There are several ways to look at resource assignments. You can switch to a usage view, which shows assignments for each task or assignments for each resource. You can also add a form to your Gantt Chart or other task view and review assignment information in relation to selected tasks.
You can see work assigned to resources in either the Task Usage or Resource Usage views. As shown in Figure 8-16, the Task Usage view lists assignments by tasks. The information for each assignment is rolled up, or summarized, in the row representing the task. To switch to the Task Usage view, click View, Task Views, Task Usage.
As shown in Figure 8-17, the Resource Usage view lists assignments by resources. The information for each assignment is rolled up, or totaled, in the row representing the resource. To switch to the Resource Usage view, click View, Resource Views, Resource Usage.
Either usage view is great for reviewing assignment information. Which one you use depends on whether you want to see assignments within the context of tasks or resources.
The usage views are the only two views in which you can see detailed assignment information. From these two views, you can also access the Assignment Information dialog box, shown in Figure 8-18. To display the dialog box, click the assignment for which you want to see detailed information, and then click Format, Assignment, Information.
Figure 8-18. You can open the Assignment Information dialog box by double-clicking an assignment in the Task Usage or Resource Usage view.
You can enter a note about an individual assignment. In the Task Usage or Resource Usage view, click the assignment. On the Format tab, in the Assignment group, click Notes. The Notes tab in the Assignment Information dialog box appears. Type the note, and then click OK. The Notes indicator appears in the Indicators column of the usage view.
Troubleshooting: The Assignment Information dialog box does not open
If you’re working in the Task Usage view or Resource Usage view and you want to open the Assignment Information dialog box, be sure that you actually have selected an assignment. In the usage views, assignments appear under the task name or resource name. If you double-click the task or resource name at the summary level, the Task Information or Resource Information dialog box opens.
Instead, double-click the assignment under that summary level. In the Task Usage view, the summary level shows the task name, and the subordinate assignment level shows the resource names. Those are the resources assigned to the task; that is, the task’s assignments. If you double-click a resource name in the Task Usage view, the Assignment Information dialog box appears.
In the Resource Usage view, the same principle applies. The summary level shows the resource name, and the subordinate assignment level shows the task names. Those are the tasks to which this resource is assigned; that is, the resource’s assignments. If you double-click a task name in the Resource Usage view, the Assignment Information dialog box appears.
You can use different types of forms under the Gantt Chart or other task view to see detailed information about assignments. To do this, first display the task view you want. Then on the View tab, in the Split View group, select the Details check box. As shown in Figure 8-19, the Task Form appears as the lower pane.
Figure 8-19. Detailed task and assignment information is shown in the Task Form in the lower pane for the task selected in the Gantt Chart in the upper pane.
Adding details to the Gantt Chart produces the same result as applying the Task Entry view, which is a built-in combination view made up of the Gantt Chart and the Task Form. On the View tab, in the Task Views group, click Other Views, and then click More Views. In the dialog box, click Task Entry, and then click Apply.
With the Task Form, you can easily see all schedule-related information—including duration, task type, units, assigned resources, and work—for the selected task in the Gantt Chart. Click the Previous or Next button to move to different tasks.
In the Task Form, the default table information includes resources on the left and predecessors on the right. You can change which categories of information are shown. To do this:
Click in the lower pane to make the form the active pane.
On the Format tab, in the Details group, click the information you want to see in the form—for example, Schedule or Work.
You can also simply right-click in the form, and then click the categories of information you want to see.
You can see more detailed information about resources assigned to the selected task by applying the Resource Form as the lower pane under a task sheet. To apply the Resource Form:
In the lower pane, right-click the view title bar.
In the drop-down menu, click More Views.
In the dialog box, click Resource Form, and then click Apply.
In the Resource Form, you can review detailed information about the resources assigned to the task selected in the task sheet in the upper pane, as shown in Figure 8-20. This data includes availability and cost information.
By default, schedule information is shown in the table area. To change the category of table information, right-click the form, and then click a category such as Cost or Work. Click the Previous or Next button to move to the resources assigned to the current task.
To return to a single-pane view, double-click the split bar dividing the two panes. Another method is to right-click in the form, and then click Show Split to turn it off. And here’s a third method: On the View tab, in the Split View group, clear the Details check box.
Show Assignment Information Under a Resource View
You can also show details about resources and assignments under a resource view. Display the Resource Sheet, which is often the most useful view to be paired with a resource form. On the View tab, in the Split View group, select the Details check box. The Resource Form appears as the lower pane under the Resource Sheet. The information in the Resource Form corresponds with the selected resource in the Resource Sheet.
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