Setting Up and Navigating the Resource Allocation Grid

The Resource Allocation Grid offers visual management of your resource allocations in a grid format. You can edit existing allocations and create new allocations directly from the grid.

To view the grid, administrators can go to Lists > Services > Resource Allocation Chart/Grid and click Grid in the Resource Allocations page. For more information about where you can find the grid with other roles, see Navigation Path for Resource Allocation Chart/Grid.

Navigating the Resource Allocation Grid

For each resource, a summary row shows the total percentage of allocated time within each column. You can choose to view the grid by day, week, or month. The calculations are color coded so you can easily tell when a resource is overbooked. The grid considers each resource's work schedule with non-working dates (weekends, for example).

Important:

Scheduled time off doesn't show up in the Resource Allocation Grid.

Refer to the following image and table to know more about the different parts of the Resource Allocation Grid.

	Page Element	Description
1	New Resource Allocation	Click this button to create a new allocation. For more information, see Creating a New Allocation from the Resource Allocation Chart or Grid.
2	Default and Custom Filters	Select default or custom filter to set the grid view and the fields that will appear in the filter panel. You can select from existing filters or create your own custom filter. For more information, see Using Default Filters to Change the Chart or Grid View and Customizing Resource Allocation Chart/Grid Filters.
3	Filter Panel	Set the values for each filter to customize the information you see on the Resource Allocation Grid. You can select multiple values for some filters. The number on the left of the filter field indicates how many values have been selected for the specific filter. Click the X icon next to this number to clear all selected values for the filter. Note: You can select only 1 value for the Resource Type filter. You can leave the field blank to include all three values in the Resource Type filter. Note: If you don't set a value for the Start Date field on the default filters, the system will automatically set it to the current date. The start date is displayed in the format specified on the Set Preferences page.
4	Large Data Component Dropdown	Clicking the double arrow icon opens a popup window where you can select values for the dropdown fields. The data in these fields are retrieved only when you click the icon, so that the grid can load faster. The icon appears if there are more entries than your Maximum Entries in Dropdowns preference. To set the limit, go to Home > Set Preferences > General. Note: You can't type in dropdown fields with the double arrow icon .
5	Resource Allocation Menu	Expand All — Click to view details of all projects and allocations for each available resource. Collapse All — Click to hide details of the projects and allocation for each available resource. Download Icon — Click to download the data on the Resource Allocation Grid and save it as a PDF, CSV, or Excel file. Hold your cursor over the icon to see download options. Note: In Firefox, you can't open exported Excel files directly from your browser. You must first save the file to your computer. Print Icon — Click to print the data on the Resource Allocation Grid. Settings Icon — Click to change the settings for the Resource Allocation Grid. For more information, see Adjusting Resource Allocation Grid Settings. Grid — Click to display resource allocations in grid view. Chart — Click to display resource allocations in chart view. Timeline Display — You can select a specific date or use the buttons beside the date picker to adjust the time frame that is currently displayed. Click Daily, Weekly, or Monthly to adjust how the allocations are displayed, and then use the arrows to move the timeline forward or backward. Pagination — Hover your cursor over the page range and click the page that you want to view. You can also click the right or left arrow to move through the grid pages. Total Count — Lists the total number of resources currently shown in the grid. Information Icon — Hover your cursor over this icon to display brief information about the resource allocation chart or grid.
6	Grid Action Menu	You can access additional options by clicking the green icon that appears when you hover your cursor over a cell. You can also click the other cells in this column to show more options. The following options are available through the action menu: Click the icon at the top of the column to add a resource. Click the icon or the cell beside the resource to access the following options: Add Project Edit Resource Remove Allocations Note: The Edit Resource and Remove Allocation options aren't available for a generic resource if it's linked to at least one project template. Click the icon or the cell beside a project to access the following options: Add Project Task Edit Project Task Re-allocate Project Task Remove Project Task
7	Search	Search Resource Field — Enter a name in the field and click the search icon to filter the grid for that resource. To go back to your original view, clear the Search Resource field and click the Search icon. Sort Resource Dropdown — Hover your cursor over the narrow space directly to the right of the search icon to show the dropdown button. Click the button to show the following options: Sort Ascending — Click to sort the resources in ascending order. Sort Descending — Click to sort the resources in descending order. Columns — Select the columns that you want to show or hide in the grid.
8	Summary Row	The summary row displays the following information: Total allocation — Shows the total allocation for each resource. You can expand the allocations to view more details about the resource’s allocation. Approved time off — A blue triangle on the lower right corner of the cell indicates approved employee time off. The icon is visible in the Resource Allocation Grid when you're using the daily or weekly view. When viewing allocations weekly, the blue triangle appears on the week of the approved time off. This feature is available in the Resource Allocation Chart/Grid if you've enabled or installed the following prerequisites on your account: Time Off Tracking feature Time Off Tracking SuiteApp
9	Editable Cells and Grid Context Menu	Hover your cursor over the cell to view details about that allocation. Click the cell to edit the resource’s allocation. Right click the cell to access the grid context menu. For more information, see Cell Values. Note: You can't edit or create new allocations for generic resources assigned to project templates from the Resource Allocation Grid. Important: You must click Save at the top of the page before you exit the Resource Allocation Chart/Grid. If you don't click Save, any changes you make while working with the grid won't be saved.

Adjusting Resource Allocation Grid Settings

Before you begin using the grid, you can adjust the grid’s appearance and available filters.

To adjust the grid settings:

1. Click the Settings icon at the top of the resource allocation grid.

   
   Note:

   Not all settings are available when using the Resource Allocation Grid.

2. Adjust the following settings as necessary:

   • Limit Decimal Places Display — Choose the maximum number of decimal places to display in the grid. You can select a number from zero to four. When you choose to limit decimal places, the number displayed will be rounded up or down to the selected number of decimal places.

   • Default Date Range — Select the default date range that will be displayed when you load the Resource Allocation Grid.

   • Show details on hover — Check this box to see allocation details when you hover your cursor over an allocation on the grid.

   • Show project tasks — Check this tbox o show project tasks for task-level allocations. Enabling this feature adds a Project Task column to the grid.

     Note:

     This setting isn't available when you're viewing allocations by project or customer.

   • Include resources without allocations — Check this box to show active resources that don't have any current allocations.

     Note:

     This setting isn't available when you're viewing allocations by project or customer.

   • Include project templates — Check this box to view project templates with resource allocations on the grid. When enabled, project templates will also be available in the Project dropdown on the filter panel.

     Note:

     You can allocate a generic resource to a project template from the Project Template record. On the Project Template record, go to Resources > Resource Allocations, and then click New Resource Allocation. For more information, see Project Templates.

   • Show rejected allocations — If you also use Approval Routing for resource allocations, check the box to add values of rejected allocations to the grid.

3. When you're done, click Save.

   After you've updated your settings, you can begin using the grid to work with your resource allocations. For more information, see Using the Resource Allocation Chart/Grid.

Cell Values

You can update single allocations by clicking the cell you want to update and changing the values directly in the grid. The hours displayed are calculated based on how you choose to view the grid.

Note:

Editing options for recurring allocations aren't available in grid view.

• Daily: Total Hours Allocated for the Given Day

• Weekly: (Total Allocated Work Hours / Total Working Days) * Number of Work Days in the Week

• Monthly: (Total Allocated Work Hours / Total Working Days) * Number of Work Days in the Month

Note:

If you enter the same value in adjacent cells, NetSuite merges them into one record if the allocation percent is the same across the entire time frame. For example, entering 20 hours in two weeks creates a single allocation for 40 hours if the percent is the same. Different values create separate records.

When using the weekly or monthly views, multiple allocations are rolled-up, and the values are displayed as a link. To edit these rolled-up values, hold down the Ctrl key and click the link. The grid automatically switches from monthly to weekly or weekly to daily, so you can edit the individual allocations directly in the grid cells. After saving your edits, changes are allocated equally over the number of working days or weeks in the edited allocation.

You can also right-click the grid cells to access the grid context menu, where you can choose from more options to edit the values.

You can update the Project Notes field on allocation records by typing directly in the Comments field.

Note:

You can switch between the grid and chart without losing any information. You don't need to save your changes made on the grid before switching to the chart.

Related Topics

• Creating a Resource Allocation Record
• Resource Allocation Chart/Grid SuiteApp
• Setting Up and Navigating the Resource Allocation Chart
• Using the Resource Allocation Chart/Grid
• Resource Skill Sets
• Project Resource Management

General Notices