Resource LWC - BETA - Add Resource to Project Team

This feature allows you to add resources as project team members to projects, directly from the Resource Utilization component, giving you a quick and convenient method for adding resources to projects. 

When you add resources as project team members, you can auto-assign tasks to them in the project by populating the project team role. This will then look for all tasks in the project with the same role, and assign them. 

You may also use this feature to create project-based allocation. For more information, please see Resource LWC - BETA - Project-Based Allocation.

Resources can be added to Project Teams in the following areas (see below). You may click on each to jump to it in the article below.

• Add Resource to Project Team from the Resource Management - Utilization Tab
   
• Add Resource to Project Team from the Portable Resource Utilization Component in the Project
   
• Add Resource to Project Team from the Portable Resource Utilization Component in the Project Team Record

Add Resource to Project Team from the Resource Management - Utilization Tab

You are able to add resources as project team members directly from the Utilization tab in Resource Management. This section will show you how.
 

1. In the Utilization Tab of Resource Management, click on the Add to Project Team icon beside a resource's name. This allows you to create a new project team record for the resource in a project.

2. Search for a project.

3. Populate the Project Team details.
   
   Role - You can define the resource's role in the project. If you populate the role and there are project tasks with the same role, it will automatically assign tasks to the resource upon saving, based on the project auto-assign mode.
   
   Hourly Rate - You can define the resource's hourly rate for the project. If left blank, it will default to the hourly rate defined in the resource's record.
   
   Add as Collaborator and Collaborator Permission Level - You may also choose to have the resource automatically added as a project collaborator, and define their collaborator permission. 
   
   Please note:
   Only Salesforce users can be added as project collaborators via the project team. If the resource you are creating a project-based allocation for is a contact, setting "Add as collaborator" to TRUE will not add the contact as a collaborator.
    

4. Choose the Assignment Model. 

Task - will create a project team record for the resource and will automatically assign tasks to the resource upon saving if the project team role and task role match, based on the project auto-assign mode.

Project - will allow you to create a project team record for the resource, and also create project-based allocation. For more information on this feature, please see Resource LWC - BETA - Project-Based Allocation.
 

5. Click on Save to create the project team record.
   
   Please note:
   Inspire Planner will check if a project team record with the same role, for the same resource, already exists. If yes, it will prevent you from creating a duplicate project team record. 

Add Resource to Project Team from the Portable Resource Utilization Component in the Project

The Resource Utilization component can also be added to the Team Tab in Projects. For more information, please see Admin Guide - Resource LWC - BETA - Portable Utilization Component. 

This means that when the Resource Utilization component is added to the Project Lightning record page, you are able to view resource utilization, as well as add them to the project team.

1. In the project, click on Team.
   
   
    
2. Then, click on Assign Resource. This will display the Resource Utilization component, which is the same component you see in the Resource Management Utilization Tab.
   
   
    
3. Search for resources the same way you would search for them in Resource Management. Then, to add a resource to the project team, click on the Add to Project Team icon beside a resource's name. This allows you to create a new project team record for the resource in a project.
   
   
    
4. The Project field should already be populated with the name of the project you are on. Populate the Project Team details.
   
   Role - You can define the resource's role in the project. If you populate the role and there are project tasks with the same role, it will automatically assign tasks to the resource upon saving, based on the project auto-assign mode.
   
   Hourly Rate - You can define the resource's hourly rate for the project. If left blank, it will default to the hourly rate defined in the resource's record.
   
   Add as Collaborator and Collaborator Permission Level - You may also choose to have the resource automatically added as a project collaborator, and define their collaborator permission. 
   
   Please note:
   Only Salesforce users can be added as project collaborators via the project team. If the resource you are creating a project-based allocation for is a contact, setting "Add as collaborator" to TRUE will not add the contact as a collaborator.
   
   
    
5. Choose the Assignment Model. 
   
   Task - will create a project team record for the resource and will automatically assign tasks to the resource upon saving if the project team role and task role match, based on the project auto-assign mode.
   
   Project - will allow you to create a project team record for the resource, and also create project-based allocation. For more information on this feature, please see Resource LWC - BETA - Project-Based Allocation.
   
   
    
6. Click on Save to create the project team record.
   
   Please note:
   Inspire Planner will check if a project team record with the same role, for the same resource, already exists. If yes, it will prevent you from creating a duplicate project team record. 

Add Resource to Project Team from the Portable Resource Utilization Component in the Project Team Record

A resource can also be added as a project team member from the Project Team record. The Project Team Lightning record page already includes the portable Resource Utilization component, which will then allow you to search for and add the resource as a project team member. 

In projects, you can choose to create project team records with a role populated, but with no resources (user, contact, queue) defined. You can think of these project team records as placeholders where you are identifying the roles that need to be filled in the project but do not yet know which resources will be fulfilling these roles. Then, when you are ready, you can go to the portable Resource Utilization component in the project team record, search for resources and add them to the project team. You can choose to populate the existing project team record with the resource, or create a new project team record. 

Please note:

Your Salesforce System Administrator must first activate the Project Team Lightning Page for you to be able to see and use the portable Resource Utilization component in the project team record. For instructions on activating the Lightning page, please see Admin Guide - Resource LWC - BETA - Portable Utilization Component

Did you know?

There is an Inspire Planner System Job that your Salesforce System Administrator can run that will automatically create attributes for each value in your Role picklist. This makes it easier to create new attributes for roles. Please see Admin Guide - Resource LWC - BETA - Auto-Create Attributes for Roles for instructions on how to execute the system job.

The Benefit

When you open the portable Resource Utilization component from a project team record where the Role is populated, it automatically adds the role in the attribute filter and returns resources that have been tagged with the role. This makes it easy and convenient for users to search for resources, see their utilization and add them to the project team.

Imagine we have a project with tasks that need to be assigned. For each task, we've identified the role of who will be responsible for completing the task.

We can create project team records for each of the roles we need to fill for this project. However, if we do not yet know which resources will be fulfilling these roles, we can leave the resource (user, contact, or queue) blank and just populate the role. We can also choose to populate other details such as hourly rate, and collaborator permission level.

In the example below, we are creating a project team record with a role of "Business Analyst" with an hourly rate of $100. We are also setting "Add as Collaborator" to TRUE and specifying the collaborator permission level. Notice, though, that there is no contact, user or queue selected. This means we have not yet identified the specific resource who will be fulfilling this role in the project.

You can add as many project team records as needed for each of the roles required to be filled for the project. In the example below, you can see we've create 3 project team records with different roles but with no resource defined.

Now, let's say we would like to search for resources for each of the roles we need to fill. Let's try adding a resource from the project team record. 

1. Click on the project team record to open it.
   
   
    
2. In the project team record, click on the Assign Resource tab.
   
   
    
3. If the project team record has a role populated, and you have attributes that match the role, the Utilization component will automatically apply the role as an attribute filter and return resources that have been assigned the role attribute.
   
   Please note:
   There is an Inspire Planner System Job that your Salesforce System Administrator can run that will automatically create attributes for each value in your Role picklist. This makes it easier to create new attributes for roles. Please see Admin Guide - Resource LWC - BETA - Auto-Create Attributes for Roles for instructions on how to execute the system job.
   
   
   
    
4. To add a resource to the project team, click on the Add to Project Team icon beside the resource name.
   
   
    
5. The project is already populated, and you will need to populate the rest of the details.
   
   
    
6. If the new project team record you are creating has a role that matches an existing project team record in the project, you are presented with a dialogue that lets you choose whether you would like to create a new project team record with the details you populated, or update the existing project team record.
   
   Create New - will create a new project team record for the resource.
   
   Updated Existing - will update the existing project team record with the resource, and the details you populated in the Add New Project Team dialogue.
   
   
    
7. If there are tasks in the project with the same role as the project team role, then Inspire Planner will auto-assign these tasks to the resource.