom Lightning components available, including adding them to your Lightning record page and customizing them, see PSA Lightning Components.

Viewing Details from a Contextual Menu

To view the details of an assignment or resource request using a contextual menu:

In the Allocation view:

  1. Open the resource's expandable sections in the Name column.
  2. Right-click an assignment or resource request. The contextual menu opens.
  3. Click View Details. The details of the assignment or resource request are displayed in a popup panel.

In the Scheduler view:

  1. Right-click an assignment or resource request bar. The contextual menu opens.
  2. Click View Details. The details of the assignment or resource request are displayed in a popup panel.

Availability of Resources

You can view the availability of resources based on the following:

  • The resource's work calendar hours, taking their assigned and held hours into account, for the duration of the resource request. This information is displayed in the Availability column of the Matched Resources grid in the Resourcing tab.
  • The resource's schedule compared with the daily preferred schedule on the resource request. This information is displayed in the Schedule Availability column of the Matched Resources grid in the Resourcing tab.
Notes:
  • Your administrator can choose which calculation is used, which determines whether values are displayed in either the Schedule Availability column or the Availability column. Your administrator can also set the availability display format as a percentage or in hours.
  • Availability is also displayed in the Compare Resources window, where you can consider the details of up to three selected resources.
  • Availability is calculated for suggested, interested, pinned, and shortlisted resources, even if they do not match the filter criteria. However, these resources do not have scores for rank and match quality.
  • 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 more information, see PSA Resourcing Lightning Component Fields.

Configuring Match Settings in the Resourcing Tab

When Intelligent Staffing is enabled, you can configure the match settings used in the Resourcing tab. To configure the settings, click Open the Match Settings panel. This opens the Match Settings panel where you can:

  • Set the order of priority for resources to match filter fields, skills, cost rate (if available), and availability.
  • Manage skills and certifications preferences.
  • Adjust the weightings of individual filter fields.

The panel is populated according to the selected resource search settings record which defaults to the one linked to the resource request's staffing preference. If no staffing preference exists, or you clear the Resource Search Settings lookup, the panel is populated according to the Resource Search Service custom setting. If the fields in this panel are not editable, see the Enable Match Settings field in Resourcing Lightning Component Properties.

In the Match Priority section, drag an attribute up or down the list to change the order of priorities. Resources with the best match on the highest priority attribute move towards the top of the results. Where two resources have equal value for the highest priority attribute, the second highest priority attribute is used to rank them, then the third, and finally, the fourth attribute is used. If you do not use skills in your org, the Skills attribute is still listed but it is disregarded in the matching process. For performance reasons, we recommend you never set Availability to be the highest priority.

Note:

When schedule availability is configured, Availability is locked as the lowest priority and cannot be changed.

In the Skills and Certifications section, you can:

  • Include resources with expired or aspirational skills.
  • Select a specific approval status for those skills to be included.
Notes:
  • To view the Skills and Certifications section on the Match Settings panel, you must have the required permissions. For more information, contact your administrator.
  • If the staffing preference is specified for a resource, the value of the fields in the Skills and Certifications section is derived from the related fields on the Resource Search Setting object. If the staffing preference is not specified or you do not have read permission for the related fields on the Resource Search Setting object, these values are derived from the custom setting fields in the Resource Search Service custom setting.

In the Field Weightings section, drag a slider to amend the weighting of individual filter criteria. Setting a slider to 4 means that the field is Essential (most important) and only resources that match it will be ranked for suitability. Setting a slider to 1 means that the field is Suggested (least important) and any resources that do not match it will still be included for ranking provided that they match all other essential criteria. In addition to the default filter criteria, you may see sliders for resource search fields. For more information, see Resource Search Fields Overview.

To search for resources that match the current settings, click Apply. To abandon your changes to the match settings, click Reset.

For more information about Intelligent Staffing, see the following:

Pinning Resources

You can pin a resource as a reminder that it needs further attention. Pinned resources are identified in all views, and moved to the top of the list, but below suggested or held resources in all views. You can also pin suggested or held resources, but these retain their "Suggested" or "Held" status in the Candidate Type and Status columns respectively.

Pinned resources are:

  • Retained at the top of the resource list, even when they do not match new filter criteria.
  • Displayed each time you access the same resource request on the same computer, using the same browser.

To pin or unpin a resource:

  1. Select a resource from the Resource list and click Pin. An icon displays in the first column of the row to indicate that the selected resource is pinned.
  2. Click Unpin to remove the selected resource as a pinned user.

Shortlisting Resources

Shortlisting enables collaborative decision-making in the process of identifying the most suitable resource to be assigned to a resource request. For example, a resource manager can compile a list of shortlisted resources to highlight them as suitable candidates for the request. They might want to share the new shortlist with a project manager who can add information for each resource in the Manage Shortlist window, then return the shortlist to the resource manager to make the final decision on the ideal resource to hold or assign.

With shortlisting, you can:

  • Add multiple resources to a new or existing shortlist.
  • Review the shortlisted candidates in the Manage Shortlist window by updating their status and adding accompanying notes. You can create custom fields that allow you to provide further supporting information within the Manage Shortlist window.
  • Duplicate a shortlist and its related records to one or more other resource requests that have similar requirements.
Note:

You need the correct permissions to use the shortlisting functionality. Contact your administrator for more information.

Creating Shortlists

To create a shortlist:

  1. From any view on the Resourcing tab, select one or more resources.
  2. From the Shortlist drop-down, select Add to Shortlist. If there is no existing shortlist, a new one will be created. If a shortlist already exists on the resource request, the resources you added will be merged with the original shortlisted resources.
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.

You can identify shortlisted resources by viewing their status in the Shortlist Status column. The Shortlist Status column is displayed in all views of the Resourcing tab. Selecting the Display Only Shortlisted Resources checkbox in the filters panel returns only shortlisted, pinned, held, assigned, and suggested resources, regardless of the filter criteria. You can also view shortlisted resources by clicking the Shortlist field on the resource request details page, then clicking the Related tab of the shortlist record. For more information, see PSA Resourcing Lightning Component Fields.

Note:

The visibility of the Add to Shortlist button depends on the type of permission you are assigned. If the View and Manage Shortlists Only custom setting is selected in Resource Request Settings, this button is not visible, irrespective of the permissions assigned. For more information, contact your administrator.

Managing Shortlists

To manage a shortlist:

  1. From the Resourcing tab on the resource request page, click the Shortlist drop-down and select Manage Shortlist.
  2. Enter the appropriate values in the editable fields for each resource.
  3. [Optional] Click Compare to compare up to 10 selected resources from the shortlist.
  4. [Optional] Click Delete to remove selected resources from the shortlist.
  5. Click Save.

For more information about comparing resources, see Compare Resources on Resource Requests Overview.

Notes:
  • The visibility of the Manage Shortlist button depends on the type of permission you are assigned.
  • To delete a shortlisted resource, you must have the required permissions.

For more information, contact your administrator.

You can tailor the Manage Shortlist window to your company's needs by selecting a field set from the Manage Shortlist Custom Fields Field Set Lightning component property. This imports custom fields that you can create on the Shortlist Resource object. For example, you might want to create a picklist field to set a list of reasons for rejecting a shortlisted resource. By default, the fields in the Manage Shortlist window are Name and Status and Notes. For more information, see Manage Shortlist Fields and Resourcing Lightning Component Properties.

Notes:
  • If you want to view and manage the shortlisted resources only, from the Resource Request record page without having to see other resources and actions, ensure that the View and Manage Shortlists Only custom setting field is selected in Resource Request Settings.
  • 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.

Duplicating Shortlists

To duplicate a resource request's shortlist to one or more other resource requests:

  1. On the Actions tab, click Duplicate Shortlist. The Duplicate Shortlist window opens.

  2. In the Duplicate to Resource Requests field, search for resource requests using part or all of their name or number:

    • Click Show All Results for " " to perform an advanced search.
    • The search displays only resource requests that do not have a shortlist linked to them.
    • The search does not display resource requests that have a status of "Assigned" or "Canceled".
  3. When you have selected your resource requests, click Duplicate.

The new shortlist is a copy of the original one, except for the status of shortlist resources. By default, a status of "Pending" is applied to all shortlist resources on the new shortlist, regardless of the same resources' statuses on the original shortlist. An administrator can customize the default statuses of the shortlist resources.

Note:

If the Show Duplicate Shortlist action is not visible on the Actions tab, contact your administrator.

Viewing Other Shortlists

In the Allocation view, you can view how a resource's other commitments might impact the resource request you want to staff. To view any unheld resource requests that a resource has been shortlisted for, expand the resource's details and open the Other Shortlists section.

You can hide the Other Shortlists section by clicking the Exclude Other Shortlists checkbox in the Filters panel.

If you cannot see this section or the checkbox, or if you think other shortlists need to be shown, contact your administrator.

Comparing Resources

When you click Compare, the Compare Resources window allows you to examine the details of up to 10 resources to determine the most suitable resource to be held or assigned to the resource request. You can view each resource's shortlist status, candidate type, rank, match quality, availability, role, RPG, skills and certifications, and further details.

Notes:
  • Your administrator can specify custom fields for the Compare Resources window. If your administrator has not specified custom fields, the default fields are shown.
  • If the View and Manage Shortlists Only custom setting field is selected in Resource Request Settings, the Hold and Assign buttons on the Compare Resources window are not displayed.

For more information, see Compare Resources on Resource Requests Overview.

Managing Schedules of Resources

Your administrator can set the default scheduling strategy. For more information, see the Default Scheduling Strategy section in Resourcing Lightning Component Properties. You can override the strategy for the resource request and see its effects on the schedule of a selected resource.

When the start or end dates in the filter panel are updated, the schedule created when holding or assigning resources respects those dates, not the start and end dates on the resource request.

Note:

If the View and Manage Shortlists Only custom setting field is selected in Resource Request Settings, the Manage Schedule button is not visible on the Resource Request record page.

To view a resource's projected schedule after changing the resource request's scheduling strategy:

  1. Select a resource in any view.
  2. Click Manage Schedule.

  3. Select a strategy from the Scheduling Strategy picklist to update the resource request's schedule. The Projected Start Date and Projected End Date fields display how this altered schedule affects the resource request for the selected resource. These dates are calculated using the selected scheduling strategy and the original start and end dates from the filter criteria.

    The scheduling strategy value is reset when you either close the Resource Request page or reload your browser.

    If you select the Custom scheduling strategy, do the following:

    1. Enter the hours you want in the Daily Hours fields. The Total hours field is automatically updated as you enter hours.
    2. Click Refresh End Date to update the Projected End Date field and reflect the custom hours you have entered for the schedule.
  4. Click Ok to confirm the change to the scheduling strategy.
  5. Click Assign or Hold to apply the scheduling strategy.
  6. Open the Allocation view to view how the changes affect the resource's schedule.

Updating the Hours a Resource is Scheduled to Work

Note:

To update values on the Allocation view, your administrator must have assigned you the correct permissions.

To update the number of hours a resource is scheduled to work:

  1. Select Allocation from the Change View button menu and check the zoom level is set to Days, Weeks, or Months.
  2. Navigate to the relevant date. If the date you want is not displayed, select and apply the appropriate date range using the Filters panel.
  3. Double-click the value you want to change.
  4. Type the new value and press Enter.
  5. [Optional] Repeat Steps 3 and 4 to update other values in the Allocation view.
  6. [Optional] If you change your mind, click Reload then Discard and Continue to return to the last saved state.
  7. Click Save.

Copying Schedule Values

You can drag a cell or range of cells to copy their contents to other cells in the grid. This enables you to extend or shorten multiple schedules associated with assignments or resource requests. This feature can be used when cell values are displayed as hours and as percentages.

To extend or shorten the schedules associated with assignments or resource requests:

  1. Open the Allocation view from the Change View button menu and check the zoom level is set to Days, Weeks, or Months.
  2. Click the arrow in the Name column to expand the list of assignments and resource requests.
  3. Click and drag the bottom-right corner of one or more cells and drop them into other cells. If you drag more than one cell, the pattern of the cell values will be copied into the corresponding cells accordingly.
  4. Click Save.
Tip:

If you drag an assignment or resource request and then change your mind, click The Reload button. to return to the last saved state.

Note:

You cannot use the fill handle in the following scenarios:

  • When dragging onto or across cells that are read-only.
  • When dragging read-only cells.
  • When dragging empty cells to the start or end of a schedule, or past the start or end of a schedule. This would cause the schedule to be removed.
  • When dragging empty cells vertically. You can drag empty cells horizontally to shorten the schedule.
  • When dragging a combination of empty and populated cells.
  • When dragging vertically from one record to another. For example, when you group the data by project, you cannot copy cell values from one project to another.
  • When you are in the Quarters or Years view.
  • If your administrator has not assigned you the correct permissions.

Holding Resources

You can hold only one resource against a resource request.

When you hold a resource, the following are updated:

  • The Resource field is populated with the name of the selected resource on the resource request record and, where present, on the compact layout of the Lightning record page.
  • The Resource Held field is selected.
  • A new schedule is created if there is no preferred schedule on the resource request, and the Retain Schedule on Hold field is deselected in the Assignment Settings custom setting. For more information, contact your administrator.
  • The resource request status is set to "Held."

To hold a resource:

  1. Select a resource in any view.
  2. [Optional] Click Manage Schedule to select a schedule from the Scheduling Strategy picklist. For information on scheduling strategies, see Scheduling Strategies Overview.

  3. Click Hold

    • If the resource request has a preferred schedule, and the Retain Schedule on Hold field is selected in the Assignment Settings custom setting, the preferred schedule is retained. If you don't need this functionality, contact your administrator.
    • If the resource request doesn't have a preferred schedule, and the Retain Schedule on Hold field is deselected in the Assignment Settings custom setting, a schedule is created from your selection in Manage Schedule. If you don't need this functionality, contact your administrator.
Note:

If the View and Manage Shortlists Only custom setting field is selected in Resource Request Settings, the Hold button is not visible on the resource request record page.

Unholding Resources

Unholding a resource removes them from the resource request.

Following a successful unhold, the following are updated:

  • The Resource and Preferred Schedule fields are both set to blank on the resource request record.
  • The Resource Held field is deselected.
  • The resource's status in the Resource list is updated to remove their "Held" value.
  • The resource request's status is set to "Draft."
  • The previously held resource is no longer at the top of the Resource list.
  • The orphaned schedule and any associated schedule exceptions are automatically deleted.
  • EVAs associated with the resource request are deleted.

To unhold a resource:

  1. Select a resource from the Resource list.
  2. Click Unhold.

Assigning Resources

When you assign a resource to a project and create an assignment, the following are updated:

  • The Resource, Schedule, and Assignment fields are populated on the resource request record and, where present, on the compact layout of the Lightning record page.
  • The Resource Held field is deselected when a resource was previously held against this resource request.
Notes:
  • To assign a resource to a project, you must have the Staffing permission control. For more information, see About Staffing Permission Controls.
  • If the View and Manage Shortlists Only custom setting field is selected in Resource Request Settings, the Assign button is not displayed on the resource request record page.

You cannot create an assignment for a resource when:

  • The resource is not selected.
  • The resource request already has an assignment record.
  • The Project field on the resource request is blank.
  • You do not have the required permissions to access the Project field.

To create an assignment for a resource:

  1. Select a resource in the Resource list.
  2. [Optional] Click Manage Schedule | Schedule to select a schedule from the Scheduling Strategy picklist. For information on scheduling strategies, see Scheduling Strategies Overview.

  3. Click Assign:

    • If the resource request has a preferred schedule, and the Retain Schedule on Assign field is selected in the Assignment Settings custom setting, the preferred schedule is retained. If you don't need this functionality, contact your administrator.
    • If the resource request doesn't have a preferred schedule, and the Retain Schedule on Assign field is deselected in the Assignment Settings custom setting, a schedule is created from your selection in Manage Schedule. If you don't need this functionality, contact your administrator.

Unassigning Resources

To unassign a resource from a resource request:

  1. From the Resourcing tab, select the assigned resource.
  2. Click Unassign. The resource is unassigned from the resource request and the Unassign button changes to Assign.
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.

This action also removes the assignment from your resource request, deletes the assignment record, and reverts the resource request to a Draft status. Unassigning resource requests also deletes the related schedule information, as well as any Estimate Versus Actuals records.

You can reassign resources to resource requests in your preferred way after unassigning resources.

Note:

To unassign a resource you must have the relevant permissions within the PSA - Staff Resource Requests permission set assigned to your user profile. Contact your administrator for more information.