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How do I add a new user to the Resource Pool?

This lesson shows how add a new named user resource to the EPM Live Site App.  A named user resource is any named person.  They may or may not need access, but any person would be added as a named user; never as a generic. All named user resources can then be planned for resource availability.  

Note: If you are a Single Sign On (SSO) customer, your instructions are a bit different.  Refer to the article with specific SSO instructions.

1. Navigate to the Resource Pool

  1. Select the Settings Gear icon on the Icon Bar.
  2. Under the User Management heading, select Resource Pool.  This will direct you to the Resource Pool page.

Note: Alternatively, you could select the Resources link from the Navigation Menu.

2. Click Invite

  1. Click Invite.

3. Enter the User Details

  1. Be sure that the Generic check box is unchecked, as this is a named user.
  2. Fill in the resource's first name.
  3. Fill in the resource's last name.
  4. Fill in the user's email address.  This email address is where users will receive their login information and system generated email notifications and alerts.

Note: For online (EPM Live hosted) customers, the new resource's user name will be based off the beginning part of the email address.  For example, if the user's email is abarr@contoso.com, the user's username will be abarr (or similar with a suffix number if that username is already taken).

4. SharePoint Account Field (On-Premise Customers Only)

If you are an On-Premise customer, you also fill out the field SharePoint Account.  Enter the user SharePoint Account.

If you are an Online/SaaS customer, the EPM Live User Account is auto-populated on the server, and is based on the email address entered.  So, you will not be prompted to enter a SharePoint Account.

5. Enter Profile Details

Note: For the following fields with the advanced lookup, you may enter the values using one of the three methods:

  • Begin typing and available matching options will show.
  • Click the Address Book and search for the desired value.
  • Click the Green Add Item (+) icon (circled above) to add a new item to the target list.  Ex: If adding a new department, clicking the Green Add Item (+) icon will add a new department to the Departments List.
  1. Enter the Standard Rate for the resource.  This is a currency ($) field. Note: If you are using the Portfolio Cost Planning feature, do not enter a value in this field.  You would manage the role rates and/or named rates, which will automatically populate this field with the correct rate.
  2. Select the Department.  The choices available can be modified via the Departments List Page.
  3. Select the Role.  The choices available can be modified via the Roles List Page.
  4. Select the Holiday Schedule.  The resource's holiday schedule, which is referenced with regards to resource availability.
  5. Select the Work Hours.  The resource's work hours, which is referenced with regards to resource availability.
  6. Select the Available From date.  The date the resource was or will be available to start working.  The resource will show as unavailable prior to this date in the resource planning and management tools.  This does NOT affect access into EPM Live.
  7. Select the Available To date (if applicable).  The date the resource will no longer be available, with regards to resource planning and management tools.  The resource will show as unavailable after this date.  This does NOT affect access into EPM Live.

6. Enter Timesheet Fields

If you have Timesheets installed, the following fields will be added to the Resource Pool.

  1. Timesheet Delegates: The resource's timesheet delegates. This field can contain one or more resources that will act as delegates for filling out timesheets on the resource's behalf.
  2. Timesheet Manager: The resource's timesheet manager.

7. Enter Permission Details

Note: This section can only be completed by an SCA.

  1. Select the Permissions for the resource.  This is the resources' security group(s) for the Site App (top site collection level). If more than one option is selected, the default will be the highest security group.
  2. Select the License Type for the resource.  The license type selected will determine the features available to this resource.  Examples include: No Access, Team Member, Project Manager, Full User, Trial User.
  3. Timesheet Administrator: This is a Yes/No check box to indicate whether or not the resource is a timesheet administrator.  When this attribute is selected for a resource, that resource will now be able to view all data related to the Timesheets and run the Timesheet reports, regardless of that user's permissions within the Site App.  Select this box to give the user administrative privileges to approve and reject Timesheets submitted by users in this system. 

Note:  If you select No Access for a named user resource, that resource will not have access to log into the EPM Live Site App.  Neither will the resource use an EPM Live user account license.  

7.1. License Types Details

When a customer is in trial mode, meaning they are in their 30 day free trial, the license types are:

  • No Access: The user will not be able to access EPM Live, nor is a license used.
  • Trial User: This is the equivalent of Full User. All features and controls are available.

When a customer has a paid account, the license types may include:

  • No Access: The user will not be able to access EPM Live, nor is a license used.
  • Team Member: The user will have access to the system and main controls, but not any of the planner controls.
  • Project Manager:The user will have access to the PFE Planners.
  • Full User: All features and controls are available.

8. Save & Close

When finished, click Save.

When the new resource is saved, the user will receive an email alerting that they've been added to the EPM Live site.  

Note: Even if you don't grant the user permissions on the site, he/she will still receive an email.  

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