Learning Track
This Help Article appears in the Level 3: Advanced Users learning track. Get the most out of this learning track by starting at the beginning.
This Help Article appears in the Level 3: Advanced Users learning track. Get the most out of this learning track by starting at the beginning.
The Owner and Admins can modify the sheet project settings.
With Legacy Resource Management, you can track and review how people are allocated across all of the projects they are working on to adjust and make better decisions about workloads.
NOTE: This article is about enabling Legacy Resource Management at the sheet level. If you want to enable Legacy Resource Management at the account level, see the Global Account Settings article.
Here's an overview of how legacy resource management works (note that the bullet points below offer links to other help articles):
NOTE: This feature is not available for Pro plans. (Not sure which plan type you have? See Identify Your Smartsheet Plan and User Type.)
Only people that have been added to your account can be tracked by resource management. This includes people who are licensed, unlicensed, invited, and active. To ensure that the right people are included in the account, a System Admin can use the User Management window to review, add, and manage users.
If somebody in your account does not need to create sheets, uncheck the Licensed User box when sending the invitation. This person will be invited to your account as a free member, and they won't count against your user limit.
To see how people are allocated across projects, you must be a designated Resource Viewer. Any System Admin can set this up in Account > User Management. (Note that you must be a licensed user to be a Resource Viewer.)
If you would like to view resources, contact your Smartsheet System Admin. For more information, see Manage Users in an Enterprise or Business Plan.
Sheet owners and team members on the same account that are shared to the sheet with Admin-level permissions can turn on resource management in the sheet so that resource viewers can track and make decisions about workloads.
To turn on Legacy Resource Management in an existing project sheet:
Select the Resource Management tab. The Resource Management form appears.
Note: Are you using Resource Management to manage resources? Learn more about tracking resource allocation in Resource Management here.
Tasks assigned to team members in this sheet will now appear in resource views. Review Assign People to a Task for instructions, tips, and best practices.
NOTES:
Resource Viewers can see cross-project resource views from Browse in the left panel and from project-specific views from within project sheets.
From here, you'll be able to do the following:
NOTE: If you’re not shared to a project sheet that a resource is assigned to, you'll see "Other" instead of the project name.
To open the Project Resource View for a sheet, switch to Gantt View, and then select the Resource View icon in the upper-right corner of the Gantt View.
NOTE: If you don’t see the Resource View icon, contact your Smartsheet System Admin to become a Resource Viewer.
A red allocation alert icon will alert you when people are overallocated in the project. As a resource viewer, you can click the allocation alert icon to open the Project Resource View which lists the sheets where resources in your project are assigned tasks.
TIP: If a resource is overallocated, select their name to review their allocation by project. Click a sheet name to open any sheets you’re shared to. If a user is over-allocated, consider re-assigning some tasks to another resource or adjusting the allocation of the task.
Allocation is the percentage of each day that resources should devote to a particular task. By default, Smartsheet assumes tasks require 100% of the assigned resources’ day when you assign a task to resources, and you can adjust this percentage by entering a new value into the cell.
When a resource is assigned multiple tasks on the same day which cause their total allocation to exceed 100%, Smartsheet will show the red allocation alert icon in the Row Action Indicators column. Hover over the icon to see the details of the alert and navigate to the resource view.
Specify an Allocation % column in the Project Settings if you’d like to specify allocation percentages less than 100% so that your resources can work on multiple tasks per day. For each task, the resources you assign will be allocated at the percent you specify.
To allocate a resource across two or more tasks, you’ll need to create an Allocation % column:
The allocation alert icon won't appear on over-allocated rows if the end date for the task occurs in the past, but it will appear in resource views.
If you’re allowing multiple contacts to be assigned to a task, the allocation percentage for the task will be applied to all of the assigned resources. If you want to assign each resource to the same task with different allocations, you can list the same task on multiple rows in your sheet and assign each duplicate task to a different person. See Insert or Delete Rows or Tasks for more information.