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  • How To Add Users (Resources) to Tasks

    You can add resources to tasks from the schedule page of your project. Click Projects in the main menu, search for your project, then click the Schedule link next to Quick Links. Looking at the Schedule View page, you will see a column with an icon of a person in the heading. This is the User Assignments column. Click the Set link for the desired task in this column (if the task already has resources assigned to it, you will see the number of assigned resources rather than a Set link). This will display the Assign Members to Task pop-up window which is used to assign resources to tasks. Simply click the checkbox in the Assign column for the resources you wish to assign to the task and click the Save Changes button.

    Note that it is not possible to assign resources to a task that has subtasks if this task is synchronized with its subtasks. If you have a task with subtasks, the Schedule View page will have a plus icon in the Sub column. Use this icon to expand the task and display its subtasks. The Assign Members to Task pop-up window will show a summary of resource assignment information for a task that is synchronized with its subtasks. A synchronized task is one that acts as a shell, description, or summary of the information contained in its subtasks.

    When assigning resources, you will notice that a work type can be selected. The Work Type is a mandatory field when assigning a resource to a task. It represents the type of work, or type of project related activity that the resource will be assigned to do on a particular task. For example, project management, programming, and editing could be work types. While assigning a resource you have the option of entering Estimated Hours. Estimated Hours is not a mandatory field.

    You can track resource availability using the Avail. column in the Assign Members to Task pop-up window. This column shows you the number of hours each resource has available in their schedule over the duration of the task. Available hours are also expressed as a percentage of the resource’s total standard working hours over the duration of the task. If a resource is already over-allocated, the number of hours will be displayed as a negative number.

    The resource calendar is also a useful aid to inform your decisions about resource assignments to tasks. Clicking the calendar icon beside the user name displays a pop-up window showing other task assignments the resource has during the same time period. You can view several months simultaneously in separate pop-up windows to see a long-term view of the resource’s workload. In the calendar, colored bars represent projects. Hover over the colored bars with the mouse pointer to see the names of the tasks. Vacation days, sick days and holidays also appear in this calendar.

    The yellow arrows in the upper right part of the Assign Members to Task pop-up window can be used to save changes to resource assignments to the current task and move to the next task. The arrows are equivalent to clicking the Save Changes button. In fact if you use the arrows, you only need to use the Save Changes Button just before closing the pop-up window.

    Close the pop-up window by clicking the Close link that you see to the lower left. Closing the window with the Close link or icon will refresh the main schedule page and show you the number of people that have been assigned to the tasks. The numbers appear in the user assignments column. If you need to see the names of the resources select the Resource View option from the Filter Schedule By drop-down menu. To return to the standard or default view of the schedule select Production View (default) from the Filter Schedule By menu.

    See related video: Adding Users to Tasks