Legacy Resource Allocation with Project Resource View

Legacy Resource Management (RM) is no longer available fornewusers. If you already use Legacy RM, your data will not change and you can continue to access your resource views.

Resource Management by Smartsheet is available to all new customers; learn morehere.

Aresource viewprovides a visual way to track and review how people in your Smartsheet plan (resources) are allocated across the projects they're working on. Use resource views to make decisions about resource workloads.

For information about legacy resource management, seeLegacy Resource Management and Allocation.

Before You Begin

Before you can view resources in a resource view, team members must be assigned to items in legacy resource management-enabled project sheets as described in theManaging Resourcesarticle.

Your Smartsheet System Admin must also do the following:

• Designate you to be a resource viewer on the account
• Ensure that the people who you want to track are included on the account—they can be unlicensed users, but they must be included on the account. (For more information, see theUser Managementarticle.)

NOTE: This feature is not available for Pro plan accounts. (Not sure which plan type you have? SeeIdentify Your Smartsheet Plan and User Type.)

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Show Resources in Project Resource View

1. From a sheet with legacy resource management enabled, clickGantt Viewin the toolbar, and click theProject Resource Viewicon(under theSharebutton) on the right side of the window.
2. From here, you can review the workloads of all resources assigned to tasks in that sheet.
3. Click the name of the resource to review their allocation by project.

TIP: Click the allocation alert iconto display the project resource view.

View Resources across multiple sheets

Resource viewers can review allocation across all sheets that have the feature enabled. To do this:

1. Click theMenuicon (upper-left corner of the Smartsheet window)> Home.
2. Right-click theResource Viewscommand, and clickCreate New View.
3. Select the sheets or resources for which you want to see allocation and clickOK.
   
   NOTE: If a resource is allocated to tasks in sheets that aren't shared to you, the allocation across all of these sheets will be combined and listed underOther Sheets在资源视图中。

The allocation alert iconwill be displayed next to any task assigned to at least one overallocated resource. Scroll through the timeline to see the sheets where the resource is assigned to tasks, and consider reassigning some of their tasks to others.

Share or export Resource View

To export and share the resource view,

1. On theNavigation Bar, clickBrowseand scroll toResource Views.
2. Under Resource Views, click the view, and do either of the following:
   • Toemailthe resource view as a Microsoft Excel (.xls) attachment, click the envelope icon.
   • Todownloada Microsoft Excel (.xls) file of the resource view, click the export icon. Click on the date range to change the time frame that is displayed in the view.

Create a Custom Resource View

使用一个自定义的资源视图创建一个relevant data set:

1. On theNavigation Bar, clickBrowseand scroll toResource Views.
2. Right-click theResource Viewscommand, and clickCreate New View.
3. Choose the desired filter:
   • By Userwill show all projects where the specified resources are assigned to tasks.
   • By Projectwill show a list of resources assigned to tasks in the specified projects. The view will include the other projects where those resources are assigned so you can identify potential scheduling issues.
   • By Groupswill show all projects with tasks assigned to members of the group.
4. ClickOK.