Create a new resource in Autotask

If you need to add another resource user in Autotask, you can log into the Autotask account synced with Proxuma. Additional fees may apply to your billing if you add another resource. We have divided this article into 5 parts. Each part represents the tab that is required to be filled in and the process that you need to do in Proxuma once a new resource in Autotask is added:

• Accessing Resource Management and the General tab
• Security tab
• HR tab
• Approvers tab
• Associations tab

⚠️Note: All fields marked with a red asterisk are mandatory.

• Accessing resource management and general tab in Autotask
• Autotask security tab
• Autotask HR tab
• Autotask approvers tab
• Autotask associations tab

The Resources Management tab allows you to create and manage all resources in Autotask. The General tab contains basic information about the resource. You can reassign a resource to a different Primary Internal Location from this tab.

To add a new resource user in Autotask, follow these steps:

1. Log in to the Autotask account that you synced with Proxuma.🔒

2. Hover your mouse over the Main Menu.🖱️

3. Then, hover over the Admin option again and select Resources (Users).👥

4. Hover your mouse over the New option and select New Resource from the list.👤

5. Complete all required fields found in the General tab. 📋

⚠️Pro tip: The General tab contains the basic information about the resource. This is also the tab to go to if you need to reassign the resource to a different Primary Internal Location. 

6. Once done, proceed to the Security tab.🔒

The Security tab focuses more on the access and permission of the resource. From this tab, you can also enable the account's Two-Factor Authentication.

Here's how you can update the required information here:

1. Type your desired username for the resource.📝

⚠️Note: By default, the Active checkbox is already ticked. If you don't want to activate the resource, uncheck the checkbox. 

2. Select the Security Level for the resource.📶

💡Pro tip: It is crucial to assign the correct level for them. Setting a security level lets you control how a resource uses the system and limits the information and sections in the system that they can access. For example, you want to assign something other than a System Administrator level to a Sales resource.

3. Two-Factor Authentication is optional, but we highly recommend enabling this security feature.🔑

4. Once the required fields in the Security tab is complete, proceed to the HR tab.🔄

The HR tab contains everything you need to configure a resource's type, payroll, daily working availability, etc.

⚠️Note: The daily working hours will also be reflected in Proxuma's Resources Settings, and you edit these hours from there. 

To start setting up a resource, follow these steps:

1. Configure the required fields.⚙️

2. Click the + New button to configure the Internal Cost.💰

⚠️Note: The Internal Cost determines the resource's hourly rate. You must set an hourly rate for every new resource you're adding. 

3. Input the Hourly Rate and click OK.🕒

4. If all required fields are complete, proceed to the Approvers tab.👥

This next tab allows you to assign the approvers for time sheets and expense reports.

To set the approval level, follow these steps:

1. Click the Plus New.➕

2. Select a Resource from the list and set the correct timesheet Approval Level.📊

⚠️Note: Only one resource can be assigned to approve a timesheet at a time. Set the approval to Level 1 to avoid assigning a multi-level timesheet approver. 

3. Click OK.✔️

4. To assign an Expense Report Approver, click the + New button and select the resource you want to set from the list.👤

5. Click OK, then proceed to the Associations tab.✔️

From this tab, you must assign the default department, role, Service Desk Queues, and Service Desk Roles for a resource. You also have the option to set to which Line of Business a resource can access. Selecting the correct line of business allows you to control the data a resource can access, such as those associated with contracts, tickets, projects, and other data inside Autotask. The Line of Business is also used to filter billing, invoicing, reporting, etc.

1. Select the Line of Business you want to associate with the resource, then click the right arrow icon to add the line of business.➡️

2. Click the + New button to start assigning a department.➕

3. Add the Department and Role.➕ 

If the resource is the department's lead, tick the Department Lead checkbox.☑️

4. Click OK to finish the setup.✔️

5. Complete the details in the Skills and Attachments tab (optional).🛠️

6. To complete the setup wizard, click the Save & Close button.💾

Generate Autotask's API credentials (Client ID and Secret)

Add new department and assign users to a department

A quick walkthrough on how to create a new department and assign users to it.