Resource Assignment

Strong resource assignment improves efficiency, reduces costs, enhances accountability, and helps projects stay on track, all of which contribute to higher overall success rates in organizational and project management contexts.

Newly created resources are distributed among pools based on assignment rules. If they have certain tags, they will immediately be assigned to the appropriate pool as soon as they are first discovered. If they do not belong to any pool, they will be assigned to the Data Source pool. The Data Source pool is created when the Data Source is connected.

OptScale allows you to manage assignment rules by viewing, creating, editing, and changing their priority.

Assignment Rules Table

Go to the Pools page and click on the Configure Assignment Rules button.

Assignment Rules is a centralized interface for viewing and managing all existing assignment rules in the system. This page provides a list of rules displayed in a tabular format for easy navigation and interaction. Users can view the status of each rule and take appropriate actions directly from this page.

All assignment rules are displayed in a table, allowing easy browsing and management. The general actions Add and Re-apply Ruleset are placed above the table. Search functionality is available based on criteria such as Name, Assigned to, Conditions, and Priority. For ease of navigation, the page supports pagination, allowing to view assignment rules in manageable chunks. All data columns are sortable.

Each row represents a specific rule and includes details such as:

• a descriptive name for the rule,
• the pool and owner to whom the resource is assigned,
• a summary of the conditions that trigger the rule,
• the priority used to apply assignment rules to resources,
• actions.

Use the Actions column buttons to manage rules:

- prioritize - sets the rule priority to the highest. The priority of the other rules will be decreased by one

- promote - increases rule priority by 1. The rule will be swapped with the previous rule.

- demote - decreases rule priority by 1. The rule will be swapped with the rule behind it.

- deprioritize - assigns a rule with the lowest priority across the given organization. All other affected rules will be updated.

- edit - allows modification of an existing rule. Adjust conditions and assignment details, ensuring that the rule remains accurate and up to date with changing requirements. A rule can be enabled/disabled by ticking the Active checkbox. Active rules are marked with green dots next to their names, inactive ones are marked with grey dots.

- delete - removes the rule from the list.

Note

OptScale will assign newly detected resources automatically according to the rules listed above. Rules are evaluated according to the priority. You can also force re-apply them for the whole organization or a specific pool if you need to reflect allocation policies changes immediately.

Add Assignment Rule

There are two ways to add an Assignment Rule: through the Assignment Rules page or the Resource page. On the Resource page, you get a specialized version of the Add Automatic Resource Assignment Rule Form with pre-filled fields based on your resource information.

Assignment Rules page

The Add Automatic Resource Assignment Rule Form is used to define new assignment rules for automatic resource allocation based on specified conditions. The form is divided into sections to collect relevant information for creating an assignment rule, including the rule's name, status, conditions, and assignment targets.

The list of available Conditions:

Type	Key/Value	Description
Name/ID starts with	string value	Matches resources where the name or ID begins with the specified value.
Name/ID ends with	string value	Matches resources where the name or ID ends with the specified value.
Name/ID is	string value	Matches resources with an exact name or ID match.
Name/ID contains	string value	Matches resources where the name or ID contains the specified substring.
Tag is	key-value pair	Matches resources with a tag that matches both the specified key and value.
Tag exists	key-value pair	Matches resources that have a tag with the specified key.
Tag value starts with	key-value pair	Matches resources with a tag value starting with the specified value for the given key.
Source is	selected row	Matches resources from a selected data source. Options are presented in a dropdown for selecting the source.
Resource type is	string value	Matches resources where the resource type contains the specified value.
Region is	string value	Matches resources where the region contains the specified value.

Input a Name for the new automatic resource assignment rule as well as the Conditions that have to be fulfilled in order for the rule to become applicable. Add and remove conditions to suit your needs. As the result, a matching resource will be included into the selected Target Pool and assigned to an Owner.

A newly created rule is always prioritized across the organization and is put at the top of the list for the discovered resources to be checked against its conditions first. If these are not satisfied, a resource will be checked against the remaining rules in descending order until one is found applicable.

Resources page

This form is a specialized version of the Add Automatic Resource Assignment Rule Form from the Assignment Rules page. The page is accessible by clicking the Add Assignment Rule button directly from a specific resource's details page.

Its purpose is to simplify the creation of assignment rules for a particular resource by pre-filling relevant fields with the resource's existing data.

Add Conditions according your needs, specify a Name, Target Pool, and Owner.

Re-apply Ruleset

- Re-apply Ruleset - initiates a new check of the already assigned resources against the current ruleset. Resources will be reorganized accordingly even if they were explicitly assigned otherwise before. This feature helps manage assignments, especially when rules are edited, new ones are added, or the priority of existing rules is changed.

Note

The re-check process takes some time.

To start the process, click the Re-apply Rules button. A side modal opens.

Select whether you want to re-apply to the entire organization or a specific pool. In the second selection, specify a pool and, if necessary, enable the With sub-pools checkbox. The Run button starts the process and closes the modal, while the request continues to run in the background. The Cancel button simply closes the modal without performing any actions.

Note

Re-apply options are available if the user has Organization Manager or Root Pool Manager permissions.

Pool-related assignment rules

This feature provides quick access to the assignment rules that apply specifically to a given pool. It helps users understand how resources are being assigned and managed within the pool, ensuring transparency and simplifying rule verification and modification by centralizing relevant rules in one place.

To find a list of assignment rules associated with the selected pool, open the detailed page of the desired pool from the Pools page.

Each rule entry includes the Name, Owner, and Conditions of the rule, providing a clear overview of the rule configurations.

The Conditions column offers a detailed summary of the conditions defined for each rule, including condition types such as Name/ID contains, Tag is, or Source is.

Click the See all assignment rules link at the bottom of the section to navigate to the main assignment rules listing page, where all rules across different pools can be managed.