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Managing User Assignments

You can manage user assignments as part of the resource scheduling functionality in Workfront. You can manage user assignments from either the Scheduling tab (when scheduling resources for multiple projects), from the Staffing tab (when scheduling resources for a single project), or from the Working On tab (when scheduling resources for a team). Before you begin managing user assignments as described in this section, become familiar with how resource scheduling works in Workfront, as described in "Getting Started with Resource Scheduling."

To successfully manage user assignments as described in this section, you must first ensure that you, your projects, and your tasks and issues meet the prerequisites described in "Prerequisites" in "Getting Started with Resource Scheduling."

The following sections describe how to modify user assignments for a single task or issue, or make assignment changes across multiple tasks.

Assigning Unassigned Tasks or Issues to Users

The scheduling timeline provides the needed visibility into which users are capable of completing the task or issue. (For more information about the scheduling timeline, see "Understanding the Scheduling Area" in "Getting Started with Resource Scheduling."

You can assign individual tasks and issues to users on the scheduling timeline whether you are on the Scheduling tab (when scheduling resources for multiple projects), the Staffing tab (when scheduling resources for a single project), or the Working On tab (when scheduling resources for a team).

Understanding What Is Displayed in the Unassigned Area

The information displayed in the Unassigned area at the top of the scheduling timeline differs depending on the area of Workfront where you are using resource scheduling (either from the Scheduling tab (when scheduling resources for multiple projects), the Staffing tab (when scheduling resources for a single project), or the Working On tab (when scheduling resources for a team)).

For more information, see "Unassigned Area" in "Getting Started with Resource Scheduling."

Assigning Unassigned Tasks and Issues

Depending on the area of Workfront where you are viewing the scheduling timeline, only some users might be eligible to be assigned work. For more information, see "Understanding What Is Displayed in the Unassigned Area."

To assign unassigned tasks or issues to users on the scheduling timeline:

  1. Navigate to the scheduling timeline for multiple projects, for an individual project, or for a team:
    • For multiple projects: Click People in the Global Navigation Bar, then click the Scheduling tab.
    • For an individual project: Navigate to the project where you want to configure issues, then click the Staffing tab (the Staffing tab might be located under the More menu), then ensure that the Team Scheduling tab is selected.
    • For a team: Click People in the Global Navigation Bar, click the Teams tab, select the team from the drop-down menu, then click the Working On sub-tab.
      scheduling_contours.png
  2. (Optional) Create a filter to customize what content is displayed on the scheduling timeline, as described in "Creating a Filter" in "Filtering Content When Scheduling Resources."
    For example, for issues to be displayed on the scheduling timeline, you must create a filter.
  3. (Optional) Modify the date range that is displayed on the scheduling timeline, as described in "Adjusting the Date Range for Which Data Is Displayed" in "Getting Started with Resource Scheduling."
  4. Do either of the following to assign an unassigned task or issue:
    • Drag the task or issue to the row of the user you want to assign. 
      A maximum of 10 tasks per day are displayed for a given user. You can expand the list to view all tasks currently assigned to that user. (After making assignments on the scheduling timeline, more than 10 tasks might be temporarily displayed.)
      As you drag an item, the following information is displayed prior to releasing the task or issue and completing the assignment:
      • A drop indicator is displayed in the row of the user. This enables you to see where an item is being assigned prior to making the assignment.
      • If user allocations are enabled on the scheduling timeline, the red over-allocation indicators are displayed if completing the assignment will result in the user being over-allocated.
        For more information about over-allocation indicators, see "Understanding Allocation Indicators."
      • Users who are not eligible to receive the assignment are dimmed.
    • Expand the task or issue you want to assign, click the drop-down arrow in the Assignments field, begin typing the name of the user you want to assign, then click the user's name in the drop-down list.
      schedule_task_expanded.png
  5. (Conditional) After assigning an unassigned task or issue to a user, you might want to adjust the existing assignments for tasks and issues among the users on the scheduling timeline. When scheduling resources for projects (on the Scheduling tab), only users that have the same job role can receive the assignment.
    To re-assign a task or issue to another user, drag the task from the row of one user to the row of another user.
  6. (Optional) Configure the number of hours each assigned user is allocated to the task or issue, as described in "Managing User Allocations." 

Managing User Assignments for Multiple Tasks

NOTE This section applies only when scheduling resources for multiple projects (from the Scheduling tab) or for a single project (from the Staffing tab); you cannot manage user assignments for multiple tasks as described in this section when scheduling resources for a team (from the Working On tab).

You can quickly manage user assignments for multiple tasks across one or more projects with the Swap tool (changes are then reflected on the scheduling timeline).

You can assign a user to all tasks currently assigned to a job role, swap user assignments between users, or unassign a user from all tasks.

For example:

  • A resource manager is responsible for making user assignments on a new project. The project was originally created as a template and job roles are already assigned to the various tasks within the project. The resource manager wants to assign a specific user to all tasks that are currently assigned to a job role.
  • 45 tasks across 3 different projects are assigned to Jackie Simms. Jackie leaves the organization, and now the resource manager needs to reassign her tasks to another user. 

NOTE Consider the following limitations when managing user assignments for multiple tasks:

  • When scheduling resources for multiple projects (from the Scheduling tab), the projects you are managing must be in one of the following statuses (or a status that equates with one of these statuses): Planning, Current, or Approved. For more information about project statuses, see "Creating and Customizing Statuses."
    When scheduling resources for a single project (from the Staffing tab), the project status does not affect the availability of this functionality.
  • You can make resourcing changes for users with the following licenses: Plan, Work, and Review. You cannot make resourcing changes for users with a Request license.

To manage user assignments for one or more projects for which you are the resource manager:

  1. Navigate to the scheduling timeline for multiple projects or for an individual project:
    • For multiple projects: Click People in the Global Navigation Bar, then click the Scheduling tab.
    • For an individual project: Navigate to the project where you want to configure issues, then click the Staffing tab (the Staffing tab might be located under the More menu), then ensure that the Team Scheduling tab is selected.
  2. Click the Scheduling tab, then click Swap.
  3. (Conditional) If you are swapping users across multiple projects (from the Scheduling tab), you can specify the projects you want to include in the Select Project field.
    Begin typing the name of the project where you want to make assignment changes, then click the name when it appears in the drop-down list. Or, click the drop-down arrow to choose from a list of projects.
    Repeat this process to make assignment changes across multiple projects.
    NOTE Projects are available to select only if:
    • You are designated as the resource manager on the project
      For more information, see "Designating Resource Managers."
    • The project is in one of the following statuses (or a status that equates with one of these statuses): Planning, Current, or Approved
      For more information about project statuses, see "Creating and Customizing Statuses."
    • You are a user with a Plan license
  4. (Conditional) If you are swapping users in a single project (from the Staffing tab), the Select Project field cannot be modified. This field always contains the name of the project you are viewing.
  5. Continue with any of the following sections:

Assigning a User

You can assign a user to all tasks currently assigned to a specific role within the selected projects.

When you assign a user in this way, the user is not assigned to the following types of tasks:

  • Assignments on tasks that are already assigned to a user
  • Tasks that are Complete

To assign a user to tasks throughout the selected projects:

  1. Select Assign User in the Select Action section.
  2. In the Select Role field, click the drop-down arrow to choose from a list of roles. Only roles currently assigned to tasks within the specified projects are displayed.
    When you assign a user, the user replaces the roles that you select here.
  3. In the Select User to Assign field, click the drop-down arrow to choose from a list of users. Users are available to select only if they have the selected role assigned to them in their user settings (either as the Primary Role or an Other Role).
  4. Click Assign.
    You can make a maximum of 1,000 assignments in a single action. If the selections you make will make more than 1,000 assignment changes, you must re-adjust your selections and try again.

Swapping a User

You can swap a user's task assignments with the task assignments of another user in the selected projects.

When you swap a user's task assignments as described in this section, any assignments that are already marked Complete are not swapped.

To swap a user's task assignments with the task assignments of another user:

  1. Select Swap User in the Select Action section.
  2. In the Select User field, click the drop-down arrow to choose from a list of users (or begin typing the name of the user you want to swap, then click the name when it appears in the drop-down list).
    Users are displayed only when they are assigned to one or more uncompleted tasks within the specified projects.
  3. (Conditional) The Select a Role field is displayed only when the user you selected is assigned to multiple tasks with differing roles. (To view the job role set on the task for a user, see the Assignee's Role column in the Advanced Assignment dialog box on the task, as described in "Creating Advanced Assignments.")
    In the Select a Role field, select the role to determine the type of tasks you want to swap. Only the tasks for which the user is assigned with this role will be assigned to the new user.
    For example, Hanna Marin is assigned to 5 tasks on the project. On 2 of the tasks her job role is defined as an "Engineer." On the remaining 3 of her tasks her job role is defined as a "Designer." If you select Designer in the Select Role field, this means you want to change the assignments on all 3 of Hanna's tasks where her job role is defined as a "Designer." The 2 tasks where her job role is defined as an "Engineer" will remain unchanged. 
  4. In the Select User to Assign field, click the drop-down arrow to choose from a list of users. Users are available to assign only if their roles (as defined in their user settings) match the roles of the work assigned to the user you are replacing.
    If the user you are replacing is assigned in multiple roles on tasks in the selected projects, and you select more than one role in the Select a Role field, the Select User to Assign field shows only users who have all of the specified roles.
  5. Click Swap.
    You can make a maximum of 1,000 assignments in a single action. If the selections you make will make more than 1,000 assignment changes, you must re-adjust your selections and try again.

Unassigning a User

You can unassign a user from all tasks the user is assigned to in the selected projects. When you unassign a user, any tasks that were assigned to that user are reverted to the assignment state before the user was assigned.

If a user has a primary role defined in the system and you unassign the user, the task is automatically assigned to the user's primary role when you unassign the user. Or it is assigned to the role it was assigned to prior to the user being assigned.

If a user does not have a primary role defined in the system and you unassign the user, the task goes into an unassigned state when you unassign the user.

Tasks marked Complete cannot be unassigned.

To unassign a user from tasks throughout the selected projects:

  1. Select Unassign User in the Select Action section.
  2. In the Select User field, click the drop-down arrow to choose from a list of users (or begin typing the name of the user you want to swap, then click the name when it appears in the drop-down list). You can unassign only one user at a time.
  3. (Conditional) The Select a Role field is displayed only when the user you selected is assigned to multiple tasks with differing roles. (To view what job role is set on the task for a user, see the Assignee's Role column in the Advanced Assignment dialog box on the task, as described in "Creating Advanced Assignments.")
    In the Select a Role field, select the role to determine the type of tasks you want to unassign. Only the tasks where the user is assigned with this role will be unassigned.
    For example, Hanna Marin is assigned to 5 tasks on a project. On 2 tasks, her job role is defined as an Engineer. On the remaining 3 of her tasks her job role is defined as a Designer. If you select Designer in the Select Role field, this means that you want to unassign Hanna on all 3 of her tasks where her job role is defined as a Designer. The 2 tasks where her job role is defined as an Engineer will remain unchanged.
  4. Click Unassign.
    You can make a maximum of 1,000 assignments in a single action. If the selections you make will make more than 1,000 assignment changes, you must re-adjust your selections and try again.