How to Deactivate a Flux Team

Important

This article covers legacy Flux Capacity functionality.

If you are in the beginning stages of setting up resource management functionality in your org, or if you are already using TaskRay Resource Management features, refer to the new Resource Management documentation.
If your organization currently uses Flux Capacity for resource management, use this article if you need to get information on Flux functionality.

If you have any questions, reach out to TaskRay Support.

This article helps a Salesforce System Administrator and Flux Admin who wish to “deactivate” a Flux Team.

Currently, there is not a product feature that specifically handles deactivating a Flux Team in the same you can deactivate a Flux resource. There are a number of decisions when deactivating a Team that we think you need the flexibility to make based on your unique resource management process.

This article describes the manual process one can take to effectively "deactivate" a Flux Team.

Step 1: Deactivate Flux Resource Queue

Navigate to the Flux Resource tab
Click to open the Flux Resource Queue associated with the team you wish to deactivate (ex. in the screenshot below, we are going to deactivate the ERP Consultant resource queue)
Click the green Active/Deactivate button

Review the deactivation warning and select Yes, Proceed

Step 2: Update Flux Resources’ Team Memberships

For the Flux Team you wish to deactivate, you’ll need to go through each Flux Resource that has an active Team Member and reallocate among the remaining active Teams.

Navigate to the Flux Team tab
Click to open the Flux Team you wish to deactivate
You will see a list of all Flux Resources with an associated Team Membership. You’ll only need to worry about those with an Active team member (see example below). Go to the Flux Resource detail record.

If the Flux Resource only has one active team member, follow these steps to move the resource to a new team (else, proceed to Step E):
- - Click the Add Team Member button

Select a Flux Team, click Save & Next
For the newly added Flux Team, set the Percent Allocation to Team to 100%, set Active = true, set Primary = true
For the Flux Team you wish to deactivate, set the Percent Allocation to Team to 0%, set Active = false
Click Save

If the Flux Resource has more than one active team member, follow these steps:
- - Click the Edit Team Member(s) button

- - For the Flux Team in question, set the Percent Allocation to Team to 0%, set Active = false
  - Adjust the Percent Allocation to Team for the remaining active Team(s), ensuring at least one of the active teams is marked as Primary
  - Click Save
Repeat above steps for all Flux Resources with an active Team Membership for the Flux Team you wish to deactivate. Once this is complete, the Flux Team should have no remaining active team members.

Step 3: Rename Flux Team

Before you can edit the Flux Team Name field, your Salesforce Admin must first temporarily disable the Flux_Team_Name_cannot_be_changed validation rule on the Flux Team object.

To indicate a Flux Team is inactive, we recommend you update the Flux Team Name to include INACTIVE as shown in the example below.

Once you’ve saved the Flux Team Name change, we recommend your Salesforce Admin re-activate the Flux_Team_Name_cannot_be_changed validation rule on the Flux Team object.

Step 4: Update Salesforce Queue

To indicate the Salesforce Queue associated with a Flux Team is inactive, we recommend you update the Queue name to include INACTIVE as shown in the example below.

Step 5: Reassign TaskRay Tasks Owned by Salesforce Queue Associated with the Team

There are a number of ways to accomplish this step depending on the Task volume in your org. Consult with your Salesforce Admin to get all Tasks owned by the inactive Queue reassigned to a different Queue.

Step 6: Update Dashboards

Edit any Flux Team filters present on your dashboards by removing the value that references the Flux Team you wish to deactivate.

You may wish to keep the Flux Team filter present on your Actual Utilization dashboards.

Considerations

The “deactivated” Flux Team will still be available in the following areas. Please advise your users accordingly. The revised Team name including INACTIVE should provide sufficient indication that the Team is no longer populated with members.

Flux Resource > New
Flux Resource > Edit Team Member(s)
Flux Planner filters
Historical Actual Utilization Reports
- It would be expected that inactive Flux Teams still appear in historical actual utilization reports as these reports reflect point-in-time data (ie. the Flux Team was active during the historical timeframe and should be represented as such)
Forecast Reports
- If the inactive Flux Team is still displayed, you may not have completed Step 1 for all Flux Resources