Generating Resource Requests from Project Tasks

From a project record, you can generate unheld and held resource requests from project task assignments (PTAs).

PTAs that contain roles are grouped into one resource request for the role. PTAs without roles are not displayed. For held resource requests, PTAs that contain roles and resources are grouped into one resource request for each resource and role combination. PTAs without roles and resources are not displayed.

To create resource requests from a project task assignment:

1. On a project record, do one of the following:
   • For unheld resource requests, click Actions | Task-Based Resourcing | Create Resource Requests from Project Tasks. The Create Resource Requests from Project Tasks window opens.
   • For held resource requests, click Actions | Task-Based Resourcing | Create Held Resource Requests from Project Tasks. The Create Held Resource Requests from Project Tasks window opens.

   The roles and resources or suggested resources in the project that you can generate resource requests for are displayed. All possible resource requests are selected by default. Any external resources are shown in the Notes column.

2. [Optional] Deselect any resource requests that you do not want to generate.
3. [Optional] Edit the field values, as needed. For picklists, start typing to generate a list of options, and then select an option.
4. [Optional] Click Grouping Criteria to define the fields that you want the resource requests to be grouped by. All of the available fields are selected by default, but you can deselect fields that you don't need, and then click Update Preview. If you remove fields from the grouping criteria list, the corresponding columns are removed from the table. Contact your administrator if you need to change the fields available in the grouping criteria.
   Note:

   After you have created resource requests, your grouping selection is retained whenever you use the same browser on the same computer for this procedure.

   If you are using the default Resource Role, Resource, and Milestone fields on project task assignments to group resource requests, read-only columns for the corresponding resource request fields are shown in the table. For unheld resource requests, columns for the Resource Role, Suggested Resource, and Milestone fields are displayed. For held resource requests, columns for the Resource Role, Resource, and Milestone fields are displayed.

   Tip:

   Your administrator can map additional project task assignment fields to resource request fields. If a field in the grouping criteria has a custom mapping, read-only columns for the corresponding resource request fields are displayed in the table. For more information on configuring groupings, columns, and custom mappings, see Managing the Custom Columns, Groupings, and Custom Mappings Used When Creating Resource Requests from Project Tasks (Lightning).

5. Click Create.

Using Classic or Lightning Visualforce Pages

1. Depending on the type of resource request you want to generate:
   • On a project record, click Actions | Task-Based Resourcing | Create Resource Requests from Project Tasks.
   • In Gantt, click the expand arrow on Create Assignments, and then click Create Resource Requests.
   • In Project Task Gantt, click Create Resource Demand and then Generate Resource Requests.
   • Click Generate Resource Requests on the Project Tasks related list of the project detail page that you are generating resource requests for. From Fall 2020, this is not on the default page layouts.
   • Click Generate Held Resource Requests on the Project Tasks related list of the project detail page that you are generating resource requests for. From Fall 2020, this is not on the default page layouts.

   The Generate Resource Requests from Project Task Assignments page opens.

2. Select some attributes to base the generated resource requests on. You can only select Milestone together with Role, Resource, or External Resource. Custom attributes might be available to select if configured by your administrator.
   
3. [Optional] In the Longest Gap Allowed (Days) field, enter the duration of the longest gap, including weekends, permitted between consecutive project task assignments before a single resource request is divided into two. To ignore weekends when calculating gap duration, select Ignore Saturdays or Ignore Sundays.
   Tip:

   If you don't enter a value, the process ignores gaps in the task schedule and generates a resource request that spans the start and end dates of the source project task assignments.
4. Click Preview Resource Requests or Preview Held Resource Requests.
5. Preview the resource requests, including resource role, requested hours and bill rate, projected costs, and the proposed suggested or held resource.
   Tip:

   The proposed quantity and field values of the resource requests depend on which attributes you select. Try a combination that reflects how much information is on your project task assignments. For example, if resources haven't been assigned to your tasks, deselect the Resource checkbox. Remember, you can always click Reset to discard the previewed resource requests and try again using different attributes.
6. Update any resource record fields that you can edit. Your administrator can set the use-task-based-schedule-creation-strategy setting to control this behavior.
7. Use Update Preview and Reset Preview as described in Buttons.
8. Deselect any previewed resource requests that you want to discard.
9. Click Generate Assignments to save the records to your organization A deployment of the Salesforce/FinancialForce applications with a defined set of licensed users. Your organization includes all of your data and applications, and is separate from all other organizations.. The new task-generated resource requests are displayed on the Unfilled Resource Requests page, along with summary information.
10. [Optional] Delete any resource requests that you no longer need.

Notes:

• Your administrator must grant you the Resource Request Entry permission control to enable you to generate resource requests based on project tasks.
• Your administrator can configure the process. For more information see Configuring Bottom-Up Planning.
• Fields on the project task assignment update automatically to match the resource that is eventually assigned to the task-driven resource request Describes a resource request that has been generated based on information on project tasks and their associated project task assignments. If you use a task-based approach to manage your projects, you can generate task-driven resource requests on the Generate Resource Requests From Project Task Assignments page (accessed from Project Task Gantt, Gantt or the Project detail record).. Your administrator can set the auto-update-pta-with-assigned-resource setting to control this behavior.
  Resources who do not have roles matching a role for a project assignment can be included in a list of possible resources to assign to a project task assignment. In this instance, two additional resources who are not assigned to the project are suggested who do have a matching role. These resources are selected based on their alphabetical order. Your administrator can set the allow-to-assign-a-resource-with-different-role setting to control this behavior.