Create Workforce Assignments Using Rapid Assign

Objective

To create a multiple workforce assignments with the same details using Rapid Assign in Workforce Planning.

Background

Assignments allow you to manage your workforce by assigning resources to projects. If multiple assignments have the same details, you can use Rapid Assign to assign multiple people to projects, without entering the details each time.

Things to Consider

• Required User Permissions:
  • To create a workforce assignment, 'Read Only' level permissions or higher on the Workforce Planning tool and 'Admin' level permissions within the Workforce Planning tool. See Create Permissions Templates for Workforce Planning.
    OR
    'Read Only' level permissions or higher on the Workforce Planning tool with the 'Create/Edit/Delete Assignments' granular permission within the Workforce Planning tool. See Create Permissions Templates for Workforce Planning.
  • To send assignment alerts to assignees when making assignments, 'Read Only' level permissions or higher on the Workforce Planning tool and 'Admin' level permissions within the Workforce Planning tool. See Create Permissions Templates for Workforce Planning.
    OR
    'Read Only' level permissions or higher on the Workforce Planning tool with the 'Create/Edit/Delete Alerts' granular permission within the Workforce Planning tool. See What is an assignment alert in Workforce Planning?
• Additional Information
  • You can manage user visibility of assignments with assignment request statuses. See Configure Assignment Request Statuses for Workforce Planning.

Prerequisites

• If you are adding information for the following, you need to configure settings in advance:
  • 'Category' or 'Subcategory'. See Configure Project Categories for Workforce Planning.
  • 'Job Title'. See Configure Job Titles for Workforce Planning.
  • 'Status'. See Configure Assignment and Request Statuses for Workforce Planning.
  • 'Tags'. See Configure Tags for Workforce Planning.
  • 'Custom Fields'. See Configure Custom Fields for Workforce Planning.
• If sending assignment alerts, set up the following:
  • Configure Default Assignment Alerts
    OR
  • Create Custom Assignment Alerts for Projects

Steps

1. Navigate to the Company level Workforce Planning tool.
2. Click Assignments and select Boards.
3. Click the Rapid Assign  icon. 
4. Configure the details for the assignments:
   Note: Fields marked with an asterisk (*) are required.
   1. Start Day*. Enter the date the work assignment starts.
   2. End Day*. Enter the date the work assignment ends.
      • Date. Enter the specific end date for the assignment.
        OR
      • Weeks. Enter how many weeks the assignment is for.
        OR
      • TBD. If the assignment does not yet have a specific end date.
   3. Allocation Type. Select whether the Allocation Type is in Work Hours of Percent. See What is a Workforce Allocation Type?
      • Assignment Times*
        • Project Defaults. Select if you want to use the default working hours for the project. See Edit Project Details in Workforce Planning.
        • Custom. If you select 'Custom', enter the custom Start Time and End Time.
      • Percent*. If you selected 'Percent', enter the percent allocated to the assignment
   4. Working Days*. Enter the working days needed for the Assignment.
   5. Status. Select the assignment status. See Configure Assignment and Request Statuses for Workforce Planning.
   6. Assignment Alerts. Choose Send Instantly, Save as Draft, Programme or Don't Send. See What is an assignment alert in Workforce Planning?
5. Click Activate.
6. From the 'Resource Bench', use a drag-and-drop operation to move the assignee's name to the project. See What is the 'resource bench' in Workforce Planning?
   Note: All Assignments created while Rapid Assign is active will automatically default to the assignment details set above.
7. When you finish making assignments, click the Rapid Assign  icon.
8. Click Deactivate to turn off rapid assign.

See Also

• Create a Workforce Assignment