View Activities and Resources Used for Available Capacity Calculations

You can download a list of resources and activities from the Available Capacity screen to analyze the resources and activities that are used to calculate available capacity per capacity area, per category, and per day.

Important:
  • Capacity is recalculated regularly and you can change the recalculation period under the Quota Management setting in the Configuration, Business Rules page. During the recalculation, changes in activity distribution between resources might lead to changes in visible activity distribution between categories.
  • The Capacity categories field is populated only when the list is downloaded from Capacity Area or Group level.
  • Both resources and activities may be counted in more than one capacity category, if one of the following conditions occur:

    • Workskills of activities and/or resources corresponds to more than one capacity category.
    • When an activity is assigned to a resource whose workskills match to more than one capacity category.
  • The amount of rows that can be downloaded is limited to 10,000 rows and the data over this limit is truncated.
To view activities and resources used for available capacity calculations:
  1. Select Quota.
  2. Select a capacity area from the left-hand pane.
  3. Click the Available Capacity icon.
    The Available Capacity page displays.
    Download activities and resources list
  4. Click the used capacity number in the All Day column for the required capacity category and click Download activities list.
    Note: Lists downloaded from aggregated screens might have many rows and might take longer time to download.
  5. Save the file, open it with a text editor or a table processor, and review the following fields in the downloaded file:
    Note: To configure the download file format, you can select the required option from the Default Export Format drop-down list in the My Display page. Also, to configure the date or time format, select the required options from the Time Format and Date Format drop-down lists in the My Display page.
    • Activity ID
    • Activity type label
    • Activity type name
    • Activity status
    • Activity number
    • Activity identifier
    • ETA
    • Activity duration
    • Travel duration
    • Service window start
    • Service window end
    • SLA window start
    • SLA window end
    • Time of assignment
    • Access Hours
    • Time zone
    • Capacity categories
    • Capacity Area: The original capacity area of the activity. Empty value means that the capacity area of an activity and the capacity area to which the activity belongs are same.
    • Assigned to: The resource or capacity area of the activity.
    Note: To identify temporary resources, you can download the activity list and search for non-empty values in the Capacity Area column. If a value displays in the Capacity Area column, it indicates that the activity belongs to another capacity area but consumes capacity from the capacity area that it belongs. The displayed value of the capacity area indicates that the temporary available resource is assigned to the capacity area.
  6. Click on the resources number in the All Day column for the required capacity category and click Download resources list.
  7. Save the file, open it with a text editor or a table processor, and review the following fields in the downloaded file:
    • External ID
    • Resource name
    • Working time
    • Duration of working time
    • Org unit
    • Organization
    • Capacity categories
    • Capacity Area: The original capacity area of the resource. Empty value means that the capacity area of an resource and the capacity area to which the resource belongs are same.
    • Workzones: The inherited or directly assigned workzones of a resource.
    Note: Capacity Area and Assigned to fields aren't populated for mass repeating activities (such as Lunch, Meetings). To identify temporary resources, you can download the resources list and search for non-empty values in the Capacity Area column. If a value displays in the Capacity Area column, it indicates that the resource belongs to another capacity area and is the temporary available resource assigned to the capacity area.