Managing Resources and Roles

Within the Task Assignments tab in Task Editor, you can:

• Assign resources or roles, or both to project tasks.
• Allocate resources or roles to project tasks equally, or by different percentages or hours of the task.
• View and open existing assignments or resource requests for resources or roles.

Note:

You cannot assign resources to the project row or to parent tasks.

Adding Resources or Roles to Project Tasks

To assign resources or roles to a project task:

1. In the task grid, select one or more tasks to assign resources, roles or allocations.
2. Click . The Task Assignments tab opens in Task Editor.
3. In the Task Assignments tab, click .
4. Enter or select a resource, role or both.

   To filter the contents of the Resource Name drop-down list, select the relevant checkboxes at the bottom of the page. If you select both, the list contains all resources that are either assigned to or held on the project. You cannot enter external resource names if you use these filters.

   • In the Resource Name field, either:
     • Select a resource from the drop-down list.
     • Start to type a resource name:
       • If the resource has a valid contact record, the resource is selected.
       • If the resource does not have a valid contact record, the resource is identified as external in the Resourcing Link column.
   • In the Role field, select from the drop-down list.

   If a resource has existing assignments or resource requests, these are displayed in the Resourcing Links column. If there are more than one, select from the drop-down list.

   Note:

   If the Suppress Auto Link Assignment setting in the Gantt Global Settings custom setting is selected, new project task assignments are not automatically linked to existing assignments or resource requests.

   To open the assignment or resource request identified in the Resourcing Link field, click the link in the Action field.

   Note: The Resource Name drop-down list displays up to 500 resources. If the resource you want is not in the initial 500, continue to type until the name is available in the list.
5. Add more resources or roles, as needed.
6. The default Equal Split allocation type allocates all resources or roles equally.

   To have unequal allocations in hours or percent, click either Hours or %. Enter values in the relevant allocation column that is displayed. For more information, see Allocating Resources or Roles by Hours or Percentage.

7. Click Apply.
8. Click Save. If another user has the same project open in Project Task Gantt when you click Save, a message is displayed asking if you want to break the lock and continue to save. If you break the lock, the Project Task Gantt user will be locked out of the project, will have to refresh, and could lose any unsaved changes.
   

Allocating Resources or Roles by Hours or Percentage

Warning: Only edit allocations in Gantt. Editing allocations in Salesforce can cause data integrity issues.

If you are allocating resources or roles by hours or percentage:

• If a resource or role is to be unallocated, you must enter 0 for the allocation.
• For percentage allocations the total of the allocations must be 100%.

Allocating Resources or Roles to Multiple Tasks

Allocating the same resources or roles to multiple tasks is subject to the following conditions:

• If none of the selected tasks have existing project task assignments (PTAs), you can allocate a percentage split for resources, roles, or both to the tasks.
• If one or more of the selected tasks have existing PTAs that have been split equally by Gantt, Task Assignment Manager opens and you can add more resources or roles, but you cannot allocate hours or percentages.
• You cannot add resources or roles if one or more of the selected tasks have existing PTAs that have set allocations.