Policy assignment history

SECURITY  Security level with Admin permission to configure Resources/Users (HR). Refer to Admin security settings.

NAVIGATION   > Admin > Organization Settings & Users > Resources/Users (HR) > Resources/Users (HR) > Resources/Users > HR tab

All Autotask resources are, at a minimum, associated with one time off policy. This will either be the system default time off policy called None, or another policy you have associated with the resource when the resource was set up in Autotask.

Over time, resources can become associated with additional time off policies, even though only one will be effective on any given date. These associations are managed on the Policy Assignment History page, which is accessed from > Admin > Organization Settings & Users > Resources/Users (HR) > Resources/Users (HR) > Resources/Users > HR tab by clicking the view all/manage associated policies link.

  • If the resource is active, the Policy and Effective From date can be modified for any associated policy.
  • If the resource is inactive, the Associate Another Policy button, disassociate option, and inline editing are disabled.

NOTE  The None policy cannot be edited.

The Associated Policies table is inline-editable.

  1. To add a policy to the list, click the Associate Another Policy button. A blank row, in inline edit mode, is added to the table.
  2. To open the page, use the path(s) in the Security and navigation section above.
  3. To edit a policy association, click on a row to put it in inline edit mode. Select a different policy, or change the Effective From date.

NOTE  Effective Until date cannot be modified. Refer to About the Effective Until date field below.

  1. To disassociate a policy, click the Disassociate icon.
  2. To save your changes, click Save, tab to another row, or click a cell in another row. To discard all edits, click Cancel.

The table will be refreshed to display the polices in chronological order, based on Effective From date. The earliest Effective From date cannot be earlier than the Hire Date.

This date field cannot be edited, but it will exhibit the following self-edit behaviors when an association is:

  • Deleted: The earlier policy's Effective Until date will extend to that of the deleted policy.
  • Inserted (between existing associations): If the inserted policy's Effective From date is earlier than the Effective Until date of an earlier policy, the earlier policy's Effective Until date will automatically correct to one month earlier than the new policy's Effective From date.
  • Effective From date cannot be earlier than Hire Date (specified on Resource Management > HR tab).
  • Click the Disassociate symbol to disassociate the resource from a policy.

NOTE  If there was a policy-resource association prior to the deleted one, the earlier association will incorporate the duration of the deleted one.

  • Any policy, except the "None" policy, can be disassociated from a resource.

IMPORTANT  We generally advise against disassociating the resource from a previous policy.

You do not need to disassociate a resource from a time off policy when a new policy is assigned. Over time, resources can become associated with more than one time off policy for a number of reasons:

  • Your organization creates a new time off policy for everyone
  • The resource moves to a new internal location (possibly in a different country), where a different policy is in effect
  • The resource is promoted or transferred to a different department where a different policy is in effect

Only one policy can be in effect for any resource on any given date, and when a resource is associated with a different policy, the Effective Until date of the previous policy is simply set to one day before the Effective From date of the new policy. This happens automatically and provides a list of all previous policy assignments, that is, the Policy Assignment History.

There are, however, possible scenarios when you will want to disassociate resources from existing policies:

  • Resources were assigned to the wrong policy
  • You want to delete a policy and are unable to do so until all resources are disassociated

If you need to disassociate a resource from a policy, there is no impact on submitted time off requests or any additional time added under Resource Management. But you should keep in mind that the historical record as reflected in the Policy assignment history is changed. The policy association no longer appears in the History, and Autotask does not maintain a record of the association.