Managing resource master data

You can manage resources by means of the corresponding form using the Sales/Resources/Resources master data menu.

Every resource is identified by an automatically assigned unique number and can be described using the Name, Responsible, Inventory number, Comment, Status, Type and Group assignment attributes.

You can create a resource like any other record and maintain the required attributes (see also below: resource status, resource types, resource properties and, as needed, calendar release).
Resources feature a document tab where you can save instructions, for example. Correspondingly, in the document management, the view on resources can be found in the usage context.
Should a specific resource type (see below) be provided, you can asign a person (internal staff member) or a service object to the resource (assignment).
Resource groups can be managed separately and linked to the corresponding resources. Like all records, resources are subject to access control on the record level. The default access for resources is copied per user and per group.

Admin: The new PSA_RSC_PSC_ACC variable controls the standard access (default D0).

The resource status is preset administratively. In the standard, the Active and Disabled statuses can be used. The status is for representing further conditions such as leasing, fault, in repair, for example.

Admin: List Administration/Resources/Resource status.

This list is for maintaining the resource statuses that are made available as a selection menu in the resource form.

Attention: The To be released flag controls the availability of the resource in selection dialogs. Only plannable resources are offered. In administration lists, not plannable resource records are displayed in red.

Administration / Resource status	Explanation, usage	Customizing
Name	Name of the status	creating allowed
Identifier	Unique ID	creating allowed
To be released	Controls the availability of the resource in selection dialogs	editing allowed

The status of a personnel resource is coupled with the status of the person (internal staff member). This ensures that only active staff members have active resources.

If a contact is assigned to a resource and this contact has a final status, then the first not plannable status of the resource is assigned (in the standard, this is inactive).
If the status of a contact with a resource changes to a final status, then the status of the resource is also changed to the first not plannable status.

In JustRelate CRM, there are the "Resource", "Person", "Service object" and "Resource group" resource types that the administrator maintains and are usually not changed.

Resources of the "Person" and "Service object" type are linked one-to-one to an internal staff member or to a service object. This makes it possible to maintain selected internal staff members (e.g., technicians) or service objects maintained in the system (e.g., demo machines) as a resource, and to group them together with other resources. The link can be created via the Assignment button in the Resources form. The assignment automatically sets the resource Type. It is read-only. If the resource is already linked to an internal staff member or a service object, a message is displayed.

Resources of the Resource type are general resources such as rooms, projectors, vehicles, etc. These resources exist autonomously and are linked to no other object. Their type is automatically set if the Assignment field is left empty.

The resource administration uses the types:

Staff member resource
SO (service object) resource
General resource

Note: Only if an internal employee was created as a resource, the employee resource is checked for overlapping appointments, and a corresponding conflict message will be output. This also applies to synchronized groupware appointments. With internal employees, an employee resource can be opened directly from the function bar.

Admin: See the Administration/Resources/Resource types list.

With JustRelate CRM, there are the "Resource", "Person", "Service object" and "Resource group" resource types that can be managed here and changed only by an administrator with customizing knowledge.

Administration / Resource types	Explanation, usage	Customizing
Name	Name of the type	creating allowed
Identifier	Unique identifier	creating allowed
Pictogram	Use of a BLOB as a pictogram, displayed in lists	creating allowed
Dialog		creating allowed
Modal dialog		creating allowed

Internal contacts, i.e., employees, have properties and skills. JustRelate CRM lets you select resources according to any properties like qualification, driving permit class, passport validity, responsibility for certain zip code areas etc.

You can also manage employees as employee resources. Their properties can be managed in a shared list of “resource characteristics” and searched for and entered in combination.

You can select a property both at the person and at the resource without having to create it twice. The context field can be controlled accordingly.

You can select contact properties of a resource if it is a contact resource. You can manage contact properties in the "Contact properties" administrator list. Properties of resources are also available with service objects.

The administrator can define properties.
Users can assign any number of properties and characteristics to a resource.
Property searches may include other resource attributes.

Admin: Administration/Resources/Resource properties list.

Administration / Resource properties	Explanation, usage	Customizing
Name	Property name	creating allowed
Multi select	Comma-separated entries as a pull-down menu (multi selection)	modifying allowed
Menu	Comma-separated entries (characteristics) of a property	creating allowed
Description	A long description of the property that is displayed in the selector	creating allowed
Validation	Not null (logic), including the Validation column - the property must have a value = mandatory field, string to validate the field content	creating allowed
Not null	See above	creating allowed
Access	Properties can be hidden from groups. The access can be set by means of a select function (function bar).	creating allowed
Identifier	Unique identifier	creating allowed
Ext. key	Key value from a foreign system, if required	creating allowed

The Resources form includes the Properties tab. The list shows the Property, Value, Note and Creation date fields. As an end user, all properties the administrator has created are available to you for selection. A property can be selected directly at the field, or freely entered.

If there are several variants of a property, the administrator can provide a multiple selection option for the Value field. The variants of a “driver's license” property, for example, could be the classes A1, A, B, C1, C, D1, D....

Using a filter, you can search for resources with specific properties (Skills). The corresponding 1:n relation is provided in the filter form under All fields/Resource property. Here, you can search for entries in "property" and "note" (as a variant).

Using the filter selection in the resources view of the resource planning, the skills search can be restricted to a specific group or resource.

Managing resource master data

Creating a resource

Resource status

Managing resource statuses

Status of a staff member resource

Resource types

Managing resource types

Resource properties

Administration of resource properties

Assigning properties to a resource

Searching for resources with specific properties (skills)