Create equipment, a location, staff, or a pooled resource

Before you can allocate a resource to an activity, you must create the resource in EDRDM. In Enterprise Foundation, a resource is a location, member of staff, item of equipment, or a pooled resource.

To create a resource, follow these steps:

  1. In the main EDRDM window, find the Resources area.
  2. Click New in the relevant row in that area. The Resources area contains the following rows: Equipment, Locations, Pooled Resources, and Staff.
  3. EDRDM opens a form that you can enter the new resource's properties into. The properties that are present, and the type of data that they store, will depend on your implementation of Enterprise Foundation, and on the type of resource. For example, pooled resources do not have suitabilities. The following list provides guidance that might help you to complete the form:
    • Single-line text properties such as Name and Description: Click the property box, then type. If you do not specify a host key in the Host Key box, EDRDM will generate a unique host key.

      Example text in a single-line text property

      Single-line text property

    • Multi-line text properties such as User Text 1: Click the property box. In the popup window that is displayed, click and type, then click OK.

      Example text in a multi-line text property

      Multi-line text property

    • Properties that contain a single value that you select (such as Department and Zone): Click the property box. Then, in the list that is displayed, select a value (Note: the example below is from the Suitability form). The Department property can control which activities a resource can be allocated to; the resource that is allocated to an activity must belong to or be shared with the activity's department. The Zone property also controls allocation; it specifies where a location is. If travel times are used, it specifies where a member of staff or item of equipment begins the day; the allocated resource must have enough time to travel from that zone to its first activity of the day.

      An item selected in a list that you can select a single item from

      Single value selection property

    • Properties that can contain multiple values that you select (such as Tags and Primary Suitabilities): Click the property box, then select values. Typically, you move items from an "Unselected" list to a "Selected" list. For example, an item can have multiple tags, and you choose them by moving them to the "Selected" list. The following table provides additional information about some properties that you can select multiple values for:


      Applies to


      Primary Suitabilities and Other Suitabilities

      Equipment, Location, Staff

      Select suitabilities that describe the resource.

      In Enterprise Timetabler, you can use the Primary for Suitability scheduling preference setting to ensure that Enterprise Timetabler favours resources whose primary suitabilities match the activity's suitability criteria. For more information about suitabilities, see Suitabilities.

      Constraint Profiles

      Equipment, Location, Staff

      Select which constraint profiles apply to this resource. For example, for a member of staff, you might select a profile that includes Resource Breaks and Maximum Hours constraints.

      Shared With

      Equipment, Location, Pooled Resource, Staff

      Select which departments this equipment is shared with.

      Tip: To share it with all departments, select the Shared With All check box. Typically, resources that are centrally owned are shared with all departments.

      Note: Control over whether a user can directly allocate the resource, or whether they must submit a request for its use, is exerted through permissions that are set in Authorisation Manager. These permissions can reference departments. For example, a user might be permitted to allocate resources that are owned by the Science department, but might have to submit a request to allocate resources that are owned by the Languages department.

      Avoid Concurrency

      Equipment, Location, Pooled Resource, Staff

      Identify the resources that must not be used at the same time as this resource.

    • Numeric properties (such as Maximum Periods and Contract Periods): Click the property box. Then, type a value. Or, to select a value, use the arrows at the end of the property box. The following table provides additional information about some numeric properties:


      Applies to


      Contract Periods and Maximum Periods

      Equipment, Location, Staff

      Contract Periods specifies the number of hours use (expressed as periods) per week that the resource is contracted for. For example, a staff member's weekly contracted hours.

      Maximum Periods specifies the maximum number of hours (expressed as periods) per week that the resource may be used for. For example, a staff member's weekly contracted hours plus their allowable overtime.

      Pool Size

      Pooled Resource

      The number of items that the pool of resources consists of.

      Capacity and Area


      Capacity specifies how many people a location can hold.

      Area specifies the floor area of a location.

    • Properties that you must tick or untick: Select or clear the box. The PT box indicates whether the new member of staff works part time.
  4. Specify the resource's availability pattern, start preference pattern, and usage preference pattern. For more information about these patterns, see About time constraints.
  5. To save the new item, click Apply. Or, to save it and close the form, click OK.
  6. Note: If you have not yet clicked Apply and you do not require the new item, click Discard; the new item is deleted. Or, to discard the item and close the window, click Cancel.

Alternatively, if you want to look at or copy data from other items when you create one, click Show (beside the New button). EDRDM opens a list of items. In that window, click the plus icon below the item list (see below) to create an item. In the new row, enter the new item's properties, then click Apply to save the item (or OK to save the item and close the window). If a property that you want to use is not present, add it to the table.

A red square that indicates the position of the "plus" icon

The "plus" icon below the item list

Scientia Ref: 4283. For Enterprise Desktop Reference Data Manager 3.15.1. Copyright © Scientia Ltd. 2019