Reallocating Assignments Using the Certinia Work Reallocation Agent

Before you complete the steps below, we recommend that you check the prerequisites for splitting assignments and swapping resources on assignments. For more information, see Splitting an Assignment to a New Resource Request and Swapping Resources from Assignments.

To reallocate assignments:

  1. From the org header, click to open the Agentforce panel. Wait for the agent to show a welcome message.

  2. Enter the name of the resource that you want to reallocate assignments for and the date range for which assignments need to be reallocated. For this, do one of the following depending on whether you want to reallocate regardless of the assignments' billable status or filter on it:

    • To reallocate regardless of the billable status, enter <resource name> is being promoted next month. Reallocate their work..
    • To filter on the status, enter <resource name> is being promoted next month. Reallocate their billable work. or <resource name> is being promoted next month. Reallocate their non-billable work..

  3. [Optional] If the agent found more than five resources, complete the following steps:

    1. Do one of the following:

      • Enter Show more resources. to see the next five.
      • Enter Show all. to see all remaining resources.
    2. [Optional] Enter Show me a tabular comparison of the resources to view the details of the resources in a tabular format.
    3. Select the resource you want.
  4. [Optional] To see the details of the assignments, enter Tell me more about the assignments.
  5. Ask the agent to proceed.
  6. Review the details for the first assignment.

  7. If the resource is to be swapped, do one of the following:

    • Use the resources suggested by the agent by entering Use <resource name>..

    • To use a resource of your choice, complete the following steps:

      1. Enter Swap for <resource name>..
      2. Review the details.
      3. Confirm the changes.

    • Ask the agent to show alternative resources by completing the following steps:

      1. Enter Show me other resources or Show me some alternatives. The agent shows up to three resources.

      2. [Optional] If the agent found more than three resources, do one of the following:

        • Enter Show more resources. to see the next three.
        • Enter Show all. to see all remaining resources.
      3. [Optional] Ask the agent to show more details about a specific resource by entering Tell me more about <resource name>..
      4. [Optional] Ask the agent to provide information on the resource search by entering How did you search for resources? or How did you set the search priorities?..
      5. Choose one of the suggested resources by entering Use <resource name>. or Use option <number of the resource in the list>..
      6. Review the details.
      7. Confirm the changes.

    • To allocate a new resource in the future, complete the following steps:

      1. Enter Create a resource request. or Create a resource request and hold a resource. if you want to hold a resource for the resource request.
      2. Confirm the changes.
      3. [Optional] If you want to define a start date for the resource request different from the one suggested by the agent, enter the date you want. Ensure that the date is before the date indicated by the agent.
      4. Confirm the change. A resource request with status "Ready to Staff" is available, and the assignment is deleted.
      5. Select the resource that you want to hold for the resource request.
      6. Review the details and confirm.

  8. If the assignment is to be split to a new resource request, complete the following steps:

    1. Enter a date to split the assignment within the date range indicated by the agent. Ensure that the date falls within the date range of the assignment. If the assignment is associated with expenses or timecards, ensure that the date is after the latest expense date or timecard end date.
    2. Review the details.
    3. [Optional] To hold a resource for the resource request, enter Hold a resource..
    4. Confirm the changes. A draft resource request is created with the split date as the start date. For information about how other fields on the resource request are populated, see Splitting an Assignment to a New Resource Request. On the assignment, the End Date and Scheduled Hours fields are updated.
  9. Repeat steps 6 onwards for each assignment.