Usage Instructions - Sync RR
Step 1: Access the Feature
From any Salesforce Opportunity, click the "Create Resource Requests" button located in the highlights panel or action menu. This will open a modal window without requiring you to leave the Opportunity page.
Step 2: Select the Source Quote Request
In the modal, select the relevant Quote Request from the dropdown menu. Selecting a request ensures the resource data is accurately linked to the correct quote.
Step 3: Preview Resource Requests
Once a Quote Request is selected, the system automatically fetches details from the primary quote's active timelines.
| ℹ Data Mapping It automatically maps fields such as Role, Level, Region, Practice, Bill Rate, Hours, and Skills from the timeline resource record to the preview. |
| ℹ Intelligent Sync The system checks if a Resource Request already exists for a specific resource. If it does, the action is marked as "Update"; otherwise, it is marked as "Create". |
Step 4: Finalize and Sync
Review the resources in the preview table. To proceed, click the "Create & Update Resource Requests" button.
| ℹ Confirmation You will receive a "Success" message once the records are processed. |
Special Use Cases
1. Handling External Resources in Quotes
When managing complex project quotes, it is important to distinguish between internal and external resource types.
| • | Automatic Filtering: The Create Resource Requests action automatically filters out "External Resources". |
| • | System Design: These resources are excluded because they are typically not included in the organization's active rate cards. |
| • | Manual Requirement: The Workforce Management Team must manually assign or create resource requests for any external resources identified in the quote. |
2. Updating Existing Resource Requests
The system allows for synchronization between updated quotes and existing requests, subject to specific status constraints.
| ▶ Modifying Requests in "Planning" or "Submitted" Status |
If a quote is updated-for example, increasing hours for specific roles like a Compliance or Facilities Manager—these changes can be synced.
| ℹ Eligibility for Update Resources that are not yet "Ready to Staff" can be updated with modified hours directly from the quote. |
| ℹ Verification In the Create/Edit Resource Request from QR modal, these will appear under the To Update section. |
| ▶ Constraints for "Ready to Staff" Status |
Once a resource request reaches the Ready to Staff stage, certain automated actions are restricted to maintain data integrity.
| ⚠️ No Action Allowed If a status is set to Ready to Staff, the Create Resource Requests button cannot perform further updates on that record. |
| 🚫 Bypassing the Restriction To allow updates for modified hours on a "Ready to Staff" record, you must first manually change the status of the existing record back to a previous stage. |
3. Post-Staffing Automation
Once a resource is fully prepared for assignment, the platform transitions from request to execution.
- Workflow Transition: After the resource reaches the Ready to Staff status, the next step is to trigger internal business logic.
- PSA Integration: Organizations should build automation to create the final assignment for the resource within their Professional Services Automation (PSA) tool.
Post-Sync Actions & Management
- Visibility: View the newly created or updated requests in the Resource Requests related list on the Opportunity.
- Submission: Users can manually adjust the status of a request (e.g., to "Submitted") to prepare it for further processing.
- Approval: Based on your org's custom workflows, these requests can then be routed to appropriate teams for final approval and resource allocation.
| Best Practices |
| Use Regularly: Use the sync button frequently to ensure the Opportunity always reflects the most recent resource requirements from the quote. |
| Validate Data: Always verify the selected Quote Request in the dropdown to ensure you are pulling the correct project data. |
| Monitor Real-Time: Leverage the related list to track the progress and status changes of resource requests in real-time. |