Approve or Reject a Resource Request

 
 
Default Account Permissions: Account Administrator

Overview

Resource Requests—which can be enabled in your Resource Management Settings—give organizations more control over who is staffed on specific projects by requiring users to submit requests when they need project roles filled. This ensures that staffing decisions are made only by the members that are designated as Resource Request Approvers.

Note: Any account member who has access to view all projects in the Resource Center and edit named resources can be designated as a Resource Request Approver.

As a Resource Request Approver, you:

• Receive notifications when requests are submitted to you
• Approve submitted requests that meet your staffing criteria
• Reject submitted requests that don’t have enough information—such as the skills needed or other data from custom fields—or cannot be staffed due to staffing limitations or other reasons

Before a request can be submitted for approval, unnamed resources must be added to the project, an approver must be selected, and all required custom fields must be filled out. These unnamed resources are created based on the roles listed in your account settings.

Once a request has been submitted, an email notification is sent to the selected approver and an Envelope (“   ”) icon appears next to the unnamed resource in the Resource Center and a project's Resourcing tab.

Resource Requests can be approved or rejected via email or anywhere that the Resource side panel can be accessed in Kantata.

How to Approve or Reject a Resource Request via Email

1. Open your email client, look for the subject line New Resource Request, and open the email.
2. Click on Link to Request in the email to view the Resource side panel. 
   
3. You can change the Resource Label to distinguish between senior and more junior-level roles, as well as the Role to ensure the correct rate is being used.
4. To approve a request, you must select a Team Member from the Details drop-down menu.
   
5. Select Approve Request to fulfill the request.
   -or-
   Select Reject Request to have the requester submit a new request.
   

How to Approve or Reject a Resource Request in Resourcing Areas

1. Navigate to a Resourcing area in Kantata OX:

   • Projects > select a project > Resourcing
   • Resourcing > Resource Center >Team Members
   • Resourcing > Resource Center > Projects

2. To quickly find requests that need approval in the Resource Center, do the following:

   1. Select Unnamed in the toolbar to display only unnamed resources. Otherwise, skip to the next step.
      
   2. Select the Filters button to open the Filters modal.
      
   3. In the Fields section (the left pane), select Resources.
      Note: This filter is not available in the Resourcing tab of a project.
   4. In the Values section (the middle pane), choose to display Requests Submitted To You or—if you need to see all resource requests—Submitted Resource Requests.
      
   5. Select Apply Filters.
3. From the respective Resourcing page, expand the project or resource row, and select the unnamed resource to open the Resource side panel. Depending on where you are in Kantata, the order of these rows may vary. For example, the resource row is the top-level row in the Team Members tab.
   
4. From the side panel, you can change the Resource Label and the Role, if necessary.
5. In the Details section, select a Team Member from the drop-down menu.
6. Once you have selected the desired team member, select Approve Request.
   - or -
   To have the requester start over and submit a new request, select Reject Request.
   
7. 
   If the request is approved, hours and assignments move to the named resource and the named resource replaces the unnamed resource on the project.

TIP

If you have Resource Recommendations enabled, approvers will see a list of recommended account members to fill the role. Hovering over each recommendation, you can see additional information that can help you determine if a resource may be the right fit.

Related Articles

• What are Access Groups?
• Resource Management Settings
• Resource Side Panel Overview
• Configuring Resource Custom Fields
• Resource Requests Overview
• Enabling Resource Requests and Adding Approvers
• Submit a Resource Request
• Approve or Reject a Resource Request
• How to Enable Access Groups