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Getting Started with Resource Scheduling

The highlighted information on this page refers to functionality not yet generally available. It is available only in the Preview Sandbox environment.

Resource scheduling functionality in Workfront enables you to more easily assign tasks and issues to the appropriate users. It provides visibility into which users are capable of completing the task or issue, taking into consideration both the job role and the availability of the user. 

The following sections provide more detail about resource scheduling functionality in Workfront:

Prerequisites

To successfully use resource scheduling functionality in Workfront, you must first ensure that you, your projects, and your tasks and issues meet the following prerequisites:

User Prerequisites

You can use the resource scheduling tools available 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) when each of the following conditions are met:

When scheduling resources as the resource manager (from the Scheduling tab):

  • You are designated as a resource manager for the projects for which you want to manage resources.
    For more information about designating resource managers for a project, see "Designating Resource Managers."
  • You are a user with a Plan license.

Users are displayed on the scheduling timeline only when the following conditions are met:

  • Users have a job role defined in the system (either the primary job role or a secondary job role), and that job role matches the job role assigned to a task or issue that is currently visible in the Unassigned area on the scheduling timeline.

When scheduling resources as a member of the project team (from the Staffing tab in a project):

  • You are a member of the project team
    [! Any other prerequisites?]

When scheduling resources as a team member (from the Working On tab):

  • You are a member of the team
    All members of the team are displayed on the scheduling timeline. Tasks and issues that are assigned to the team and not assigned to a user are displayed in the Unassigned area. Task and issues that are assigned to the team and to a user on the team are displayed in the row of the user to whom they are assigned.

Project Prerequisites

The project prerequisites described in this section apply only when scheduling resources as the resource manager from the scheduling timeline.

The projects you are managing must be in one of the following statuses (or a status that equates with one of these statuses) in order for work items from those projects to be displayed on the scheduling timeline: Planning, Current, or Approved. By default, only projects in the Current status are displayed.
For more information about project statuses, see "Creating and Customizing Statuses."

[! I assume this doesn't apply when using the Staffing tab on a single project? The project can be in whatever status?]

Task and Issue Prerequisites

In order to be most effective when using the resource scheduling tools in Workfront, ensure that tasks and issues in your system have the following criteria defined:

  • Durations
  • Planned Start Dates
  • Planned Hours 
    Planned hours are required in order to modify user allocations, as described in "Managing User Allocations")
  • Role Assignments

Understanding the Scheduling Area

The following sections describe where you can access the scheduling area within Workfront, as well as the functionality available in the scheduling area.

Workfront Areas that Allow the Scheduling of Resources

You can schedule resources in the following areas in Workfront:

  • For any projects for which you are the resource manager (from the Scheduling tab)
    The Scheduling area in Workfront enables resource managers to make resourcing assignments across multiple projects.
    resource_scheduling_schedulingtab.png
  • For an individual project when you are a member of the project team (from the Staffing tab in a project)
    The Team Scheduling tab within a project enables members of the project team to assign work from the project to users on the project team.
    scheduling_team_scheduling.png
  • For an individual team you are a member of (from the Working On tab in the team)
    The Working On tab in a team enables team members to assign work already assigned to the team from multiple projects to individual team members.
    resource_scheduling_workingontab.png

Functionality Available in the Scheduling Area

The scheduling area displays tasks and issues and current resourcing assignments.
resource_scheduling_overview.png

Filter and Swap Tools

Filter tool: Enables you to filter the content that is displayed on the scheduling timeline. For more information about using the Filter tool, see "Filtering Content When Scheduling Resources."

Swap tool: (Available only when scheduling resources for projects from the Scheduling tab or Staffing tab) Enables you to quickly assign, swap, or unassign users to tasks across multiple projects. For more information, see "Managing User Assignments."

Date Selection

You can adjust the date range for which data is displayed on the scheduling timeline. By default, the date range is 2 weeks (14 consecutive days, including weekends) starting on the current day. For more information, see "Adjusting the Date Range for Which Data Is Displayed."

Unassigned Area

When scheduling resources as the resource manager (from the Scheduling tab):

The Unassigned area on the scheduling timeline displays only those tasks and issues that meet all the following criteria:

  • Not assigned to a user.
  • Not assigned to a team.
    If the task or issue is assigned to a team, it is still displayed in the Unassigned area if the task or issue is also assigned to a role in addition to the team assignment.
    If tasks or issues have additional job role assignments that are not being fulfilled by a user, they are also displayed.
    For example, a task is assigned to 3 job roles: Designer, Product Manager, and Developer. You assign this task to User A who has a Designer job role, and to User B who has a Product Manager job role. In this scenario, the task is still visible in the Unassigned area on the scheduling timeline, because the Developer job role is not assigned to a user.

When scheduling resources as a member of the project team (from the Staffing tab in a project):

The Unassigned area at the top of the scheduling timeline displays tasks and issues that meet the following criteria:

  • Associated with the project but not assigned to any users on the project team.
    Tasks that are associated with the project and are assigned to a user on the project team are displayed in the row of the user to whom the tasks are assigned. 
  • Associated with the project but assigned to a member who is not on the project team. [! Is it even possible to have the task assigned to a member who is not part of the project team? If so, then would this end up in the Unassigned area?]

When scheduling resources as a team member (from the Working On tab):

The Unassigned area at the top of the scheduling timeline displays tasks and issues that meet the following criteria:

  • Assigned to the team and to no other users on the team.
    Tasks that are assigned both to the team and to a user on the team are displayed in the row of the user to whom the tasks are assigned. 
  • Assigned both to the team and to a user who is not a member of the team.

Users and Roles

When scheduling resources as the resource manager (from the Scheduling tab):

Any users who are eligible to be assigned one of the unassigned tasks are located below the Unassigned area. Users are available on the scheduling timeline to be assigned a task or issue in the following circumstances:

  • Users are displayed on the scheduling timeline only when the users have a job role defined in the system (either the primary job role or a secondary job role), and that job role matches the job role assigned to a task or issue that is currently visible in the Unassigned area on the scheduling timeline.
    A user and the user's assigned tasks can appear multiple times on the scheduling timeline if the user has multiple job roles designated in the Workfront system.
    Users remain on the scheduling timeline after they are assigned a task or issue, even if there are no remaining tasks or issues that have a matching role assignment. This allows you to make any necessary changes after they are assigned.
    If the task is not assigned to a job role, all users that meet the filter requirements are displayed. (For more information about the filter, see "Filtering Content When Scheduling Resources.")
  • They have been designated in the Users field in the Filter tab.
    (For more information about the filter, see "Filtering Content When Scheduling Resources.")
    When scheduling resources for a team (on the Working On tab), the team assignment is also shown.

Any other tasks or issues assigned to those users are also displayed on the timeline.

You can see the level in which users are allocated on a given day, as described in "Managing User Allocations." (Tasks that you do not have Contribute rights to on the scheduling timeline are shown as a gray bar.)

When scheduling resources as a member of the project team (from the Staffing tab in a project):

Each member of the team is always displayed on the scheduling timeline, regardless of the job role assignments of the users and the role assignments of the tasks in the Unassigned area.

If a user has multiple job roles defined in the system, the user appears multiple times on the scheduling timeline when either of the following criteria are met:

  • There are tasks or issues displayed in the Unassigned area that are assigned to the job roles that are associated with the user.
  • There are tasks or issues on the project that have assigned job roles, and those tasks or issues are assigned to a user who has that job role defined in the system. 

When scheduling resources as a team member (from the Working On tab):

Each member of the team is always displayed on the scheduling timeline, regardless of the job role assignments of the users and the role assignments of the tasks in the Unassigned area.

Users and their assigned tasks are organized either alphabetically or grouped by job role on the scheduling timeline. (When grouped by job role, a user and the user's assigned tasks can appear multiple times on the scheduling timeline if the user has multiple job roles designated in the Workfront system.)

You can see the level in which users are allocated on a given day, as described in "Managing User Allocations." (Tasks that you do not have Contribute rights to on the scheduling timeline are shown as a gray bar.)

Scheduling Timeline

Default content: By default, all tasks that meet the requirements defined in "Task and Issue Prerequisites" on all projects with the status of Current are displayed on the scheduling timeline. [! true for teams? - Yes, but really we're focusing on tasks, and the team assignment.]

To customize what is displayed on the scheduling timeline, including showing issues and projects with a different status, use the filter, as described in "Filtering Content When Scheduling Resources."

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.

Parent tasks: Whether parent tasks are displayed on the timeline depends on how the Summary Completion Mode is configured for the project. For more information, see "Configuring Whether Parent Tasks Are Displayed on the Scheduling Timeline."

[! True for Staffing? I don't see the option in Settings to configure this when set to Manual. For the Staffing tab, does it only matter what the Summary Completion Mode setting is on the project as far as whether parent tasks are displayed?]

Color-coding: Tasks and issues on the scheduling timeline are color-coded according to the project they belong to. You cannot customize the color that is associated with a specific project.

When scheduling work for teams (from the Staffing tab), colors are used only if the Show All User Tasks option is enabled. For more information, see "Configuring Whether All User Tasks Are Displayed on the Scheduling Timeline."

Task durations: Task durations are represented on the timeline for each task (the task physically spans across the number of days equal to the duration). You cannot adjust the task duration from the scheduling timeline. 

Time off: Time off is represented on the scheduling timeline by a gray indicator in the column on the day for which time off is scheduled for a given user.
Time off is configured for each user based on the user's personal time-off calendar. (For more information about the personal time-off calendar, see "Understanding Personal Time.") If a user does not have personal time off defined in the system, time off is represented on the scheduling timeline based on the default schedule. (For more information about the default schedule, see "Creating Default Schedules.")

Weekends: Weekends are represented on the scheduling timeline as light gray shading on Saturdays and Sundays. Days of the week that are set as weekends on the scheduling timeline are not configurable. You can schedule users for work on weekends.

Configuring Issues to Display on the Scheduling Timeline

You can configure issues to be displayed in addition to tasks on the scheduling timeline.
When scheduling resources on the team Working On calendar, issues are displayed by default in addition to tasks. When scheduling resources for projects, only tasks are displayed by default.

  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.
  2. Click the Settings icon on the scheduling timeline.
    scheduling_settings_icon.png
  3. On the Resource Scheduling Settings dialog box, enable the Show Issues option.
    resource_settings_dialog_new.png
  4. Click Save

Configuring Completed Work to Display on the Scheduling Timeline

You can configure the scheduling timeline to display work that has already been marked as Complete. By default, completed work is not displayed 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.
  2. Click the Settings icon on the scheduling timeline.
    scheduling_settings_icon.png
  3. On the Resource Scheduling Settings dialog box, enable the Show Completed Work option.
    resource_settings_dialog_new.png
  4. Click Save
    Completed work is displayed with a checkmark in the upper-right corner of the work item.
    scheduling_work_complete.png

Configuring Project Names to Display on the Scheduling Timeline 

You can configure the project name to display on each task and issue on the scheduling timeline. This allows users viewing the scheduling timeline to quickly see the name of the project where the task or issue resides.

When you enable project names to display, each task and issue consumes more vertical space on the scheduling timeline, resulting in fewer tasks and issues displaying in a single view.

By default, project names are not displayed on tasks and issues on the scheduling timeline.

To display project names on tasks and issues on the scheduling timeline:

  1. Click People in the Global Navigation Bar.
  2. For projects: Click the Scheduling tab.
    For teams: Click the Teams tab, then click the Working On sub-tab.
  3. Click the Settings icon on the scheduling timeline.
    scheduling_settings_icon.png
  4. On the Resource Scheduling Settings dialog box, enable the option, Show Project Names.
    resourcescheduling_settings_dialog.png
  5. Click Save.
    Each task and issue on the scheduling timeline displays the name of the project where the task or issue resides.
    resourcescheduling_projectnames.png

Configuring Projected Dates to Display on the Scheduling Timeline

By default, Planned Dates are used on the scheduling timeline. Alternatively, you can configure the scheduling timeline to use Projected Dates.

Consider the following information about Planned and Projected Dates:

NOTE When using Projected Dates on the scheduling timeline, user allocation information cannot be displayed. (For more information about user allocations, see "Managing User Allocations.")

To configure the scheduling timeline to display tasks and issues according to Projected Dates: 

  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.
  2. Click the Settings icon on the scheduling timeline.
    scheduling_settings_icon.png
  3. On the Resource Scheduling Settings dialog box, disable the Use Planned instead of Projected Dates option.
  4. Click Save.

Configuring How Users Are Displayed on the Scheduling Timeline

NOTE This section applies only when scheduling resources for teams (from the Working On tab). When scheduling resources for multiple projects (from the Scheduling tab) or for a single project (from the Staffing tab), users cannot be displayed alphabetically; they are always organized by role. 

When scheduling resources for a team, you can configure users to be displayed on the scheduling timeline either alphabetically or by role. By default, users are displayed alphabetically (roles are not displayed).

  1. Click the Teams tab, then click the Working On sub-tab.
  2. Click the Settings icon on the scheduling timeline.
    resource_scheduling_workingontab.png
  3. On the Working On Calendar Settings dialog box, select whether to enable the Group by Role option.
    When this option is disabled, users are displayed in alphabetical order, and roles are not shown on the scheduling timeline.
    When this option is enabled, roles are displayed on the scheduling timeline, and users are grouped within their respective role. If a given user has multiple roles defined in the system, that user appears multiple times on the scheduling timeline, beneath each appropriate role.
    scheduling_teams_settings.png
  4. Click Save.

Configuring Whether Parent Tasks Are Displayed on the Scheduling Timeline

NOTE This option applies only when scheduling resources for multiple projects (from the Scheduling tab). When scheduling resources for individual projects (from the Staffing tab)[! true?] or teams (from the Working On tab), parent tasks are always shown. [! true?] 

To configure whether parent tasks display on the scheduling timeline:

  1. Configure the Summary Completion Mode field on each project that is represented on the scheduling timeline. (For more information about configuring the Summary Completion Mode field for each project, see "Settings" in "Editing Projects.")
    You can select from the following options on each project:
    • Manual: If you select this option on a specific project, you can use the Settings area in the scheduling timeline to configure whether parent tasks from the project are displayed on the scheduling timeline. This option is described in a later step.
      Selecting this option ensures that planned hours for parent tasks and child tasks are separate. This allows both parent and child tasks to be displayed on the scheduling timeline. 
    • Automatic: If you select this option on a specific project, parent tasks from the project cannot be configured to display on the scheduling timeline.
      Selecting this option ensures that planned hours of child tasks roll up to the parent task.
  2. Click People in the Global Navigation Bar.
  3. Click the Scheduling tab.
  4. Click the Settings icon on the scheduling timeline.
    scheduling_settings_icon.png
  5. In the Resource Scheduling Settings dialog box, select whether to enable the option, Show Parent Tasks with Manual Completion Mode.
    When this option is enabled, parent tasks from all projects where the Summary Completion Mode is set to Manual are displayed, as described in Step 1. This option is enabled by default.
    resourcescheduling_settings_dialog.png
  6. Click Save.

Configuring Whether All User Tasks Are Displayed on the Scheduling Timeline

NOTE This option applies only when scheduling resources for individual projects (from the Staffing tab). This option is not available when scheduling resources for multiple projects (from the Scheduling tab) or for teams (from the Working On tab). 

To configure whether all tasks assigned to each user (not just the tasks associated with the project you are viewing) are displayed on the scheduling timeline:

  1. Navigate to the project where you want to configure the scheduling timeline to display all tasks assigned to each user.
  2. Click the Staffing tab (the Staffing tab might be located under the More menu), then ensure that the Team Scheduling tab is selected.
  3. Click the Settings icon on the scheduling timeline.
    scheduling_settings_icon.png
  4. In the Team Scheduling Settings dialog box, select whether to enable the option, Show All User Tasks.
    When this option is enabled, all tasks assigned to each user are displayed on the scheduling timeline, regardless of the project where the tasks are located.
    This option is enabled by default. [! true?]
    scheduling_staffing_settings.png
  5. Click Save.

Viewing the Scheduling Timeline in Full-Screen Mode

You can view the scheduling timeline in full-screen mode, allowing you to see more information in a single view. When viewing the scheduling timeline in full-screen mode, the scheduling timeline occupies the entire screen; all other information is hidden (including any team or project information, the Global Navigation Bar, and browser information).

To view the scheduling timeline in full-screen mode:

  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 a project, 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.
  2. Click the Full-Screen icon, located in the upper-right corner of the scheduling timeline.
    scheduling_fullscreen_enter.png
    The scheduling timeline is displayed in full-screen mode.
  3. (Optional) To exit full-screen mode, do either of the following:
    • Click the Full-Screen icon.
    • Press the Esc key. 

Viewing Resource Assignments and Details

You can view the current resourcing assignments and other details about individual tasks and issues 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.
  2. (Optional) To customize what content is displayed on the scheduling timeline, create a filter, as described in "Creating a Filter" in "Filtering Content When Scheduling Resources."
  3. Expand a task or issue to view the following information:
    Project: The name and link to the project where the task resides.
    Dates: The Start on and Due On dates associated with the task.
    Planned Hours: The number of Planned Hours associated with the task.
    Planned Hours are displayed only if the task is assigned to a user or job role.
    Predecessor icon: Any predecessors associated with the task. (The predecessor icon is displayed only if there are predecessors associated with the task.)
    Assignments: Any user or job role assignments associated with the task. Job role assignments are displayed in parenthesis next to the user assignment.
    Team assignments are not displayed.
    If you have Contribute access to the task or issue, you can modify the hours for which users are allocated on each day within the task or issue duration. For more information about modifying user allocations, see "Managing User Allocations."

Minimizing Tasks and Issues on the Scheduling Timeline

Minimizing tasks and issues allows you to view user assignments for a larger number of users on a single screen. 

When tasks and issues are minimized, you can:

  • View task duration
  • View project color
  • Assign tasks from the Unassigned area to users on the scheduling timeline

When tasks and issues are minimized, you cannot:

  • View task names
  • Drag tasks that are already assigned to a user and reassign them
  • Expand tasks to view details

When you minimize tasks and issues in the Unassigned area, they disappear from the view and the Unassigned area appears empty.

All tasks and issues on the scheduling timeline are expanded by default. When you minimize tasks and issues as described in this section, those changes are displayed only for you. Tasks and issues remain minimized until you expand them or until you end your browser session. (Refreshing the page does not revert minimized tasks and issues to an expanded state.)

On the scheduling timeline, you can minimize tasks and issues that are displayed for individual users, for job roles, or for all users.

Minimizing Tasks and Issues for Individual Users

  1. Click the caret next to the user on the scheduling timeline whose tasks and issues you want to minimize.
    scheduling_minimize_user.png
    Tasks and issues for that user are minimized.
    scheduling_minimize_user_minimized.png

Minimizing Tasks and Issues for a Job Role

You can minimize tasks and issues for all users that are associated with a specific job role.

  1. Click the caret next to the job role on the scheduling timeline that contains the users whose tasks and issues you want to minimize. 
    scheduling_minimize_group.png
    Tasks and issues assigned to users in that job role are minimized.
    scheduling_minimize_group_minimized.png

Minimizing Tasks and Issues for All Users

  1. Click Collapse All at the top of the Users and Roles area.
    resourcescheduling_collapseall.png
    Or
    Click the caret next to any user or job role on the scheduling timeline while holding the Shift key.
    Tasks and issues for all users are minimized.
    scheduling_minimized_all.png

Adjusting the Date Range of the Scheduling Timeline

By default, 14 consecutive days (including weekends) are displayed on the scheduling timeline, beginning with the current day. 

Use any of the following options to modify the date range for which data is displayed on the scheduling timeline:

  • Date Range Options: Click the current date range, then select the number of weeks to display on the timeline. You can display Day (single day), 1 week (7 days), 2 weeks (14 days), 3 weeks (21 days), 4 weeks (28 days), or 6 weeks (42 days).

    Consider the following when adjusting the date range of the scheduling timeline:

    • The date range options you select are preserved the next time you visit the scheduling timeline. [! Not sure if this is going to apply to all 3 scheduling areas...]
    • When viewing the scheduling timeline in the Day view, user allocations are not displayed.
      resource_daterange_zoom.png

  • Calendar: Click the current date range, then click the day prior to or after the current day. The time between the current day and the selected day is the new range.
    resource_daterange.png
  • Today: Click this option to display the current day. The current day is then displayed on the far left of the date range.
    Click the left and right arrows to view past or future dates.
    resource_daterange_today.png
  • Drag-and-drop of the date range: Drag the date range at the top of the scheduling timeline.
    resourcescheduling_daterange.png

Filtering the Scheduling Timeline

 You can define what is displayed on the scheduling timeline by creating a filter. For more information, see "Filtering Content When Scheduling Resources."

Modifying User Assignments

You can modify user assignments from the Scheduling tab (when scheduling resources for projects) either by using the swap tool or by modifying tasks and issues directly from the scheduling timeline. You can modify user assignments from the Working On tab (when scheduling resources for teams) by modifying tasks and issues directly from the scheduling timeline.

For more information, see "Managing User Assignments."

Modifying User Allocations

You can determine how the planned hours for a task or issue are allocated to users. Planned hours can be divided in the following ways:

  • Among users who are assigned to the task or issue.
  • Across the duration of the task or issue.

For more information, see "Managing User Allocations."