RB User Guide > Calendar > Quick Assignments

Quickly assigning for high volume of jobs

RB9 only

After confirming tomorrow’s jobs, assign resources to related tasks by dragging and dropping them in Quick Assignments. You can also use this function to assign resources to jobs for other days, past and future.

TIP: Assign resources on paper first

You can save time when assigning resources by printing out your upcoming calendar with Job Printout, writing your resources on your calendar, then using Quick Assignments to apply your assignments to your job calendar in RB9. See Printing job calendar back-ups.

  1. View tasks

    1. Calendar > Quick Assignments
    2. Click search button to begin assigning tomorrow’s jobs. Or change the search criteria:
      • Date Type – Default is Job Date. Select Order Date in the drop-down to search by date for write-ups ordered for previously billed non-transcribed jobs.
      • *Date (required) – Default is tomorrow. Click date navigator to select a different date in the Date Navigator.
      • Task – Service(s) requested. Default is ALL. Click lookup button to restrict search to specific tasks (see Lookup panel).
      • Business Units – Profit centers or parts of your business you track separately. Default is ALL. Click lookup button to restrict search to jobs tied to specific BUs (see Lookup panel). BUs are set in Business Units.
    3. RB9 lists all of the tasks for the next day color coded by the related job’s job status. (Job status colors are set in System Preferences > Calendar > Job Status Color.) Basic information about the job and task, including your Notations and task notes, are visible in the results grid. View any task’s details by clicking its hyperlinked job number.
      TIP: Set up the results grid to work for you

      The Quick Assignments function’s results grid layout is customizable. You can hide or show any column, rearrange the column order, stretch or shrink column widths, designate which column to sort results by in ascending or descending order, and choose which columns you want to always be visible when scrolling through the results. You can save your custom grid layout or return to the default layout. See Customizing grids.

  2. Find resources

    In the *Resource Name field in the Find Resources pane, type part of the resource name, then press Enter (or click search button). RB9 lists all of the resources that include the text entered.

    TIP: Assign preferred resources with a click

    If you maintain preferred resource lists for firms and contacts you can save time in Quick Assignments by instead of searching for a resource, click next to a Job No. in the search results and select Preferred/Blocked Resources. In the Preferred/Blocked Resources popup, the ordering firm’s preferred resources are listed first in the Preferred Resources pane followed by the ordering contact’s preferred resources. Check the box of a resource to select it, then click Assign. If you want to send the resource an assignment notification at the same time, click Yes in the following popup.

  3. Assign resources

    1. Click and drag a resource to a task in the results pane to assign the resource to that task.
    2. If the resource is:
      • On the ordering contact/firm’s Blocked Resources list, a popup will alert you, and RB9 will not allow you to assign the resource. Click OK.
      • Not available during the task’s time period, a popup will appear warning you and asking if you still want to assign the resource to the task. Click:
        • Yes to double-book the resource. In the results pane, you can remove the resource from an assignment by clicking options button next to the job number and selecting Remove Resource.
        • No to return to the main window without assigning the resource.
      TIP: Avoid blocked resources

      Instead of attempting to assign a resource only to find them blocked, before entering a resource’s name in the Find Resources pane click options button next to the Job No. in the results pane and select Preferred/Blocked Resources. In the Preferred/Blocked Resources popup, the ordering firm’s blocked resources are listed first in the Blocked Resources pane followed by the ordering contact’s blocked resources. You can then close the popup and assign a resource that didn’t appear in these lists.

    3. RB9 assigns the resource and makes an entry in the Notes Log of the related job. A popup appears asking if you want to send an assignment notification to the resource, if you have the resource’s email address and/or mobile phone number on file. If you want to send notifications:

Repeat steps 2 (Find resources) and 3 (Assign resources) until you have assigned resources to all tasks.

TIP: Assign resources that worked previous jobs on the same case

To find resources that were previously assigned to jobs on the same case as a job listed, click options button next to the Job No. in the main search results of tasks and select Previous Resources in the dropdown. In the popup that appears, check the box of the resource you want to assign and select Assign in the dropdown. Then continue with the rest of step 3.

Reference
Step-by-step instructions