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.

Note:

If you have Skill Zones and Restrict Skills and Skill Sets by Role enabled in your org, you cannot apply skills using this component in Spring 2022.

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
  • 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 Skill Filters to open the Edit Skill Filters window.
  3. In the Skills Selection section, select Skill / Certification or Skill Set from the record selector field. By default, the Skill / Certification is selected.
  4. In the Search field, enter at least two characters of the skill or skill set and press Enter.
  5. [Optional] Click Search all items for: (). The Search Results window opens with the searched string in the Search field, and all the related items are displayed in the grid. You can customize the columns in the grid by adding custom field sets to the fields Skills Custom Lookup Columns and Skill Sets Custom Lookup Columns. For more information, see Skills Management Settings.
  6. The search is performed on all the columns available in the grid, providing greater options for searching the skills.
Note: The Search Results window shows up to 500 records.
  1. [Optional] Select the skill, certification, or skill set from the Search Results grid and click Select. The selected skill/certification or skill set is added to the Search field in the Skills Selection section.
  2. To add the skill, certification, or skill set to the table, click Add.
  3. [Optional] The added skills, certifications, or skill sets are selected by default. To deselect, deselect the checkbox on the left-hand side of the Skill / Certification or Skill Set column.
  4. Click to edit the Minimum Rating.
  5. [Optional] Click to select the skill type as Essential or Desirable in the Skill Importance column.
  6. Deselect the skills from the skill set table that you don’t require. By default, all the skills in the skill set are selected.
  7.  [Optional] Click | Remove Skill to remove the skills or certifications added.
  8. [Optional] Click | Remove Skill Set to remove the skill sets added.
  9. [Optional] Do one of the following:
    1. Leave All Skills selected if you want the resource to have all the added skills.
    2. Select Any Skill if you want the resource to have any one of the added skills.
  10. [Optional] Do one of the following:
    1. Leave All Essential Skills selected if you want the resource to have all the added essential skills.
    2. Select Any Essential Skill if you want the resource to have any one of the added essential skills.
  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/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:
  • 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/Certifications, that skill is removed from the Skills section.
  • If you deselect all the skills in the Skills/Certifications, the entire Skills/Certifications section gets removed from the Skills section.

    • You can always add them back, 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 grid.
    2. Click Apply Skills. The Add to Profile window opens.
    3. Select individual skills and certifications and their details or add skills and certifications from skill sets.
    4. [Optional] Click to identify and select the right skills for your profile.
    Note:

    To enable Filters under the Add from Skill Set section on the Add to Profile window, create a field set for the Skill / Certification object and add the field set API name to the Add Skills - Filter Field Set option in the Skills Management custom setting.

    1. Click Add.

    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.

    1. Select the skills and certifications that you want to delete for the selected resources.
    2. 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.