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The resource allocations screen (Figure 2) in Ruddr defaults to showing all allocations grouped by workspace member. This screen is only available to workspace members who have access to resource allocations via their security role. When a member has those permissions, the member will see a Resources menu item (Figure 1) in the nav bar. Figure 1 - The Resources Navigation Option will Display when the Feature is Enabled In the default allocations view (Figure 2), the workspace members will be listed down the left side of the screen. When you expand a member, you will see all of the projects assigned to that member on the left and the allocations to the right in the grid. Figure 2 - Resource Allocations Screen For more on the various views of the Resource Allocations screen, please refer to the View Resource Allocations article in the Ruddr Help Center. Members with edit resource allocations permissions can create allocations and also take various actions on existing allocations via the allocations context menu.

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The Allocations Context Menu

When you expand a member or a project row on the grid, you will see one or more individual allocations (Figure 3). These will show the project role and task (if those exist) as well as the number of hours per day and the total number of allocated hours. Figure 3 - Individual Allocation Shows the Hours and Associated Assignment Information Clicking on the allocation will bring up the allocation context menu (Figure 4). Figure 4 - Take Action on Existing Allocations by Accessing the Allocations Context Menu Actions that are available via the context menu include:

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Edit Allocations

Clicking the Edit option in the context menu (Figure 4) will open the Edit Allocation drawer (Figure 5) which will show you the allocation details and allow you to edit or delete the allocation. Note that your security role must have the proper permission in order to modify resource allocations. Figure 5 - Allocation Details can be Provided / Edited via the Edit Allocation Drawer In addition to editing the allocation from the drawer, an allocation can be extended or shortened by grabbing the “handle” (Figure 6) at the beginning or ending of the allocation and then dragging the handle forward or backwards to extend or shorten the allocation. Figure 6 - Each Allocation has a Handle that can be Dragged to Extend or Shorten the Allocation

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Clone an Allocation

Often times, you may want to create an allocation that is very similar to an existing allocation. Perhaps you want to create the same allocation but assign that to a different member. Or, perhaps you want to create an allocation that is similar to another but need to change the assigned task. To quickly create a copy of an existing allocation, click on an allocation (Figure 3) and select Clone from the context menu (Figure 4). An exact copy of that allocation will be created and displayed (Figure 7) in the allocations grid. Figure 7 - A Cloned Allocation has been Created from an Existing Allocation

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Split an Allocation

In the event that you need an existing allocation to have different settings depending on the timeframe, you can split a single allocation into two allocations. To do this, hover over the allocation on the date where you want to split it. As you click on the allocation, you will see a dotted line (Figure 8) that represents where the allocation will be split. If that is indeed where you want to split the allocation, select Split from the context menu (Figure 4). Figure 8 - Split an Allocation at a Predetermined Point in Time by Selecting Split from the Context Menu Taking this action will create two allocations from the single allocation, as shown below (Figure 9). Figure 9 - An Allocation has been Split, Creating Two Allocations

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Split an Allocation by Period

When creating an allocation, you can specify whether you want to allocate hours per day, per week, or per month. Based on that selection, you can split a single allocation that spans an extended period into multiple allocation records. An allocation can only be split by its own period:
  • An allocation created for a number of hours per month can be split by Month.
  • An allocation created for a number of hours per week can be split by Week.
  • An allocation created for a number of hours per day can be split by Day.
To split an allocation by period, click on the allocation and select corresponding Split by option from the context menu.

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Remove Overlapping Allocations

In some cases, you may want to ensure that resources do not have competing allocations, where one allocation “overlaps” another. In the below example (Figure 10), one allocation to an client billable project starts two weeks prior to an allocation for an internal project ending. In this scenario, you may want to prevent the internal allocation from overlapping the billable assignment. To accomplish this, and to better align the allocations with a member’s capacity, you can choose to remove the overlapping allocation by clicking on the allocation you want to keep and selecting Remove Overlapping from the context menu (Figure 4). Figure 10 - Two Allocations Overlap for a Period of Two Weeks By clicking on the billable allocation, shown in green, and choosing Remove Overlapping in the context menu, the internal allocation, shown in yellow, will be “shortened” (Figure 11) and will no longer overlap the chosen, billable allocation. Figure 11 - The Overlapping Allocation has been Adjusted

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Reassigning an Allocation

To reassign an allocation, you will need to be under the Project view. Once you expand a project, you will select the 3 dotted lines. A pop up will appear to Reassign Allocations. (Figure 12) Figure 12 - Pop up to Reassign Allocations A screen will appear (Figure 13) for you to either reassign to another member or you can move this allocation to a placeholder spot. Once complete, you will be able to submit and the allocation and all the details will move. Figure 13 - Select your new member or placeholder

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Shift Allocation

To shift an allocation, you will need to be in the Project view. Once you expand a project, you will select the 3 dotted lines. A pop up will appear to Shift All Allocations. (Figure 14) Figure 14 - Option to shift allocations You will then be prompted to determine how the allocations will be shifted. (Figure 15) You will have the option on this screen to include past allocations or to only shift allocations that span current and future periods. Figure 15 - Details to shift the allocation

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Set Booking Type

From the Projects view, you can convert the booking type for all of a project’s allocations at once. Expand a project, select the three dots next to the project, and choose Set All Allocations to Soft or Set All Allocations to Confirmed. The confirmation dialog includes an Update past allocations checkbox — when it is left unchecked, only allocations ending today or later are updated. You can also convert the allocations for a single resource within a project. Expand the project, open the three-dot menu on that member or placeholder row, and choose Set Allocations to Soft or Set Allocations to Confirmed. This bulk action is available from the Projects view only.

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Delete an Allocation

To delete an allocation, you can take either of two actions:
  1. Click on an allocation and select Delete from the context menu.
  2. Click on an allocation and select Edit from the context menu. On the Edit Allocation drawer (Figure 5), click the Delete button to delete the allocation.