The Tasks by Resource plan serves two purposes:
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It is designed to represent all tasks assigned to resources across your organization or business unit.
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It is where you will assign unassigned tasks to your resources.
If you have defined teams via Business units, the Task by Resource plan will allow you to filter on department or team (identified as a business unit) and assign tasks belonging to that business unit to the resources within that business unit.
Important: Only the security access levels Project Manager, Admin and Controller have permissions to the Task Management overview.
Choose from the menu Plans and Task Management:
In the left-hand menu, expand the Plan menu and click Tasks by Resource:
By default, the plan will display all Unassigned Tasks (i.e. tasks not yet assigned to a resource), all the tasks assigned by resource name (with their task total) across your organization or business unit. Above the task list in the top-right corner is a navigation bar to scroll through the resources list.
In the left-hand pane, filters can be applied to refine the results of the tasks by resource:
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Filter |
Description |
|
Date period |
The tasks will be filtered using these date periods based on their due date:  The Custom period will allow you to select a due date from and to:  |
|
Business unit |
The results will be restricted to resources belonging to their business unit. It will also restrict the unassigned tasks and only display the tasks identified with that same business unit. |
|
Resource |
Restricted to filter by resource name. |
|
Status |
The results will be filtered by checking or unchecking task status: To do; In progress and Completed. |
|
Priority |
The results will be filtered by checking or unchecking the task priority: n/a; Low; Medium; High. |
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Other: My plans |
By default, this filter is unchecked. When this field is checked, only tasks belonging to a plan where you are the project manager will be displayed. |
Assign unassigned tasks
There are three scenarios to assigning unassigned tasks to resources:
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A single resource within your organization or business unit.
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Resources who are team members of the project the task belongs to.
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Multiple resources.
1. A single resource within your organization/business unit
To assign an unassigned task to a single resource within your organization or business unit, click on the resource circle field and select the resource's name:
If you have identified a business unit in the filters, you will only see the resources within that business unit in the drop-down list. As soon as you assign the task, this resource will be automatically added to the Team Members of the plan.
2. Resource who is a team member of the project
If you want to assign a task to only an existing team member of the plan (not the organization), open the task by clicking on the task name. In the Assign to project members drop-down list, you will only see the team member(s) already defined in the project, select the resource:
3. Assign a task to multiple resources
As in option two above, select the task by clicking on the task name. In the Assign to project members drop-down list, select multiple resources. In this case, you can only assign the task to existing project team members:
The newly assigned task will be displayed in the order of Due Date of the resource's list and the task total will update:
Finally, this overview allows you to create tasks directly from here. In the top-right hand corner, click the Add Task button and define the task.
Access Levels: In order to access the Tasks by Resource, one must be defined with one of the following level: Project Manager, Controller or Admin.