Creating External Resources

Administrators create new external resources from the Resources page. An external resource is an enterprise user who does not have the ability to log in. When you create an external resource, you need to provide the same information you do when you add a new enterprise user. See Adding Enterprise Users for details.

When you add an external resource, you specify their name and contact information. You can also assign the external resource to a department and supervisor, assign a resource manager and resource type, and specify the external resource's skills.

To create an external resource:

1. On the Administration Home page, under Resources, click External Resources.
   The Resources screen displays.
2. In the Actions area, click Create External Resource.
   The Create External Resource screen displays.
3. In the General Profile section, type the First Name, Last Name and Email address of the external resource.
4. Type any additional contact information in the General Profile section.
5. In the Settings section, select the correct time zone for the external resource from the Time Zone list.
6. To assign a department and supervisor, select from the Department and Supervisor lists.
7. To assign a resource manager, select a manager from the Resource Manager list.
8. To assign a resource type to the external resource, select a resource type from the Resource Type list.
   
   Note: Resource types are used for planning and estimating workspaces. They can also be used for calculating billable revenue and internal costs. Internal and external billing rates for users are inherited from their resource type (unless you assign these rates by user -- see Step 10 below). For more information, see Resource Types Overview.
9. To assign skills to the external resource, click Change Skills, select skills from the Skills Selector window, and then click Select. If no skills have been defined, no skills are available to select from.
10. You can specify billing rates for the external resource. If you do not specify billing rates for the external resource, the rates default to the rates of the assigned resource type. Any current rates are shown below the rate fields. For more information, see Billing Rates Inheritance Overview.

1. To specify an internal billing rate for the external resource:

• Type an hourly rate value in the Internal Rate field, or
• Click the Billing Rate selector icon and choose a predefined internal billing rate.

2. To specify an external billing rate for the external resource:

• Type an hourly rate value in the External Rate field, or
• Click the Billing Rate selector icon and choose a predefined external billing rate.
   

11. By default the new external resource is assigned to the default workweek calendar. To change the workweek calendar, select a different calendar from the Workweek Calendar list.
12. To require a timesheet submission for the resource, select Yes from the Timesheet Required list.
    Note: Turning this option on will automatically generate a timesheet for the external resource at the beginning of each timesheet period. If you do not have this enabled, the project manager needs to make updates to any tasks assigned to the resource in order to generate a timesheet.
13. If any custom fields have been defined, type or select the appropriate information for those fields in the Custom Fields section.
14. If you want the external resource to receive notification messages, select External Resource can receive notifications.
    Note: Notification messages include a notification that the resource has been added to the enterprise, as well as messages when tasks or issues are assigned to the resource. Selecting this option enables notifications for the external resource. They will receive email notification messages but they will not be able to log in to PPM.
15. Click Save to add the external resource or Cancel to cancel the creation of the external resource.

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