Applies to

Bridge by Smartsheet

For more information about plan types and included capabilities, see the Smartsheet Plans page.

Resource Management for Bridge Integration reference

PLANS

  • Bridge by Smartsheet

For more information about plan types and included capabilities, see the Smartsheet Plans page.

Triggers

The integration can trigger workflows when the events below occur:

  • When Projects Are Created
  • When Projects Are Updated
  • When Time Entries Are Created
  • When Time Entries Are Updated
  • When Users Are Created
  • When Users Are Updated
  • When Assignments Are Created
  • When Assignments Are Updated
  • When Assignments Are Deleted

When an event in Resource Management triggers a workflow in Bridge, some basic data about that event is sent to Bridge. In the Run Log, you can find:

  • The data that was triggered, and 
  • The references to the data, which you can copy from the Run Log and use in subsequent workflow steps. 

For more information on the data below and on the specific project and user-related changes that don’t trigger workflows, refer to the Resource Management webhook documentation.

Before you begin

To create Resource Management triggers in Bridge, you must have Admin permission in your Resource Management account.

Data from triggers and modules will appear in the workflow run logs. The data you’ll see in the Run Log depends on your access level in your Resource Management account. If your access level is lower than Admin, specific fields will appear as null.

In the top of the Run Log output, the can_I object will list the properties you’ll have access to. This is reflected in the following objects with null for the objects that have restricted access.

The trigger data available for projects

  • Type: The event that took place (project.created or project.updated)
  • Archived: Shows True or False to indicate if the project is archived or not
  • Archived At: Shows null or a timestamp—in ISO 8601 format—for when the project was archived
  • Client: The name of the client attached to the project
  • Created At: A timestamp—in ISO 8601 format—for when the project was created
  • Deleted At: Shows null or a timestamp—in ISO 8601 format—for when the project was deleted 
  • Description: A description of the project
  • Ends At: The project’s end date
  • GUID: A unique ID generated for the project
  • ID: The project ID
  • Name: The project’s name
  • Parent ID: If the created project is a phase of another project, the parent project’s ID will appear in this field
  • Phase Name: If the created project is a phase of another project, the name given to the phase will appear in this field
  • Project Code: Shows null or the specified project code
  • Project State: The project’s state (type) at the time of creation or update
  • Secure URL: Secure URL for the project thumbnail
  • Secure URL Expiration: Expiration time for the secure URL
  • Settings 
    • A combination of numbers to indicate: 
      • If the budget is tracked in $ or days 
      • If the budget is tracked for a phase 
      • If the phase is using parent project bill rates 
      • If the duration is locked 
    • The value is presented as a numeric (e.g., 1, 8, 16, etc.), but it represents a binary field. 
      • 1000 indicates the budget is tracked in days, isn’t for a phase, and isn’t using parent project bill rates. It also indicates the duration isn’t locked and is presented as the value 8. 
      • 0110 indicates the budget is tracked in $, is a phase, and uses parent project bill rates. It also indicates the duration isn’t locked, and is presented as the value 6, etc.
  • Starts At: The project’s start date
  • Thumbnail: URL where the project image is stored
  • Time Entry Lockout: The selected setting for locking time entries 
    • -1: Value for “Do not lock time entries for this project” 
    • 0: Value for “Lock all time entries for this project”; or if “Lock time entries for this project that are older than X calendar days” is chosen, the value that appears is the number of days set in Resource Management 
  • Type: Object type—for project events this value will be Project
  • Updated At: A timestamp—in ISO 8601 format—for when the project was updated. When the project is created, this timestamp will be the same as Created At.
  • Use Parent Bill Rates: Shows True or False

The trigger data for time entries

  • Type: The event that took place (time.entry.created or time.entry.updated)
  • Assignable ID: The ID of the assignable the time was tracked against
  • Assignable Type: The type of assignable the time was tracked against (for example: Project or Vacation)
  • Bill Rate: Shows null or the bill rate of the time entered
  • Bill Rate ID: The ID of the bill rate associated with the time entered
  • Created At: A timestamp—in ISO 8601 format—for when the time entry was created
  • Date: The date the time was entered against
  • Hours: The number of hours entered
  • ID: The ID of the time entry
  • Is Suggestion: Shows True or False to indicate if the time entered is a suggestion or not
  • Notes: Any notes entered with the time entry
  • Scheduled Hours: The number of hours that are scheduled
  • Task: The task attached to the time entry
  • Updated At: A timestamp—in ISO 8601 format—for when the time entry was updated. When the time entry is updated, this timestamp will be the same as Created At.
  • User ID: The ID of the user for whom the time entry is

The trigger data available for users

  • Type: The event that took place (user.created or user.updated)
  • Account Owner: Shows true or false to indicate if the user is the account owner or not
  • Archived: Shows true or false to indicate if the user is archived or not
  • Archived At: Null or timestamp—in ISO 8601 format—for when the user was archived
  • Billability Target: The user’s billability target
  • Billable: Shows true or false to indicate if the user is billable or not
  • Bill rate: The specified bill rate of the user
  • Created At: A timestamp—in ISO 8601 format—for when the user was created
  • Deleted: Shows true or false to indicate if the user was deleted
  • Deleted At: Shows null or a timestamp—in ISO 8601 format—for when the user was deleted
  • Discipline: The specified discipline the user works in
  • Display Name: The user’s display name
  • Email: The user’s email address
  • Employee Number: The user’s employee number, if specified
  • First Name: The user’s first name
  • GUID: A unique ID generated for the user
  • Has Login: Shows True or False to indicate if the user has login access or not
  • Hire Date: The user’s hire date
  • ID: The user’s ID
  • Invitation Pending: Shows true or false 
    • True: If the invite was sent 
    • False: If the invite was sent but is still pending or if it wasn’t sent at all
  • Last Name: The user’s last name
  • License Type: The user’s license type
  • Location: The user’s location, if specified
  • Location ID: The ID of the user’s location
  • Login Type: Indicates how the user can access Resource Management 
  • Mobile Phone: The user’s mobile number, if specified
  • Office Phone: The user’s office phone number, if specified
  • Role: The user’s role, if specified
  • Termination Date: The user’s termination date, if specified
  • Thumbnail: The thumbnail URL of the user’s profile picture
  • Type: Object type (user)
  • Updated At: A timestamp—in ISO 8601 format—for when the user was updated. When a new user is created, this timestamp will be the same as Created At.
  • User Settings: A numeric value to indicate user settings related to the user’s account type
  • User Type ID: The ID of the user’s assigned user type

The trigger data available for assignments

Fixed Hours, Hours Per Day, and Percent objects won’t be listed in the Run Log if another allocation mode was used. There is also no data returned for the When Assignments Are Deleted event.

  • Type: The event that took place (assignment.created or assignment.updated)
  • All Day Assignment: Shows true or false to indicate if the assignment is for the full day or not
  • Allocation Mode: The selected allocation mode of the assignment—either Percentage, Hours Per Day, or Fixed
  • Assignable ID: The ID of the assignment
  • Bill Rate: The bill rate of the assignment
  • Bill Rate ID: The bill rate ID
  • Created At: A timestamp—in ISO 8601 format—for when the assignment was created
  • Description: The assignment description
  • Ends At: The end date of the assignment
  • Fixed Hours: The total hours of the assignment 
  • Hours Per Day: The allocation hours per day of the assignment 
  • ID: The ID of the assignment
  • Note: Any assignment notes
  • Percent: The percentage allocation of the assignment
  • Resource Request ID: The ID of the request, if this was a resource request rather than an allocation
  • Starts At: The start date of the assignment
  • Status: This value is always null and is related to a feature only available to one Resource Management customer. Don’t use it in workflows.
  • Status Option ID: The ID of an assignment’s status 
    • This data is defined in the account settings on the Work Status page, but the ID isn't visible in the UI.
  • Status Option Label: The name of an assignment status 
    • This data is defined in the account settings on the Work Status page.
  • Updated At: A timestamp—in ISO 8601 format—for when the assignment was updated. When the assignment is created, this timestamp will be the same as Created At
  • User ID: The ID of the assigned user

Modules

The following modules are available with the integration and can be used in workflows to connect Resource Management with other systems to automate processes.

Create Assignment

This module creates assignments by letting you specify or reference a user and an assignable along with other assignment settings. You could use this module to automatically create assignments in Resource Management when an event takes place elsewhere. E.g. When an Incident is created in Service Now use data from that incident to create an assignment in Resource Management . (Note that at the time of writing the Service Now integration is still in development).

Create Assignment fields

You can use data references in all these fields except Allocation Mode.

  • User Id Or Email: The ID or email address of the user for whom the assignment is 
    • If an email address used isn’t unique in Resource Management, the workflow will fail.
  • Assignable ID: The ID of the assignable item—a project, phase, or leave type—to be used
  • Allocation Mode: The allocation mode to use for the new assignment 
    • percent 
    • hours_per_day 
    • fixed
  • Allocation Value: The value to allocate as per the mode selected 
    • For example, if you select Total, entering or referencing the value 4 will result in the assignment being a total of 4 hours.
  • Starts At: The start date of the assignment in a YYYY-MM-DD or ISO 8601 format
  • Ends At: The end date of the assignment in a YYYY-MM-DD or ISO 8601 format
  • Description: An optional field where you can add a description of the assignment 
  • Note: An optional field where you can add a note for the assignment

What you’ll see in the Run Log pane

  • Data: This group provides details about the assignment that was created.
    • All Day Assignment: Shows true or false to indicate if the assignment is for the full day or not
    • Allocation Mode: The selected allocation mode of the assignment 
      • Percentage 
      • Hours Per Day 
      • Fixed
    • Assignable ID: The ID of the assignment
    • Assignee: The user given the assignment
    • Bill Rate: The bill rate of the assignment
    • Bill Rate ID: The bill rate ID
    • Created At: A timestamp—in ISO 8601 format—for when the assignment was created
    • Description: The assignment description
    • Email: The email address of the user given the assignment
    • Ends At: The end date of the assignment
    • Fixed Hours: The total hours of the assignment 
      • This data won’t be listed at all in the Run Log if another allocation mode was used.
    • Hours Per Day: The allocation hours per day of the assignment 
      • This data won’t be listed at all in the Run Log if another allocation mode was used.
    • ID: The ID of the assignment
    • Note: Any assignment notes
    • Percent: The percentage allocation of the assignment 
      • This data won’t be listed at all in the Run Log if another allocation mode was used. 
    • Repetition ID 
      • An ID to indicate repeated assignments 
      • The value will be empty when the assignment is not part of a repeating series 
      • The ID is equal to the parent assignment
    • Resource Request ID: The ID of the request if this was a resource request rather than an allocation
    • Starts At: The start date of the assignment
    • Status: This status is always empty and no longer in use
    • Status Option ID: The ID representing the assignment’s status
    • Updated At: A timestamp—in ISO 8601 format—for when the assignment was updated. When the assignment is created, this timestamp will be the same as Created At.
    • User ID: The ID of the user given the assignment
  • State: Refer to this section to check if the module worked.
    • Code: This is the success/error code that the module pulls from Smartsheet.
    • Message: This is a system-generated message that the module pulls from Smartsheet. 
      • For example, if the module can’t find a value, the message that will appear is “Not found.”
    • Status: This is the status that the module pulls from Smartsheet. 
      • These are examples of status labels you might encounter:
        • Succeeded: The module successfully found the information.
        • Failed: The module didn’t find the information.

Create Project

You can use this module in workflows to create projects in Resource Management using data from other systems. 

For example, a deal is marked as Closed-Won in Salesforce. The connector moves the data to Smartsheet, where a team lead reviews the project details. When the team lead is ready to start the project, they'll change the status in the sheet. This status change will cause a Bridge workflow to run, using information from the row in the sheet; the workflow creates a new project using this module.

Create Project fields

You can use data references in all these fields.

  • Project Name: The name to give the project
  • Starts At: The start date of the assignment in a YYYY-MM-DD or ISO 8601 format
  • Ends At: The end date of the assignment in a YYYY-MM-DD or ISO 8601 format
  • Project Type: The state of the project 
    • Confirmed 
    • Internal 
    • Tentative
  • Description 
    • A description for the project
    • An optional field
  • Project Code 
    • A project code
    • An optional field
  • Settings 
    • A combination of numbers to indicate: 
      • If the budget is tracked in $ or days 
      • If the budget is tracked for a phase 
      • If the phase is using parent project bill rates 
      • If the duration is locked 
    • The value is presented as a numeric (e.g. 1, 8, 16 etc), but represents a binary field. 
      • 1000 indicates the budget is tracked in days, isn’t for a phase, and isn’t using parent project bill rates. It indicates the duration isn’t locked, and is presented as the value 8.
      • 0110 indicates that the budget is tracked in $, is a phase, uses parent project bill rates. It indicates the duration isn’t locked, and is presented as the value 6, etc.
  • Time Entry Lockout: The selected setting for locking time entries 
    • -1: Value for “Do not lock time entries for this project” 
    • 0: Value for “Lock all time entries for this project”; or if “Lock time entries for this project that are older than X calendar days” is chosen, the value that appears is the number of days set in Resource Management 
  • Client: The name of the client attached to the project
  • Custom Fields: Update Custom Fields available on the project
    • Field Name: The name of the custom field to be updated
    • Field Value: The value that should be set in the custom field 
      • If the field type is multiple choice, separate the values with a comma. For example: Value A, Value B, Value C

What you’ll see in the Run Log pane

Once Bridge executes the Create Project module in a workflow, the following information will appear in the Run Log pane:

  • Data: This group provides details about the project that was created
    • The output data of this module is the same as the trigger data for the event ‘When Projects Are Created’ 
  • State: Refer to this section to check if the module worked.
    • Code: This is the success/error code that the module pulls from Smartsheet.
    • Message: This is a system-generated message that the module pulls from Smartsheet. 
      • For example, if the module can’t find a value, the message that will appear is “Not found.”
    • Status: This is the status that the module pulls from Smartsheet. 
      • These are examples of status labels you might encounter:
        • Succeeded: The module successfully found the information.
        • Failed: The module didn’t find the information.

Create User

This module can be used in workflows to do the following in the Resource Management app: 

  • Create a new user in Resource Management 
  • Specify user details like first and last names, email addresses, and permissions levels

Create User fields

You can use data references in all these fields.

  • First Name: Reference or specify the user’s first name
  • Last Name: Reference or specify the user’s last name/surname
  • License type 
    • An optional field with the following choices:
      • licensed 
      • managed_resource 
  • Email: Reference or specify the user’s email address
  • Permission level: Permission levels are represented by a digit (see below). If you leave this field blank, the system will use the default permission level Team Member (3). You can only assign Administrator (1) in the Resource Management app. 
    • 0: None
    • 1: Administrator
    • 2: Project Manager
    • 3: Team Member
    • 4: Restricted Team Member
    • 5: Contractor
    • 7: Scheduler
    • 8: User
  • Advanced Options: These fields are also available in the expandable Advanced Options section of the module:
    • Cell Phone: Option to reference or specify a user’s cell number 
    • Office Phone: Option to reference or specify a user’s office number
    • Location: If the location entered doesn’t exist in Resource Management, a new one will be created. 
    • Utilization Target: This field shows a percentage value. You can use it to see how the actual utilization compares to the target for this person. The target is only used in the Utilization Report and doesn’t impact availability. 
    • Discipline: If a discipline entered here doesn’t exist in Resource Management, a new one will be created. 
    • Role: If a role entered here doesn’t exist in Resource Management, a new one will be created. 
    • Bill Rate: To use a modified bill rate for the user, enter a numeric value. If you leave this field blank, the default bill rate based on discipline and role will be used. 
    • Tags: List any tags separated by a comma. If a tag entered doesn’t exist in Resource Management, a new one will be created. 
    • First Day of Work: The user’s first day of work in the format YYYY-MM-DD 
    • Last Day of Work: The user’s last day of work in the format YYYY-MM-DD 
    • Custom Fields: Update Custom Fields available for people in your Resource Management account
      • Field Name: The name of the custom field to be updated 
      • Field Value: The value that should be set in the custom field 
        • If the field type is multiple choice, separate the values with a comma. For example: Value A, Value B, Value C

What you’ll see in the Run Log pane

Once Bridge executes the Create User module in a workflow, the following information will appear in the Run Log pane:

  • Data
    • Account Owner: Shows whether the user is the account owner 
      • true
      • false 
    • Archived: Shows whether the user has been archived 
      • true
      • false 
    • Archived at: A timestamp—in ISO 8601 format—from when the user was archived
    • Billability Target: The user’s billability target
    • Billable: Shows true or false to indicate if the user is billable or not
    • Billrate: The specified bill rate for the user
    • Created at: A timestamp—in ISO 8601 format—from when the user was created. 
    • Deleted: Shows true or false to indicate whether the user has been deleted
    • Deleted at: A timestamp—in ISO 8601 format—from when the user was deleted 
    • Discipline: Shows the assigned discipline for the user 
    • Display Name: Shows the first and last name of the user 
    • Email: Shows the email address of the user 
    • Employee Number: Shows the user’s employee number 
    • First Name: The value from the First Name field 
    • Guid: A unique ID generated for the user 
    • Has Login: Shows true or false to indicate whether the user has set up a login
    • Hire Date: Date user was hired 
    • Id: Shows the user id 
    • Invitation Pending: Shows true or false to indicate whether the user’s invitation to the account is pending 
    • Last Name: The value from the Last Name field 
    • License Type: The user’s license type 
      • If no license type is specified, the default is licensed. 
    • Location: The location of the user, if one has been set
    • Location ID: The ID of the user’s location
    • Login Type: Indicates how the user can access Resource Management 
    • Mobile Phone: The value from the Cell Phone field 
    • Office Phone: The value from the Office Phone field 
    • Role: The role of the user 
    • Termination Date: The date the user was terminated, or the last working day of the user 
    • Thumbnail: Shows the URL to a user profile image, if available 
    • Type: Shows the type of object in Resource Management 
      • For this module, the type is User. 
    • Updated at: A timestamp—in ISO 8601 format—from when the user was last updated 
    • User Settings: A numeric value to indicate user settings related to their account type
    • User Type ID: Shows the user’s permission level 
      • See the Permissions Level field in the Update User module. 
  • State: Refer to this section to check if the module worked.
    • Code: This is the success/error code that the module pulls from Smartsheet.
    • Message: This is a system-generated message that the module pulls from Smartsheet. 
      • For example, if the module can’t find a value, the message that will appear is “Not found.”
    • Status: This is the status that the module pulls from Smartsheet. 
      • These are examples of status labels you might encounter:
        • Succeeded: The module successfully found the information.
        • Failed: The module didn’t find the information.

Get Assignable

Use this module to get an assignable by specifying an ID. You could use this to update another system with information about an assignable or create an assignment if the assignable meets certain criteria.

The following fields are available in the module. Note that data references can be used.

  • Assignable ID: The ID of the assignment to get

What you'll see in the Run Log pane

  • Data:
    • Created At: A timestamp in ISO 8601 format for when the assignable was created
    • Deleted At: A timestamp in ISO 8601 format for when the assignable was deleted
    • Description: The description of the assignable, if one exists.
    • GUID: A generated unique ID for the assignable
    • ID: The assignable’s ID
    • Name: The name of the assignable. This can be the name of a project or a leave type.
    • Parent ID: If the assignable is for a project phase the project ID is returned.
    • Phase Name: If the assignable is for a project phase the phase name is returned.
    • Project Code: If the assignable is for a project the project code is returned
    • Project State ID: If the assignable is for a project the project type is returned i.e Confirmed, Internal or Tentative.
    • Secure URL: Secure URL for the project thumbnail
    • Secure URL Expiration: Expiration time for the secure URL
    • Settings: A combination of numbers to indicate if budget is tracked in $ or days, if budget is tracked for a phase, if phase is using parent project bill rates and if duration is locked. The value is presented as a numeric (e.g. 1, 8, 16 etc) but represents a binary field. 1000 would indicate that budget is tracked in days, not for a phase, not using parent project bill rates and duration isn’t locked and would be presented as the value 8. 0110 would indicate that budget is tracked in $, is a phase, uses parent project bill rates and duration isn’t locked and would be presented as the value 6 etc.
    • Starts At: The start time of the assignable
    • Thumbnail: An image for the assignable, if available.
    • Time Entry Lockout: The time entry lockout setting for the project or leave associated with the assignable.
    • Type: The object type e.g. Project, Leave Type
    • Updated At: A timestamp in ISO 8601 format for when the assignable was updated.
  • State: Refer to this section to check if the module worked.
    • Code: This is the success/error code that the module pulls from Smartsheet.
    • Message: This is a system-generated message that the module pulls from Smartsheet. 
      • For example, if the module can’t find a value, the message that will appear is “Not found.”
    • Status: This is the status that the module pulls from Smartsheet. 
      • These are examples of status labels you might encounter:
        • Succeeded: The module successfully found the information.
        • Failed: The module didn’t find the information.

Get Placeholder

Get information about a specific placeholder resource for use elsewhere in the workflow.

Get Placeholder field

You can use data references in this field:

  • Placeholder ID: The ID of the placeholder resource to get

What you'll see in the Run Log pane 

  • Data:
    • Abbreviation: The abbreviation of the resource type as specified on creation
    • Bill Rate: The specified bill rate for the placeholder resource
    • Color: The color chosen on creation that is used throughout the UI to represent the placeholder resource.
    • Created At: A timestamp in ISO 8601 format for when the placeholder resource was created
    • Discipline: The discipline of the placeholder resource 
    • Display Name: The display name given to the placeholder resource on creation
    • GUID: A generated unique ID for the placeholder resource
    • ID: The ID of the placeholder resource
    • Location: The location of the placeholder resource, if one has been set.
    • Role: The role of the placeholder resource
    • Thumbnail: The thumbnail image of the placeholder resource
    • Title: The placeholder resource’s title
    • Type: The object type, this will always be ‘PlaceholderResource’ for this module
    • Updated At: A timestamp in ISO 8601 format for when the placeholder resource was updated
    • User Type ID: Placeholder resources are represented by a user type ID of 0
  • State: This group provides details about the success or failure of the execution
    • Code: This is the success/error code returned from Resource Management.
    • Message: This is a message, if any, that is returned from Resource Management. E.g. if a placeholder couldn’t be found the message might be ‘not found’.
    • Status: This is the status returned from Resource Management. E.g. if a placeholder was found successfully the status will be ‘SUCCEEDED’, if a placeholder couldn’t be found the error might be ‘FAILED’.

Get Project

Use this module to get information about a specific project. Use the information about it to update other systems or to use the information to gather more information from Resource Management.

The following fields are available in the module. Note that you can both type a value or reference one.

  • Project ID: The ID of the project you want to get information about.

The following data is available when the module has been executed in a workflow. 

  • Data: This group provides details about the assignment that was created
    • The output data of this module is the same as the trigger data for the event ‘When Projects Are Created’ 
  • State: This group provides details about the success or failure of the execution
    • Code: This is the success/error code returned from Resource Management.
    • Message: This is a message, if any, that is returned from Resource Management. E.g. if a project couldn’t be found  the message might be ‘not found’.
    • Status: This is the status returned from Resource Management. E.g. if a project was created successfully the status will be ‘SUCCEEDED’, if a project couldn’t be created the error might be ‘FAILED’.

Get Project Time Entries

The following fields are available in the module. Note that data references can be used in all these fields.

  • Project Id Or Name: The ID or name of the project you want to get the time entries of. If a name is used that isn’t unique the workflow will fail.
  • From: Specify a From date to return only projects that have a start date after a certain date.
  • To: Specify a To date to return only projects that have an end date before a certain date.
  • Sort Field: A dropdown to choose if returned data should be sorted by ‘Created’ or ‘Updated’. Set to ‘No Sorting’ by default.
  • Sort Order: Only visible if a sorting field was set in the previous field. Set to ‘No Sorting’ by default. ‘Ascending’ or ‘Descending’ available as options.
  • Include Suggestions: Checking the box will include time entries based on the project schedule that haven’t been validated yet.
  • Per Page: Specify a number to paginate results. If left empty the default value is 20.
  • Page: Specify a page in the results to return. E.g. if you want to return only the results between 10-20 enter 10 in the Per Page field and enter 2 in the Page field.

The following data is available when the module has been executed in a workflow. The time entries are returned as individual objects in an array.

  • Data:
    • Assignable ID: The ID of the assignment
    • Assignable Type: The type of assignable e.g. Project or Leave Type
    • Bill Rate: Null or the bill rate of the time entered.
    • Bill Rate ID: The ID of the bill rate associated with the time entered
    • Created At: A timestamp in ISO 8601 format for when the time entry was created.
    • Date: The date of the time entry
    • Hours: Number of hours entered
    • ID: The ID of the time entry
    • Is Suggestion: True or False to indicate if time entry is a suggestion
    • Notes: Any notes on the time entry
    • Scheduled Hours: The number of hours scheduled (suggested time only)
    • Task: The task category
    • Updated At: A timestamp in ISO 8601 format for when the time entry was updated
    • User ID: The ID of the user the time entry is for.
  • State: This group provides details about the success or failure of the execution
    • Code: This is the success/error code returned from Resource Management.
    • Message: This is a message, if any, that is returned from Resource Management. E.g. if a project couldn’t be found  the message might be ‘not found’.
    • Status: This is the status returned from Resource Management. E.g. if a project was created successfully the status will be ‘SUCCEEDED’, if a project couldn’t be created the error might be ‘FAILED’.

Get Report Rows

This module can be used to get report rows for a range of data available in Resource Management. This can be useful to update other systems with report information when a change occurs in Resource Management.

The following fields are available in the module. Note that data references can be used in many of these fields.

  • View: Different report views available. Choose from ‘Time Fees Hours’, ‘Time Fees Days’, ‘Time Fees Amounts’, ‘Time Fees Hours and Amounts’, ‘Time Fees Days and Amounts’, ‘Budgets Hours’, ‘Budgets Days’, ‘Budgets Amounts’, ‘Utilization’, ‘Expenses’
  • Time Frame: Time Frames available to report on. Choose from ‘This Week’, ‘This Month’, ‘This Quarter’, This Year‘, ‘Last Week’, ‘Last Month’, ‘Last Quarter’, ‘Last Year’, ‘Next 30 Days’, ‘Next 60 Days’, ‘Next 90 Days’, ‘Last 30 Days’, ‘Last 60 Days’, ‘Last 90 Days’, ‘Last And Next 90 Days’, ‘Custom Time Frame’
    • From: Only available if a Custom Time Frame was selected. The start date of the timeframe.
    • To: Only available if a Custom Time Frame was selected. The end date of the timeframe
  • Group By: Desired grouping of the results. Choose one or more of ‘User ID’, ‘Role’, ‘Discipline’, ‘Location’, ‘Assignment Status’, ‘Date’, ‘Week’, ‘Month’, ‘Project ID’, ‘Client’, ‘Leave Type’, ’Project Type’, ‘Phase Name’, ‘Record Type’, ‘Entry Type’, ‘Category’, ‘Approval Status’, ‘Approved By’.
  • Filters:
    • Attribute: Attribute to filter results on. Some options as in ‘Group By’ field including Custom Fields
    • ID: Only available if Custom Fields selected in the dropdown above
    • Operation: Choose to include or exclude filtered report rows
    • Values:  The value(s) to filter on
  • Today: The date on which past/incurred time ends and future scheduled time begins in YYYY-MM-DD format.
  • Calculate Incurred Using: Choose how to calculate incurred time by selecting either ‘Confimed Hours and Unconfirmed Past Scheduled Hours’, ‘Confirmed Hours Only’ or ‘Approved Hours Only’

The following data is available when the module has been executed in a workflow. 

  • Data: This group provides details about the report.
    • Dates: Information about the dates used to get the report
      • Range: Information about the date ranges
        • From: Start of the date range
        • To: End of the date range
      • Today: The ‘Today’ value used. This is the date on which past/incurred time ends and future scheduled time begins. If no date was specified the report defaults to today’s date.
    • Params: Other report parameters used to run the report
      • Calc Incurred Using: the calculation method selected in workflow setup
      • Filters: filters selected in workflow setup
      • Group By: grouping selected in workflow setup
      • Time Frame: Timeframe chosen in workflow setup
      • View: The report view chosen in workflow setup
    • Rows: Report rows are returned as an array. Which data is returned depends on the options selected during setup. See Resource Managementreporting documentation for full details.
  • State: This group provides details about the success or Resource Managementof the execution
    • Code: This is the success/error code returned from Resource Management.
    • Message: This is a message, if any, that is returned from Resource Management. E.g. if a project couldn’t be created because the data given doesn’t meet Resource Management requirements the message might be ‘bad data’.
    • Status: This is the status returned from Resource Management. E.g. if a project was created successfully the status will be ‘SUCCEEDED’, if a project couldn’t be created the error might be ‘FAILED’.

Get Report Totals

This module works similarly to the Get Report Rows module but only returns the total values.

The following fields are available in the module. Note that data references can be used in all these fields.

  • View: Different report views available
  • Time Frame: Time Frames available to report on
    • From: Only available if a Custom Time Frame was selected. The start date of the timeframe.
    • To: Only available if a Custom Time Frame was selected. The end date of the timeframe
  • Group By: Desired grouping of the results. Choose one or more of ‘User ID’, ‘Role’, ‘Discipline’, ‘Location’, ‘Assignment Status’, ‘Date’, ‘Week’, ‘Month’, ‘Project ID’, ‘Client’, ‘Leave Type’, ’Project Type’, ‘Phase Name’, ‘Record Type’, ‘Entry Type’, ‘Category’, ‘Approval Status’, ‘Approved By’.
  • Filters:
    • Attribute: Attribute to filter results on
    • ID: Only available if Custom Fields selected in the dropdown above
    • Operation: Choose to include or exclude filtered report rows
    • Values:  The value(s) to filter on
  • Today: The date on which past/incurred time ends and future scheduled time begins in YYYY-MM-DD format.
  • Calculate Incurred Using: Choose how to calculate incurred time by selecting either ‘Confimed Hours and Unconfirmed Past Scheduled Hours’, ‘Confirmed Hours Only’ or ‘Approved Hours Only’

The following data is available when the module has been executed in a workflow. 

  • Data: This group provides details about the report.
    • Dates: Information about the dates used to get the report
      • Range: Information about the date ranges
        • From: Start of the date range
        • To: End of the date range
      • Today: The ‘Today’ value used. This is the date on which past/incurred time ends and future scheduled time begins. If no date was specified the report defaults to today’s date.
    • Params: Other report parameters used to run the report
      • Calc Incurred Using: the calculation method selected in workflow setup
      • Filters: filters selected in workflow setup
      • Group By: grouping selected in workflow setup
      • Time Frame: Timeframe chosen in workflow setup
      • View: The report view chosen in workflow setup
    • Totals: The totals returned from Resource Management.
  • State: This group provides details about the success or failure of the execution
    • Code: This is the success/error code returned from Resource Management.
    • Message: This is a message, if any, that is returned from Resource Management. E.g. if a project couldn’t be created because the data given doesn’t meet Resource Management requirements the message might be ‘bad data’.
    • Resource Management: This is the status returned from Resource Management. E.g. if a project was created successfully the status will be ‘SUCCEEDED’, if a project couldn’t be created the error might be ‘FAILED’.

Get User

Use this module to get more information about a specific user in Resource Managementand use the returned data to update other systems or in other workflow modules.

The following fields are available in the module. Note that data references can be used.

  • User Id Or Email Address: The ID or email address of the user to get. If an email address used isn’t unique in Resource Management the workflow will fail.

The following data is available when the module has been executed in a workflow. 

  • Data: This group provides details about the user found.
    • The output data of this module is the same as the trigger data for the event ‘When Users Are Created’.
  • State: This group provides details about the success or failure of the execution
    • Code: This is the success/error code returned from Resource Management.
    • Message: This is a message, if any, that is returned from Resource Management. E.g. if a project couldn’t be created because the data given doesn’t meet Resource Management requirements the message might be ‘bad data’.
    • Status: This is the status returned from Resource Management. E.g. if a project was created successfully the status will be ‘SUCCEEDED’, if a project couldn’t be created the error might be ‘FAILED’.

List Assignables

The following fields are available in the module. Note that data references can be used in all these fields.

  • Per Page: Specify a number to paginate results. If left empty the default value is 20.
  • Page: Specify a page in the results to return. E.g. if you want to return only the results between 10-20 enter 10 in the Per Page field and enter 2 in the Page field.

The following data is available when the module has been executed in a workflow. The data is returned as an array of found assignable.

  • Data:
    • Client: If the assignable is associated with a projet where a client is specified the client name is returned.
    • Created At: A timestamp in ISO 8601 format for when the assignable was created
    • Deleted At: A timestamp in ISO 8601 format for when the assignable was deleted
    • Description: The description of the assignable, if one exists.
    • Ends At: The assignable end time
    • GUID: A generated unique ID for the assignable
    • ID: The assignable’s ID
    • Name: The name of the assignable. This can be the name of a project or a leave type.
    • Parent ID: If the assignable is for a project phase the project ID is returned.
    • Phase Name: If the assignable is for a project phase the phase name is returned.
    • Project Code: If the assignable is for a project the project code is returned
    • Project State ID: If the assignable is for a project the project type is returned i.e Confirmed, Internal or Tentative.
    • Secure URL: Secure URL for the project thumbnail
    • Secure URL Expiration: Expiration time for the secure URL
    • Settings: A combination of numbers to indicate if budget is tracked in $ or days, if budget is tracked for a phase, if phase is using parent project bill rates and if duration is locked. The value is presented as a numeric (e.g. 1, 8, 16 etc) but represents a binary field. 1000 would indicate that budget is tracked in days, not for a phase, not using parent project bill rates and duration isn’t locked and would be presented as the value 8. 0110 would indicate that budget is tracked in $, is a phase, uses parent project bill rates and duration isn’t locked and would be presented as the value 6 etc.
    • Starts At: The start time of the assignable
    • Thumbnail: An image for the assignable, if available.
    • Time Entry Lockout: The time entry lockout setting for the project or leave associated with the assignable.
    • Type: The object type e.g. Project, Leave Type
    • Updated At: A timestamp in ISO 8601 format for when the assignable was updated.
  • State: This group provides details about the success or failure of the execution
    • Code: This is the success/error code returned from Resource Management.
    • Message: This is a message, if any, that is returned from Resource Management. E.g. if an assignable couldn’t be found  the message might be ‘not found’.
    • Status: This is the status returned from Resource Management. E.g. if an assignable was found successfully the status will be ‘SUCCEEDED’, if an assignable couldn’t be found the error might be ‘FAILED’.

List Placeholders

The following fields are available in the module. Note that data references can be used in all these fields.

  • Fields: Use this field to list any additional placeholder fields you want to get that aren’t automatically returned by the module. (see below for which fields are returned by default). If adding multiple values to this field they must be comma separated and any spaces in the field name must be represented by an underscore. E.g. assignments, custom_field_values.
  • Per Page: Specify a number to paginate results. If left empty the default value is 20.
  • Page: Specify a page in the results to return. E.g. if you want to return only the results between 10-20 enter 10 in the Per Page field and enter 2 in the Page field.

The following data is available when the module has been executed in a workflow. 

  • Data:
    • Abbreviation: The abbreviation of the resource type as specified on creation
    • Bill Rate: The specified bill rate for the placeholder resource
    • Color: The color chosen on creation that is used throughout the UI to represent the placeholder resource.
    • Created At: A timestamp in ISO 8601 format for when the placeholder resource was created
    • Discipline: The discipline of the placeholder resource 
    • Display Name: The display name given to the placeholder resource on creation
    • GUID: A generated unique ID for the placeholder resource
    • ID: The ID of the placeholder resource
    • Location: The location of the placeholder resource, if one has been set.
    • Role: The role of the placeholder resource
    • Thumbnail: The thumbnail image of the placeholder resource
    • Title: The placeholder resource’s title
    • Type: The object type, this will always be ‘PlaceholderResource’ for this module
    • Updated At: A timestamp in ISO 8601 format for when the placeholder resource was updated.
    • User Type ID: Placeholder resources are represented by a user type ID of 0.
  • State: This group provides details about the success or failure of the execution
    • Code: This is the success/error code returned from Resource Management.
    • Message: This is a message, if any, that is returned from Resource Management. E.g. if a placeholder couldn’t be found the message might be ‘not found’.
    • Status: This is the status returned from Resource Management. E.g. if a placeholder was found successfully the status will be ‘SUCCEEDED’, if a placeholder couldn’t be found the error might be ‘FAILED’.

List Projects

The following fields are available in the module. Note that data references can be used in all text fields for this module. Also note that all fields are optional and if nothing is entered this will return all non-archived projects.

  • From: Set a From date to return projects that end on or after a date
  • To: Set a To date to return projects that start on or before a date.
  • Strict: When checked only projects where both the start and end date fall within the From and To dates will be returned.
  • Fields: Use this field to list any additional project fields you want to get that aren’t automatically returned by the module. (see below for which fields are returned by default). If adding multiple values to this field they must be comma separated and any spaces in the field name must be represented by an underscore. E.g. tags, budget_item.
  • Filter Field: Select if and how to filter the results, by choosing ‘No Filter’, ‘Project Name’ or ‘Project Type’.
  • Filter List: Enter a project name or type you want to filter results on, e.g. Confirmed, Tentative or Internal. This field is only available if a filter field was selected.
  • Sort Field: A dropdown to choose if returned data should be sorted by ‘Created’ or ‘Updated’. Set to ‘No Sorting’ by default.
  • Sort Order: Only visible if a sorting field was set in the previous field. Set to ‘No Sorting’ by default. ‘Ascending’ or ‘Descending’ available as options.
  • Project Code: Reference a project code to return a specific project. If the project specified meets other criteria the data returned will be the same as when using the Get Project module (unless additional fields have been specified in the ‘Fields’ field above)
  • Phase Name: Same as above but can be used to return a specific phase by name
  • Include Archived Or Deleted Projects: Check the box to include deleted and archived projects
  • Include Phases: Check the box to include phases in the list of results
  • Per Page: Specify a number to paginate results. If left empty the default value is 20.
  • Page: Specify a page in the results to return. E.g. if you want to return only the results between 10-20 enter 10 in the Per Page field and enter 2 in the Page field.

The following data is available when the module has been executed in a workflow. 

  • Data: This group provides details about the projects found as an array with an entry for each project.
    • The output data of this module is the same as the trigger data for the event ‘When Projects Are Created’, and includes any additional fields specified in the ‘Fields’ field.
  • State: This group provides details about the success or failure of the execution
    • Code: This is the success/error code returned from Resource Management.
    • Message: This is a message, if any, that is returned from Resource Management. E.g. if a project couldn’t be found  the message might be ‘not found’.
    • Status: This is the status returned from Resource Management. E.g. if a project was created successfully the status will be ‘SUCCEEDED’, if a project couldn’t be created the error might be ‘FAILED’.

List Users

The following fields are available in the module. Note that data references can be used in all these fields.

  • Fields: Use this field to list any additional user fields you want to get that aren’t automatically returned by the module. (see below for which fields are returned by default). If adding multiple values to this field they must be comma separated and any spaces in the field name must be represented by an underscore. E.g. assignments, custom_field_values.
  • Sort Field: A dropdown to choose if returned data should be sorted by ‘Created’, ‘Updated’, ‘Updated’, ‘First Name’, ‘Last Name’, ‘Hire Date’, ‘Termination Date’. Set to ‘No Sorting’ by default.
  • Sort Order: Only visible if a sorting field was set in the previous field. Set to ‘No Sorting’ by default. ‘Ascending’ or ‘Descending’ available as options.
  • Include Archived: Check the box to include archived users
  • Include Placeholders: Check the box to include placeholder users.
  • Per Page: Specify a number to paginate results. If left empty the default value is 20.
  • Page: Specify a page in the results to return. E.g. if you want to return only the results between 10-20 enter 10 in the Per Page field and enter 2 in the Page field.

The following data is available when the module has been executed in a workflow. 

  • Data: This group provides details about the users found as an array with an entry for each project.
    • The output data of this module is the same as the trigger data for the event ‘When Users Are Created’, and includes any additional fields specified in the ‘Fields’ field.
  • State: This group provides details about the success or failure of the execution
    • Code: This is the success/error code returned from Resource Management.
    • Message: This is a message, if any, that is returned from Resource Management. E.g. if a project couldn’t be created because the data given doesn’t meet Resource Management requirements the message might be ‘bad data’.
    • Status: This is the status returned from Resource Management. E.g. if a project was created successfully the status will be ‘SUCCEEDED’, if a project couldn’t be created the error might be ‘FAILED’.

Update Project

The following fields are available in the module. Note that data references can be used in all text fields. 

  • Project Id or Name: The ID or name of the project to update. If the project name used is not unique in Resource Management the workflow will fail.
  • New Project Name: If the project is being given a new name specify or reference the new name here.
  • Shift Project: Check this box to shift the start and end dates for the whole project, as well as any phases and assignments within it by a given number of days. Note that already existing time entries will not be shifted.The number of days are automatically calculated based on a date set in the ‘Starts At’ field below. Checking Shift Project hides the End Date field as it will be set automatically using the new start date and the original project length of time.
  • Starts At: A new start date of the assignment in a YYYY-MM-DD or ISO 8601 format. If ‘Shift Project’ is checked this field is mandatory.
  • Ends At: A new end date of the assignment in a YYYY-MM-DD or ISO 8601 format. This field is hidden if ‘Shift Project’ is checked.
  • Project Type: A new state for the project. ‘Confirmed’, ‘Internal’ or ‘Tentative’. This field is optional.
  • Description: A new description for the project. This field is optional.
  • Archived: A checkbox to archive the project. This field is optional.
  • Project Code: A new project code. This field is optional.
  • Settings: This field is optional.
  • Time Entry Lockout: The new desired setting for locking time entries made against the project. ‘-1’ for ‘Do not lock time entries for this project’, ‘0’ for ‘Lock all time entries for this project’ or if ‘Lock time entries for this project that are older than X calendar days’ is chosen the value shown is the number of days set in Resource Management. This field is optional.
  • Client: The new client the project is for. This field is optional.
  • Custom Fields: Update Custom Fields available on the project.
    • Field Name: The name of the custom field to be updated. 
    • Field Value: The value that should be set in the custom field. If the field type is multiple choice, separate the values with a comma. E.g. “Value A, Value B, Value C”

The following data is available when the module has been executed in a workflow. 

  • Data: This group provides details about the project that was created
    • The output data of this module is the same as the trigger data for the event ‘When Projects Are Created’ 
  • State: This group provides details about the success or failure of the execution
    • Code: This is the success/error code returned from Resource Management.
    • Message: This is a message, if any, that is returned from Resource Management. E.g. if a project couldn’t be updated because the data given doesn’t meet Resource Management requirements the message might be ‘bad data’.
    • Status: This is the status returned from Resource Management. E.g. if a project was updated successfully the status will be ‘SUCCEEDED’, if a project couldn’t be updated the error might be ‘FAILED’.

Update User

This module can be used in workflows to do the following in Resource Management: 

  • Update existing users 
  • Change user details like first and last names, email addresses, and permissions levels

Update User fields

You can use data references in all these fields.

  • First Name: Reference or specify the user’s first name
  • Last Name: Reference or specify the user’s last name/surname
  • License type 
    • An optional field with the following choices:
      • licensed
      • managed_resource  
  • Email: Reference or specify the user’s email address
  • Permission level: Permission levels are represented by a digit (see below). If you leave this field blank, the system will use the default permission level Team Member (3). You can only assign Administrator (1) in the Resource Management app. 
    • 0: None
    • 1: Administrator
    • 2: Project Manager
    • 3: Team Member
    • 4: Restricted Team Member
    • 5: Contractor
    • 7: Scheduler
    • 8: User
  • Advanced Options: These fields are also available in the Advanced Options section of the module:
    • Cell Phone: Option to reference or specify a user’s cell number 
    • Office Phone: Option to reference or specify a user’s office number
    • Location: If the location entered doesn’t exist in RM, a new one will be created 
    • Utilization Target: This field shows a percentage value. You can use it to see how the actual utilization compares to the target for this person. The target is only used in the Utilization Report and doesn’t impact availability.  
    • Discipline: If a discipline entered here doesn’t exist in Resource Management, a new one will be created. 
    • Role: If a role entered here doesn’t exist in Resource Management, a new one will be created. 
    • Bill Rate: To use a modified bill rate for the user, enter a numeric value. If left blank, the default bill rate based on discipline and role will be used. 
    • Tags: List any tags separated by a comma. If a tag entered doesn’t exist in Resource Management a new one will be created. 
    • First Day of Work: The user’s first day of work in the format YYYY-MM-DD. 
    • Last Day of Work: The user’s last day of work in the format YYYY-MM-DD. 
    • Custom Fields: Update Custom Fields available for people in your RM account.
      • Field Name: The name of the custom field to be updated. 
      • Field Value: The value that should be set in the custom field. If the field type is multiple choice, separate the values with a comma. E.g. “Value A, Value B, Value C”

What you’ll see in the Run Log pane

  • Data
    • Account Owner: Shows true or false to indicate whether the user is the account owner
    • Archived: Shows true or false to indicate whether the user has been archived
    • Archived at: A timestamp—in ISO 8601 format—from when the user was archived
    • Billability Target: The user’s billability target
    • Billable: Shows true or false to indicate if user is billable or not
    • Billrate: The specified bill rate for the user
    • Created at: A timestamp—in ISO 8601 format—from when the user was created 
    • Deleted: Shows true or false to indicate whether the user has been deleted
    • Deleted at: A timestamp—in ISO 8601 format—from when the user was deleted 
    • Discipline: Shows the assigned discipline for the user 
    • Display Name: Shows the first and last name of the user 
    • Email: Shows the email address of the user 
    • Employee Number: Shows the user’s employee number 
    • First Name: The value from the First Name field 
    • Guid: A unique ID generated for the user 
    • Has Login: Shows true or false to indicate whether the user has set up a login access
    • Hire Date: Date the user was hired 
    • Id: Shows the user ID 
    • Invitation Pending: Shows true or false to indicate whether the user’s invitation to the account is pending 
    • Last Name: The value from the Last Name field 
    • License Type: The user’s license type 
      • If no license type is specified, the default is licensed. 
    • Location: The location of the user, if one has been set
    • Location ID: The ID of the user’s location
    • Login Type: Indicates how the user can access Resource Management 
    • Mobile Phone: The value from the Cell Phone field 
    • Office Phone: The value from the Office Phone field 
    • Role: The role of the user 
    • Termination Date: The date the user was terminated, or the last working day of the user 
    • Thumbnail: Shows URL to a user profile image, if available 
    • Type: Shows the type of object in Resource Management 
      • For this module, the type is User. 
    • Updated at: A timestamp—in ISO 8601 format—from when the user was last updated
    • User Settings: A numeric value to indicate user settings related to their account type
    • User Type ID: Shows the user’s permission level 
      • See Permissions Level field in this module. 
  • State: Refer to this section to check if the module worked.
    • Code: This is the success/error code that the module pulls from Smartsheet.
    • Message: This is a system-generated message that the module pulls from Smartsheet. 
      • For example, if the module can’t find a value, the message that will appear is “Not found.”
    • Status: This is the status that the module pulls from Smartsheet. 
      • These are examples of status labels you might encounter:
        • Succeeded: The module successfully found the information.
        • Failed: The module didn’t find the information.

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