Over Allocation not yielding/triggering the red individual flag...

JEvanThomas

I have a project where I have invited my resources to a project and they have accepted, but the red over allocation flag (red person icon) is not triggering.

Do resources have to be licensed users? 

I believe I have read on various community notes that the resource needs to be invited and accept the invite.

Is this incorrect?

 

Andrée Starå

Hi,

The resources doesn't need to be licensed users or even accept an invite. They don't even need to have a real e-mail address. This makes it easy to track equipment, rooms and other things too. 

To answer why the over allocation isn't showing i would need some more information. Can you take a screenshot and upload it here?

I hope this helps you!

Best,

Andrée Starå - Workflow Consultant / Get Done

Andrée Starå

Hi again,

Here is some great information from another community member (J. Craig Williams) Link to the thread

There is a nuance here that I sometimes exploit: 

"they must be invited" but ... they do not need to accept. This means that you can add 'users' that do not exist to track resources for non-persons. For example, use truck01@mytruckingcompany.com to track utilization of trucks.

Smartsheet only allows a specific email address to be a user in a single account. I can not use craig@mycompany.com in more than one account. There is a feature of Gmail that allows email addresses to appear as a single inbox but also as different accounts to outside systems (like Smartsheet) so 

me@gmail.com and me+yourcompany@gmail.com and me+othercompany@gmail.comall go to the same inbox but can be used to set up separate accounts in Smartsheet.

JEvanThomas

Kristen Merriman's over allocation will not trigger the red profile icon.

Note that John Thomas' over allocation will show.

Andrée Starå

Hi again,

Can you also attach a screenshot or share the sheet with me so that i can se the duration column?

Best,

Andrée

JEvanThomas

Does this help?

I'm new to Smartsheet resource allocation so expect that I am missing some simple step.

JT

Andrée Starå

Hi again,

Do you have it activated on only this sheet? Can you screenshot the project settings also?

Best,

Andrée Starå - Workflow Consultant / Get Done

Burto

thanks for sharing