How to Check or Set Limits on Project Resources in Project Insight

Project Insight allows system administrators to control whether task assignments are limited to resources already added to a project or can include all users available in the system. If an expected resource is missing from a task assignment list, check the project’s resource assignment settings.

Best for: Project managers and system administrators who cannot find an expected user when assigning or reassigning a task.

Why are some resources missing from a task assignment list?

A project can be configured to limit task assignments to users who have already been added as project resources.

When Limit task user assignment to project resources is enabled, the task assignment list only shows resources associated with that project. Other users in the Project Insight system will not appear in the list.

Project Insight does this by allowing resource assignment rules to be configured for an individual project or established globally for projects and tasks.

How do I check the resource limits for one project?

1. Open the project where the resource is missing.
2. Open the project’s Task List view.
3. Open the Edit menu.
4. Select Edit Project Options.
5. Scroll to the settings for adding resources to projects and tasks.
6. Review the available resource assignment limits.

How do I allow more users to be assigned to project tasks?

To make all available system users appear in the task assignment list:

1. Open the affected project.
2. Go to Edit > Edit Project Options.
3. Find Limit task user assignment to project resources.
4. Turn the setting off.
5. Select OK to save the project options.
6. Return to the project’s Task List.
7. Open the resource assignment list again.
8. Confirm that additional users are now available.

Turning this setting off expands the task assignment list beyond the resources already associated with the project.

How do I limit task assignments to project resources?

To restrict task assignments to users already added to the project:

1. Open the project.
2. Go to Edit > Edit Project Options.
3. Locate Limit task user assignment to project resources.
4. Turn the setting on.
5. Select OK to save the change.

This setting helps administrators control which users can be assigned work within a specific project.

Can other project items be limited to project resources?

Yes. The project options also include settings that can limit user assignments for other project items, including:

• Issues
• To-dos
• Comments

Review the available options before changing the project configuration. Each setting may affect which users can be selected in different areas of the project.

How do I change resource assignment limits for all projects?

System administrators can configure global resource assignment behavior through the Projects and Tasks add-on.

1. Open the Add-ons page.
2. Find Projects and Tasks.
3. Select Configure.
4. Locate the global resource settings.
5. Update the appropriate limits for projects and tasks.
6. Save the configuration.

Use Edit Project Options when you need to change the settings for one project. Use the Projects and Tasks add-on configuration when you need to manage the settings globally.

What should I check if the resource list does not change?

Did you save the project options?

Select OK after changing the setting. If you leave the page without saving, the previous resource limits may remain in place.

Are you editing the correct project?

Project options apply to the project you are currently editing. Confirm that you opened Edit Project Options from the affected project.

Does the issue affect multiple projects?

If the same resource limits appear across several projects, review the global settings in the Projects and Tasks add-on.

Do you have system administrator access?

System administrators can determine how projects and tasks function with resources. Contact your Project Insight administrator if you cannot access or change these settings.

What are common mistakes when changing project resource limits?

• Changing the setting without selecting OK to save it.
• Assuming a user is unavailable when the project is only limiting the assignment list.
• Updating one project when the setting needs to be changed globally.
• Turning off a resource limit without reviewing the related issue, to-do, and comment settings.
• Expecting a project-level change to update every project in the system.

What related questions does this article answer?

Why can I see a user elsewhere but not on this task?

The task assignment list may be limited to resources already added to the project.

Can I use different resource limits for different projects?

Yes. Use Edit Project Options to configure the settings for an individual project.

Can I apply the same resource limits across all projects?

Yes. System administrators can configure global resource settings through the Projects and Tasks add-on.

Does turning off the limit add a user to the project resource list?

Turning off the limit makes more system users available in the task assignment list. The demonstration does not confirm whether assigning one of those users automatically adds the user to the project resource list.

Related features

• Project resource management
• Task assignments
• Project options
• Projects and Tasks add-on
• Issue assignments

• To-do assignments

  For additional help reviewing project resource settings, visit Project Insight Support.