Manage resource assignments from Project Workspace

  • Release version: Zurich
  • Updated July 31, 2025
  • 2 minutes to read
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    Summary of Manage resource assignments from Project Workspace

    ServiceNow's Project Workspace enables customers to optimize project execution by managing resource assignments directly within the workspace. Resource assignments involve allocating one or more resources to specific project tasks, generating a backend resource plan that details allocation across the project timeline. These assignments are reviewed and approved by resource managers to ensure alignment with resource availability, skills, and project priorities. Resource assignments remain flexible and can be modified throughout the project lifecycle.

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    The Resource Management application integrates with Project Workspace, allowing customers to create, plan, track, and monitor resource assignments efficiently at both project and task levels.

    Key Features

    • Create attribute-based resource assignments using criteria like skills, roles, or groups.
    • Edit assignment details such as dates, resources, effort, and proposed allocations inline within the resource assignment pane.
    • Visualize resource availability through a color-coded heatmap modal, facilitating quick assessment of resource capacity.
    • View primary resource attributes (Group, Role, Skill) to assist with task reassignment to similarly qualified users.
    • Switch between effort metrics—Hours, Full-Time Equivalent (FTE), or Person Days—to suit project tracking needs.
    • Synchronize resource assignment dates with project task timelines to maintain alignment and accurate scheduling.
    • Initiate and manage approval workflows for resource assignments to ensure strategic allocation.

    Practical Use and Benefits

    By managing resource assignments in Project Workspace, ServiceNow customers can:

    • Precisely time resource engagement and ensure resource allocation aligns with task durations and project timelines.
    • Maintain dynamic control over resource assignments, adapting allocations as project needs evolve.
    • Improve project accuracy and efficiency by leveraging approval processes that factor in resource availability and skills.
    • Gain visibility into resource capacity and utilization via heatmaps, enabling proactive resource planning.
    • Streamline task reassignment by easily identifying resources with matching attributes.
    • Manage resource effort calculations, configurable through system properties to include only relevant assignments.
    • Easily create, update, and delete resource assignments within Project Workspace, with deletions cascading to associated allocations.

    This capability helps customers better align resources with project demands, minimize scheduling conflicts, and enhance overall project delivery performance.

    Optimize project execution by assigning resources to tasks within the Project Workspace. You can create resource assignments for any project or project task, specifying the tasks to be performed and the resources to be allocated. Use the Resource Management application to allocate and manage your resources in the Project Workspace.

    Resource assignments

    Resource assignment is a process of allocating a resource or group of resources to a project task. When a resource assignment is initiated, a resource plan is auto-generated in the back-end of the project management system. This resource plan details the information of how resources would be allocated throughout the project. Resource assignments are approved by the resource manager to make sure that the allocation aligns with the overall resource strategy, considering factors such as availability, skills, and project priorities. Resource assignments remain dynamic and can be edited throughout the project life cycle. Resources can be assigned based on defined attributes such as skills, expertise, or other criteria relevant to the project or task.
    Note:

    Resource efforts calculations are driven by the com.snc.resource_management.exclude_status_from_capacity property. Admin can configure this property to calculate efforts for certain defined resource assignments only. For more information, see Resource Management properties.

    Edit the child resource assignments directly using the inline editing from the resource assignment pane.

    Using Resource Management, you can create, plan, track, and monitor resource assignments at a project or task level in the Project Workspace. With Resource Management in Project Workspace, you can:
    • Create an attribute-based resource assignment.
    • Change the resource assignment dates, resources, efforts, and proposed allocations at any level of the project.
    • View resource allocations using new heatmap modal. The allocations are color-coded to display the availability of the resources.
    • View the primary attributes such as Group, Role, and Skill of each resource in the resource assignment pane. They are useful when you work on reassigning a task to a different user with the same primary attributes.
    • Switch between Hours, FTE, or Person Days effort types to view resource allocations.
    Important:
    Resource efforts calculations are driven by the com.snc.resource_management.exclude_status_from_capacity property. Admin can configure this property to calculate efforts for certain defined resource assignments only. For more information, see Resource Management properties.

    Key features

    With resource assignments, you can:
    • Determine the resource engagement timing and allocate resources for specified durations, contributing to the creation of a timeline for task completion.
    • Align task execution with the project plan, ensuring tasks are carried out in accordance with specified timelines and resource requirements.
    • Initiate an approval process that is conducted by a resource manager and make sure it aligns with project targets and resource availability.

    Key benefits

    Using Resource Management, you can create, plan, track, and monitor resource assignments at a project or task level in the Project Workspace. With Resource Management in Project Workspace, you can:
    • Create an attribute-based resource assignment.
    • Change the resource assignment dates, resources, efforts, and proposed allocations at any level of the project.
    • View resource allocations using new heatmap modal. The allocations are color-coded to display the availability of the resources.
    • View the primary attributes such as Group, Role, and Skill of each resource in the resource assignment pane. They are useful when you work on reassigning a task to a different user with the same primary attributes.
    • Switch between Hours, FTE, or Person Days effort types to view resource allocations.