Resource Management

Applies to

Smartsheet Advance Package

Capabilities

Who can use this capability

You must be a primary lead in Smartsheet Control Center and an admin in Resource Management to configure the integration. 

You can incorporate Resource Management by Smartsheet (Resource Management or RM in this article) into your Control Center managed solution. Adding Resource Management to your blueprint enables you to automatically connect a Control Center provisioned project sheet to a new or existing resourcing plan in Resource Management by Smartsheet.

To configure Resource Management and Smartsheet Control Center: 

  1. Check your RM and Smartsheet account authorizations.
  2. Link Control Center to your Resource Management account. 
  3. Review your intake sheet.
  4. Configure the blueprint(s).
  5. Create your Resource Management plan.

Review the details for each task below.

Check your RM and Smartsheet account authorizations

Ensure the Resource Management account you want to use for Control Center is authorized to use Smartsheet. The best practice is to use the same account you use for your primary lead in Control Center. 

To learn more, read Authorize Smartsheet and Resource Management accounts.

Link Control Center to your Resource Management account 

  1. In SCC, select Manage Program.
  2. Select the Integrations tab.
  3. On the Integrations tab, select Update
  4. In the dialog that appears, select Allow Control Center.

If you need to change the name or email or the organization name appears as not set:

  1. In a new browser tab, sign in to the RM account you want to use. Sign out of any other RM accounts you might have. 
  2. On the Integrations tab, select Update.
  3. In the dialog that appears, select Allow Control Center.

Link your template sheet to Resource Management

You can only link one template sheet to Resource Management. 

  1. In Smartsheet, open the template sheet you want your resource plans to link to. 
  2. Open the Resource Management panel. 
  3. Then connect the template sheet. You don’t have to connect your projects at this time, just the sheet. 

Review your intake sheet

Resource plans created using Control Center use values from the intake sheet.  

Review the intake sheet and make sure it has columns that serve the following roles; these columns will map to fields in your resource plan. The column names don't have to match between Resource Management and the intake sheet, they only need to deliver the same type of data. 

  • Project name 
  • Project description
  • Start date
  • End date
  • Project owner (optional, single select)
  • Resource Management resource plan URL
  • Any optional custom fields you’ve defined in Resource Management

Changing column names after you connect Resource Management to SCC can break your deployment. Also, make sure any required columns have data in them; empty required fields can also cause issues when you provision your project. 

You can update the following columns on the intake sheet with information from the Resource Management plan when you provision your projects: 

  • Resource Management status: This column displays the Project Type  from Resource Management (Tentative, Confirmed, Internal)
  • Project URL: This column displays the URL to the resource plan. If a resource plan already exists, you can add it to the sheet. If there’s no resource plan, a new URL will be generated for you. Learn more about creating resource plans below.

Configure the blueprint(s)

You must configure each blueprint separately to create a resource plan and any associated Smartsheet assets.

  1. In Control Center, select Manage Programs > Blueprints
  2. Select + New Blueprint or an existing blueprint
  3. Scroll through the builder to Blueprint Components
  4. Turn on the Resource Management panel option, and then select Next
  5. On the Resource Plan Settings screen, select the columns on the intake sheet to use with Resource Management.
    • Optional: To change intake column mappings, select Edit Settings; then save your changes, and select Next
      Changes made to the mapping affect any blueprints using the intake sheet.  
  6. On the Connection Settings screen, select which sheet will appear in the Resource Management panel after you provision the project. Typically this is your project plan. 
  7. Complete the blueprint builder as usual. Learn more about building blueprints.  

Create your Resource Management plan

Once everything’s configured, anyone can build a project plan for provisioning.

After you provision your project 

If you have defined tasks and timelines in the project schedule sheet, build your plan in Resource Management after you provision your project.

Add a new project to the intake sheet. You might use a form to do this, or you might add a row in the intake sheet.

  1. When you provision the project, Smartsheet will automatically create all your project assets, including the new empty resource plan. 
  2. Open the sheet, review, and adjust the plan as needed.
  3. Push the assigned resources to Resource Management using the panel. As you change team members or assignments in the Resource Management schedule, updates automatically sync back to the connected sheet.

Before you provision your project 

If you’re working with estimates rather than defined tasks and resource allocation, create your resource plan before you provision your project. Smartsheet will provision any other assets and link your existing resource plan to the project sheet. As you change team members or assignments in the Resource Management schedule, updates automatically sync back to the connected sheet.

Add a new project to the intake sheet. You might use a form to do this, or you might add a row in the intake sheet.

  1. Create a new resource management project. Use the same project name, project description, start date, and end date you entered in the intake sheet. Build your plan as usual.
  2. On the project page in Resource Management, select the URL in the address bar and copy it to the clipboard. 
  3. Paste the URL in the project plan column in your intake sheet. 
  4. When you provision the project, Smartsheet will automatically create all your project assets. Your resource plan will connect to the specified project sheet via the Resource Management Panel