Customize your allocation data display

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Allocate a staff to a project

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<h2>&nbsp;</h2><h2>📝<strong>Overview</strong></h2><h3><strong>Purpose</strong></h3><ul><li>Personalize how allocation data is displayed to suit your reporting and analysis needs</li><li>Improve visibility of staff, projects, and costs by using exploring different layouts and visualizations</li></ul><h3><strong>Who is this for</strong></h3><ul><li>PMOs, stakeholders, and managers who want to view allocations in a way that best fits their workflow</li></ul><h3><strong>Pre‑requisites</strong></h3><ul><li>Existing allocations in the platform</li><li>Familiarity with navigating Allocations</li></ul><h3><strong>Permissions required</strong></h3><ul><li>Access and permission to view allocations</li></ul><h2><strong>📹Demo walkthrough</strong></h2><div class="raw-html-embed"><iframe width="560" height="315" src="https://www.youtube.com/embed/XtEM8sUtsY8?start=175" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture" allowfullscreen=""></iframe></div><h2><strong>💭How‑to guide</strong></h2><div class="raw-html-embed"><div style="background-color:#F5F5F5; border-left:4px solid #BDBDBD; padding:12px 16px; margin:12px 0;">
Customizations are flexible and offer a variety of views such as data grid, tree map, stacked column, charts, and more; the instructions below provide a basic overview of how to use the customize option starting with the data grid.
</div></div><h3><strong>Step 1: Open customize panel</strong></h3><p>Click the <strong>Customize</strong> button on the upper right corner to open the panel.</p><figure class="image image_resized" style="width:48.71%;"><img src="https://cdn-assets.productfruits.com/0dee881f-756e-4257-b57a-b130dec0f00d"></figure><h3><strong>Step 2: Configure your display settings</strong></h3><div class="raw-html-embed"><div style="background-color:#F5F5F5; border-left:4px solid #BDBDBD; padding:12px 16px; margin:12px 0;">
<strong> ℹ️ In this example: </strong>
We want to display allocations per staff and their associated projects.
</div></div><div class="raw-html-embed"><div style="background-color:#FFF8E1; border-left:4px solid #F4C430; padding:12px 16px; margin:12px 0;">
  <strong>⚠️ Note:</strong>
  Key items to adjust may vary per visualization type.
</div></div><p>As we work on the Data Grid view, key items to adjust are:</p><ul><li><strong>Visualization</strong> – type of visual remains Data Grid (Data Grid, Tree Map, etc.)</li><li><strong>Group by</strong> – set to <strong>Staff Display name</strong> to organize allocations by staff&nbsp;</li><li><strong>Data to display</strong> – set to <strong>Project Display name</strong> to see each staff's assignments to the projects they are working on</li></ul><div class="raw-html-embed"><div style="background-color:#FFF8E1; border-left:4px solid #F4C430; padding:12px 16px; margin:12px 0;">
  <strong>💡Tip:</strong>
 Use the arrows on the right side to easily interchange the Group by and Data to display values with a single click
</div></div><ul><li><strong>Unit to display</strong> – set to <strong>Man days</strong>, to see the number of working days&nbsp;</li><li><strong>Columns</strong> – set to <strong>Month</strong>, this defined the granularity of the data view</li></ul><figure class="image image_resized" style="width:23.81%;"><img src="https://cdn-assets.productfruits.com/71f620e0-a435-4f27-82f4-5aa8a43081d6"></figure><h3><strong>Step 3: Apply changes</strong></h3><p>Click on <strong>Apply changes</strong> and see the updates applied in the chosen visualization.<br>In this example (Data Grid), staff appear first, and expanding a row shows the projects they are allocated to.</p><p style="text-align:center;">Before changes:</p><figure class="image image_resized" style="width:79.49%;"><img src="https://cdn-assets.productfruits.com/8274874c-7411-4056-bd3b-44ea1994243b"></figure><p style="text-align:center;">After changes:</p><figure class="image image_resized" style="width:81.27%;"><img src="https://cdn-assets.productfruits.com/323d1546-384f-4a4d-8741-56e6328d705f"></figure>

<h2><strong>📝Overview</strong></h2><h3><strong>Purpose</strong></h3><ul><li>Assign staff members to a specific project for a defined period</li><li>Track who is working on what, when, and in what role</li></ul><h3><strong>Who is this for</strong></h3><ul><li>PMOs managing staffing and resourcing&nbsp;</li></ul><h3><strong>Pre‑requisites</strong></h3><ul><li>Projects is already created in the platform</li><li>Staff member exists and is active</li></ul><h3><strong>Permissions required</strong></h3><ul><li>Access and permission to manage allocations</li></ul><h2><strong>📹Demo walkthrough</strong></h2><div class="raw-html-embed"><iframe width="560" height="315" src="https://www.youtube.com/embed/XtEM8sUtsY8?start=49" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture" allowfullscreen=""></iframe>
</div><p>&nbsp;</p><h2><strong>💭How‑to guide</strong></h2><h3><strong>Step 1: Open the allocation modal</strong></h3><p>Click <strong>Add allocation</strong> on the top‑right corner of the Allocations page to open the allocation modal.</p><figure class="image image_resized" style="width:52.87%;"><img src="https://cdn-assets.productfruits.com/58c1cd1c-a96c-46d3-b62e-ee696cb792c6"></figure><h3><strong>Step 2: Choose allocation mode</strong></h3><p>For adding allocations, you can keep the default view for a single allocation or toggle on the <strong>Multiple</strong> icon on the upper right corner of the modal to allocate several staff at once.</p><p style="text-align:center;">Single allocation view:</p><figure class="image image_resized" style="width:39.56%;"><img src="https://cdn-assets.productfruits.com/ce06347e-90e9-4a30-b56d-ed34e6b43ec4"></figure><p style="text-align:center;">Multiple allocation view:</p><figure class="image image_resized" style="width:83.2%;"><img src="https://cdn-assets.productfruits.com/ee18107e-81bc-426c-8f97-7ad40611ca94"></figure><div class="raw-html-embed"><div style="background-color:#FFF8E1; border-left:4px solid #F4C430; padding:12px 16px; margin:12px 0;">
  <strong>💡 Tip:</strong>
  Use the multiple allocation view when assigning the same project or period to multiple staff to save time.
</div></div><h3><strong>Step 3: Enter allocation details&nbsp;</strong></h3><p>Fill in the required fields for allocations, mainly:&nbsp;</p><ul><li><strong>Project</strong> – where the staff will be allocated</li><li><strong>Staff</strong> – the person being allocated to the project</li><li><strong>Role</strong> – the role the staff will perform on the project</li><li><strong>Period</strong> – start and end dates of the allocation</li><li><strong>Allocation</strong> - Hours or days the staff is allocated during the selected period</li><li><strong>Specific days</strong> - Which days the allocation applies to</li></ul><figure class="image image_resized" style="width:40.86%;"><img src="https://cdn-assets.productfruits.com/6117b285-e9e1-436d-ae19-e8adc798e3b4"></figure><h3><strong>Step 4: Save the allocation</strong></h3><p>Click +<strong>Add allocation(s)</strong> on the lower right bottom of the modal to confirm and save your newly created allocation.</p><figure class="image"><img src="https://cdn-assets.productfruits.com/2cfad84c-b09b-446d-abe9-d61b5e9d3eab"></figure><h3><strong>Step 5: Review the allocation</strong></h3><p>Locate the project or staff you just allocated in the data grid and expand the row to view the allocation details.</p><div class="raw-html-embed"><div style="background-color:#FFF8E1; border-left:4px solid #F4C430; padding:12px 16px; margin:12px 0;">
  <strong>💡 Tip:</strong>
  Use the quick search to find the project or staff faster.
</div></div><p>&nbsp;</p>

<h2>📝<strong>Overview</strong></h2><h3><strong>Purpose</strong></h3><ul><li>Update existing staff allocations when project plans change</li><li>Ensure allocation data stays accurate across projects, staff, and time periods</li></ul><h3><strong>Who is this for</strong></h3><ul><li>PMOs managing allocations and resourcing changes</li></ul><h3><strong>Pre‑requisites</strong></h3><ul><li>At least one existing allocation is already created</li><li>Familiarity with navigating the Allocations data grid</li></ul><h3><strong>Permissions required</strong></h3><ul><li>Access and permission to manage allocations</li></ul><h2><strong>📹Demo walkthrough</strong></h2><div class="raw-html-embed"><iframe width="560" height="315" src="https://www.youtube.com/embed/XtEM8sUtsY8?start=103" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture" allowfullscreen=""></iframe></div><h2><strong>💭How‑to guide</strong></h2><h3><strong>Step 1: Locate the staff member</strong></h3><p>Find the staff member whose allocation you want to update in the data grid.&nbsp;</p><div class="raw-html-embed"><div style="background-color:#FFF8E1; border-left:4px solid #F4C430; padding:12px 16px; margin:12px 0;">
  <strong>💡 Tip:</strong>
  Use the quick search to find the project or staff faster.
</div></div><figure class="image image_resized" style="width:39.44%;"><img src="https://cdn-assets.productfruits.com/d3131d2f-374f-4300-abb0-76f838fe121a"></figure><h3><strong>Step 2: Select the allocation period</strong></h3><p>Similar to Excel, click and drag across the cells for the period you want to update. A movable action bar appears once a valid selection is made.</p><figure class="image image_resized" style="width:83.82%;"><img src="https://cdn-assets.productfruits.com/0baf8eb9-b627-46fd-b0da-75ff6ccc92ef"></figure><h3><strong>Step 3: Select Bulk Edit</strong></h3><ul><li>From the movable action bar, click <strong>Bulk edit</strong>.&nbsp;</li><li>In the selection screen, review the chosen period and adjust which allocations to edit by selecting or unselecting rows as needed.</li><li>Once review is done, click on <strong>Next.</strong></li></ul><div class="raw-html-embed"><div style="background-color:#FFF8E1; border-left:4px solid #F4C430; padding:12px 16px; margin:12px 0;">
  <strong>⚠️ Note:</strong>
 If the checkbox is not ticked, the field remains disabled and cannot be edited.
</div></div><div class="raw-html-embed"><div style="background-color:#F5F5F5; border-left:4px solid #BDBDBD; padding:12px 16px; margin:12px 0;">
  <strong> ℹ️ In this example: </strong>
We want to edit the staff member’s allocations for the second half of May, so we unselected any rows outside that range.
</div></div><figure class="image image_resized" style="width:83.25%;"><img src="https://cdn-assets.productfruits.com/b78bab82-49d7-4f5b-b4ce-58cbda272a31"></figure><h3><strong>Step 4: Edit allocation details</strong></h3><p>Choose the allocation category you want to update by ticking the checkbox for the field you want to change to enable it and make the required updates.</p><div class="raw-html-embed"><div style="background-color:#FFF8E1; border-left:4px solid #F4C430; padding:12px 16px; margin:12px 0;">
  <strong>⚠️ Note:</strong>
  If the checkbox is not ticked, the field remains disabled and cannot be edited.
</div></div><figure class="image image_resized" style="width:56.11%;"><img src="https://cdn-assets.productfruits.com/9f9247f5-df61-45d0-81f4-b2d4650ddb52"></figure><h3><strong>Step 5: Review and save changes</strong></h3><p>Review the summary of changes and click <strong>Save</strong> to apply the updates.</p><figure class="image image_resized" style="width:78.39%;"><img src="https://cdn-assets.productfruits.com/775a7535-cb87-412c-a3fc-b40540915c9d"></figure><h3><strong>Step 6: View changes in the data grid</strong></h3><p>Locate the staff member or project and confirm the updated allocations are reflected correctly.</p><div class="raw-html-embed"><div style="background-color:#F5F5F5; border-left:4px solid #BDBDBD; padding:12px 16px; margin:12px 0;">
  <strong> ℹ️ Result of this example: </strong>
The staff member’s allocation has been updated, they are now removed from the first half of May for the Apollo UX project, while remaining days in May allocated to the Orion Integration project.</div></div><figure class="image image_resized" style="width:78.86%;"><img src="https://cdn-assets.productfruits.com/ec9dca40-1a35-41a0-98fd-2876fc3914e5"></figure>

<h2>📝<strong>Overview</strong></h2><h3><strong>Purpose</strong></h3><ul><li>Narrow down allocation data to focus on specific staff, team, project, program, or allocation</li><li>Make it easier to analyze and view allocations without distractions from unrelated data</li></ul><h3><strong>Who is this for</strong></h3><ul><li>PMOs, managers, or stakeholders who need to focus on specific allocation information</li></ul><h3><strong>Pre‑requisites</strong></h3><ul><li>Existing allocations in the platform</li><li>Familiarity with navigating the Allocations data grid</li></ul><h3><strong>Permissions required</strong></h3><ul><li>Access and permission to manage allocations</li></ul><h2><strong>📹Demo walkthrough</strong></h2><div class="raw-html-embed"><iframe width="560" height="315" src="https://www.youtube.com/embed/XtEM8sUtsY8?start=234" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture" allowfullscreen=""></iframe></div><h2><strong>💭How‑to guide</strong></h2><h3><strong>Step 1: Click on the Filter button</strong></h3><p>Click the <strong>Filter</strong> button on the top right corner of the Allocations page.</p><figure class="image"><img src="https://cdn-assets.productfruits.com/613b3aad-7faf-47c1-83a5-a077a025c124"></figure><h3><strong>Step 2: Find the criteria to narrow your data</strong></h3><p>Choose from the available categories and parameters to find the criteria you are looking for</p><div class="raw-html-embed"></div><figure class="image image_resized" style="width:43.23%;"><img src="https://cdn-assets.productfruits.com/4c4a2d2a-4494-48a0-8137-87319c383049"></figure><h3><strong>Step 3: Apply to see the changes</strong></h3><p>Click on <strong>Apply</strong> and view in the data grid that it now shows only the allocations that match your selected criteria</p><figure class="image image_resized" style="width:81.92%;"><img src="https://cdn-assets.productfruits.com/6158ef5b-decb-4ebf-a0ad-1bfd51fabca1"></figure><div class="raw-html-embed"><div style="background-color:#FFF8E1; border-left:4px solid #F4C430; padding:12px 16px; margin:12px 0;">
  <strong>⚠️ Note:</strong>
  You can also save your filtered view as a new tab to return to it anytime. See the Manage Tabs article for details.
</div></div>

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