Organization

Created by Leah Cadman, Modified on Mon, 27 Apr at 1:25 PM by Leah Cadman

Settings:

Recently updated Admin>Organization>Settings has settings by category and allows customers to easily find and enable/disable settings for specific pages.

Settings for Resource Planning; Described:
(Cost Projection settings are not included in the article below)

“Assignments - Do not include Job Notes in schedule notification emails”
1. On long-term assignments, users can automatically pull in any notes that are on that Job Detail record into the email. If users don't want those included, set this setting as ‘Enabled.’
“Dispatch Board - Long Term Assignments to use locked Job Dates or Phase Dates”
1. If ‘Disabled,’ when users use the Dispatch Board to make long-term assignments, the software will default to either 1 day, 1 week, 2 weeks, 1 month, or 1 quarter for the assignments, and then the user making that assignment can drag it out longer as desired.
  1. The down-side of doing it this way is that it’s not locked to the Job Start/End dates or the Job Phase Start/End dates. So if those ever change, the assignments would need to be manually adjusted as well.
“Job Gantt - Group Resources under their assigned phases”
1. The Job Gantt shows all jobs and all the people assigned to those jobs. If this setting is ‘Enabled’ then opening a job with different phases will expand and show the phases as groupings that also expand to see who is assigned to each phase.
2. If the setting is ‘Disabled’ then only Resources will be listed so users won't have to click into each phase group to see who is assigned to those phases, it all depends on how the users prefer to see the data.
“General - Week Beginning Day”
1. Select the day users want the first day of the work week to begin
“Assignments - Add Budget Code and Rate”
1. Mostly used for cost projections so select ‘Disabled’ if not using
“Assignments - Do not restrict resources available based on Primary or Additional Categories”
1. When ‘Disabled’ this means users can assign anybody to a created long-term assignment.
  1. Example: When users are looking for a Project Manager, they are able to select someone from a list of all employees
“Jobs - Enable Job specific phases for Tenant Admins, PM users, and those with Edit Job permissions”
1. By default in the system, the admins can set up phases and on each job those phases can be added to the job. This setting allows an additional level where users can have job specific phases per job as description overrides on the main list of phases.
2. If the user prefers a more standard list of phases, select ‘Disabled.’
“Forecasts - Show rates on Labor and Asset Forecasts”
1. Enabling this setting gives the users the ability to plug in an estimated rate per hour as the job is forecasted out.
“Labor Forecast - Shows Notes in Labor Forecasts”
1. Enabling this setting gives the users the ability to plug in a note along with a labor forecast as an internal note (the people assigned to the actual forecast will not see the note).
  1. Example: “I need 5 mechanical guys for the next 6 weeks”
“Labor Forecasting - Hide the General Labor Type option”
1. The General Labor Type is used to assign anyone to a job. If a user's labor types are more precise then this setting can be ‘Enabled’ otherwise ‘Disabled’ would work best.
“Labor Forecast - Allow Labor Forecasts by Jobsite Phase”
1. When a user is forecasting out a short-term labor needed to complete a project, this allows users to link that to a jobsite construction phase for resource planning.
“Hide Entire Job phase from Gantts”
1. Similar to hiding the General Labor Type option, when using a construction phase called “Entire Job” it allows for an optional additional setting.
2. Used to see data from different points of view
“Assignments - Allows users to override the hourly totals per week”
1. This affects long-term assignments. After a user creates all long-term assignments, there is the option to go into the Labor Forecasts page and adjust hours differently from the main request.

Notification Records

Purpose: Used for viewing all messages sent through Resource Planning.
How to:
- Emails will appear with the Email Recipient, Email Subject, and Created Date. If you scroll to the right, you can view the sender, status of the message, Recipient Employee, Sent Date, and Delivery Status.
- Text Messages will appear with the Phone Number and full Text Message. If you scroll to the right, you can view the sender, status of the message, Recipient Employee, Sent Date, and Delivery Status.

Business Groups:

Purpose: Each Resource and Job must be assigned to a single Business Group. They are used for filtering resources, assignments, and jobs. Permissions to these Business Groups are assigned in Setup > Permission Groups to control user visibility.
Required: For Resource and Job setup.
Note: Organize by regions or company divisions to simplify resource allocation and job assignments. If there are resources that a company will never use, they can be removed and deleted.

Users:

Purpose: Add and invite new users so they can view/create/edit the schedules and assignments. After a new user is invited into the system, they will receive an email inviting them to sign up.
Permissions: Admins have full access to all setup pages in the system.
1. All users will need to be assigned to a Permission Group to get access to resources and jobs.
2. Anyone with a check under ‘Admin User’ has access to everything under ‘Admin’ so be selective with that access.
  - Note: The email invitation to new users is sent from Microsoft on behalf of Fiddletree Systems. Be sure to check junk or spam folders as it may be blocked by email filters.

Permission Groups:

Purpose: Used for filtering resources, assignments, and jobs. Set up in Setup > Permission Groups to control user visibility.
Setup new group:
- Hit the New Permission Group button
- Name the group
- Add the Business Group(s) you'll be sharing permissions for
- Define access permissions per Job, Employee, Crew, and Asset for the specific Business Groups.
  - Can View
    - Allows users in this group to see the records that are selected
      - Assignments will follow the Job permissions. This means that users that only have Can View permissions for Jobs will see all assignments that are for that Job even if the user doesn't explicitly have permissions for Employees, Crews, or Assets.
  - Can Edit
    - Allows users in this group to edit and add new records that are selected
  - Can Delete
    - Allows users in this group to delete the records that are selected
  - Can View Sensitive
    - Allows users in this group to see the values for:
      - Employee Records
        Address and Address line 2
        User Email
        Personal Phone
        This also controls access to seeing the resource locations on the maps.
      - Job Records
        Gives access to the Job Budgets and Cost Projections as well as other various budget estimations like change orders.
  - Can Request
    - Allows users in this group to make requests for these records
  - Can Dispatch
    - Allows users in this group to assign resources to requests
- Assign users to the Permission Group.
Note: If a user is unsure of who to give permissions to the settings can always be changed or updated but once Saved, those permissions will apply automatically.