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Add, edit, or delete resource and role assignments to activities

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Where can I do this?

If you have the required privilege, you can add, edit, or delete resource and role assignments on the Projects > Activities page or in the Assignments dialog box, which displays by right-clicking in the Gantt chart or Activity Table and selecting Edit Assignments.

When you click on an activity name in a portlet, its corresponding details page displays. You can also access Activity Resource Details directly from the Activities page.

To display the Activities page, open the project or group of projects you want to work with in the Projects section, then click Activities on the Projects toolbar or right-click in the Activity Table and select to edit an activity detail from the list of options.

I want to

Options for activity-level resource planning

Because project management practices vary among organizations, P6 Web Access offers several options for identifying activity resource assignments. You can

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Manage resource and role assignments in the Activity Table

To assign resources to activities
Tip: See Add, edit, or delete assignments to activities for instructions on adding resource and role assignments to activities using a right-click menu.
  1. In the Activity Table, right-click row for the activity to which you want to assign a resource.
  2. Select Assignments Assignments.
  3. In the Assignments dialog box, click Assign a Resource Assign a Resource.
  4. In the Select Resource dialog box, expand the tree and select the resource you want to assign.
  5. Click Assign. Repeat this step for each resource you want to assign to the selected activity.
  6. When you have finished assigning resources, click Close.
Tip: When you assign a resource to an activity that does not have any resource assignments, the resource is identified as the primary resource. If you subsequently assign more resources to the same activity, you can change the primary resource assignment for the activity, if necessary.

Resource assignments to activities are displayed in the Resource Names column of the Activity Table. If the Resource Names column is not displayed in the Activity Table, click Customize Activity View on the Activities toolbar to customize the view to add it. Resource Names is available under the Columns General category.

  1. When finished assigning resources, on the Activities toolbar, click icon to save changes (Ctrl+S) to save your changes or click icon to cancel changes (Ctrl+Z) to cancel your edits.

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To change a primary resource assignment to an activity

The first resource you assign to an activity is automatically identified as the activity's primary resource. When more than one resource is assigned to an activity, complete the following steps to change the primary resource assignment, or to add a new assignment as the primary resource.

  1. If the Primary Resource column is not displayed in the Activity Table, click Customize Activity View on the Activities toolbar to customize the view to add it. Primary Resource is available under the Columns General category.

For information about choosing the columns you want to display in the Activity Table, see Choose and organize the content of an activity view.

  1. In the appropriate activity row in the Activity Table, double-click in the Primary Resource column, then click Browse. The Select Resource dialog box displays.

To quickly find a resource, type all or a portion of the resource name in the Search field. The list of resources is dynamically updated as you enter characters.

  1. Select a resource and click OK.

An icon (yellow flag to represent edited activity)appears in the first column of the activity row to indicate that there are unsaved changes.

  1. To assign primary resources to other activities, repeat steps 2 and 3.
  2. When finished assigning primary resources, on the Activities toolbar, click icon to save changes (Ctrl+S) to save your changes or click icon to cancel changes (Ctrl+Z) to cancel your edits.

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To assign roles to activities
Tip: See Add, edit, or delete assignments to activities for instructions on adding resource and role assignments to activities using a right-click menu.
  1. In the Activity Table, right-click the activity row to which you want to assign a role.
  2. Select Assignments Assignments.
  3. In the Assignments dialog box, click Assign a Role Assign a Role.
  4. In the Select Role dialog box, expand the tree and select the role you want to assign, then click Assign. Repeat this step for each role you want to assign to the selected activity.
  5. When you are finished assigning roles to activities, click Close.

Role assignments to activities are displayed in the Roles column of the Activity Table. If the Roles column is not displayed in the Activity Table, click Customize Activity View on the Activities toolbar to customize the view to add it. Roles is available under the Columns General category.

  1. When finished assigning roles, on the Activities toolbar, click icon to save changes (Ctrl+S) to save your changes or click icon to cancel changes (Ctrl+Z) to cancel your edits.

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To add, edit, or delete assignments to activities
  1. In the Activity Table, right-click on the activity to which you want to add an assignment, or edit or delete its existing assignments.
  2. Select Assignments.

The Activity Assignments dialog launches and displays the activity's existing resource and role assignments, if any. From this dialog, you can add new assignments, delete existing assignments, and view or edit assignment details.

Tip: You can also double-click on an assignment in the Resource Names or Roles columns in the Activity Table, then click Browse to access this dialog.
  1. Add, edit, or delete assignments as follows:
  1. If you want to edit assignments for additional activities, click Apply to save your changes without closing the dialog.
Tip: While the dialog is open, you can continue to select activities in the Activity Table and add, edit, and delete assignments for the activities you select.
  1. To save your changes and close the dialog, click Save.

To close the dialog without saving your changes, click Close.

Tip: Assignments you add to an activity in the Activity Assignments dialog are immediately saved to the database; you do not have to click Apply or Save in the dialog. If you add an activity assignment, then click Close, the assignment you added is still retained. Changes you make to existing assignments (edits or deletes) in the Activity Assignments dialog are automatically saved when you click Apply or Save. Regardless of the task you perform (add, edit, or delete), the icon to save changes icon on the Activities toolbar is disabled, even after closing the dialog. Since the saving of assignment changes occurs within the Activity Assignments dialog, the yellow flag to represent edited activity icon does not appear next to the activity in the Activity Table when you add, edit, or delete assignments in this dialog.

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Manage resource assignments in the Activity Details Form

In addition to managing Activity Resource details from the Assignments dialog box accessed from the Activities page, you can record and manage assignments and associated attributes, such as planned units and rate, in the Activity Details form in a portlet.

Step 1: Open the Activity Details portlet
  1. From the Project toolbar, click Workspace.
  2. View the Activity Details portlet.
  3. Expand the Resources section, if necessary.

If Resource details do not appear, edit your preferences to add them.

Step 2: Manage Resource Assignments
To assign resources or roles
  1. Click Assign Resources or Assign Roles.

    To display the most current resource hierarchy data, click Refresh. To change the list order, select an option from the Organized by drop-down list. When assigning resources for unstaffed roles, to list only resources who can perform the role, use the Resources by Role organize option.

  2. Select a resource or role, then click Assign. Select and assign additional resources or roles, or click Close.
Tip: To review allocations before assigning a resource, select the resource and click Show Detail. This displays resource usage data in a spreadsheet or histogram format, so you can review existing assignments based on summarized data.
To edit or remove an assignment
  1. Click a resource or role name.
  2. Edit the assignment or details, and click Save.
  3. Or, to remove the assignment, click Delete Assignment.
To request resources
  1. Click Request Resources.
  2. Specify the characteristics necessary to fulfill the request.

At the least, you must specify a primary role. To narrow or broaden the scope of the results, choose the All search criteria or Any search criteria option, respectively.

    Tip: If you choose to specify a resource in the search criteria, the list of available resources includes only the resources you have access to, based on resource security, and current project resources.

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