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PDWare Customer Success Center

ResourceFirst Navigation

Basic navigation overview, including login, understanding menus and icons, setting filters, and more.


When you first get to ResourceFirst from a browser, you will be presented with a login dialog.  Enter your user name and password, provided to you by your PDWare administrator, and hit the Login button to login. 


If your username or password is incorrect you will be presented with the failed login message.


Click your name in upper right, and select Logout from the drop down menu.

The next time you click your ResourceFirst icon, you will need to enter your user name and password.

Changing Password 

To change your password (if your company is not integrated with Active Directory), click on your name in upper right, and then select Profile from the drop down menu.

Your profile page will appear.

Click on Reset Password and a dialog box will appear.

Enter the old and new passwords and click Change Password.

Interface & Navigation 

Once your login is confirmed you will see the default ResourceFirst home page.  You'll notice a set of icons on the upper left, and a set of icons on the upper right.

The main system icons below (depicted in the upper left tray in ResourceFirst) are depicted below:


The icons to the right of the ResourceFirst logo represent: 

  • Home (Team member)
  • Resources
  • Projects
  • Financials
  • PMO/Portfolio
  • Reporting (Qlik)
  • Actuals (aka Timesheets)
  • Administration

Hovering over any of the icons presents a dropdown menu (pictured below for the Resources area), where you can go directly to various pages in the system:


These Function Areas and details within will be available according to your rights. 

Note: If you are using a version of ResourceFirst prior to 2020, the main menu will look as follows, with the icons representing:


  • Home (Team member)
  • Resources
  • Projects
  • PMO 
  • Financials
  • Reporting (Qlik) 
  • Timesheet Actuals
  • Administration

On versions prior to 2020, clicking each Function Area icon will open a separate tab for that area (the newer UI as of 2020 will allos for going directly to pages via the left side menu). In the diagram below, both the Home screen and the Analytics tab are open, with the Home tab currently selected.  Likewise, clicking on an individual project name hyperlink on any list page that lists projects will open up a tab for that project.


Most of the icons produce a set of sub-tabs related to that function. For example, below are several selected icons and their related sub-tabs (these are fully explained in the respective sections on this site for each center).

Notice the top tier of the screen represents the main Functional Area icons, then there are the tabs for each icon or function chosen. Then there's a set of sub-tabs for each main page. 


  • Team Member (initial default “Home” page)


  • In addition, as noted in the beginning of this article, there are icons for PMO and Financials. Notice they don't appear in the above screenshots. That's because the user wasn't authorized to those functions. 

In addition to the upper left Main Center icons, there are a set of icons on the upper right, as follows:



(Note: If you're using a version prior to ResourceFirst 2020, the icons will look as below, but perform the same function)



  • The Star icon allows you to save the current page as your home screen.  
  • The "?" or "i" icon brings up help documentation in the PDWare Success Center.
  • The Funnel icon is where you set the data filters for your current session (more on this below)
  • The Downloads icon is where you'll find downloads from Excel exports (more on this below)
  • The Messages icon (the envelope) has notifications.
  • The Profile icon (the person) is where you can update your profile, import and export data, and logout.

Filters/Get Data (Set Session Scope) 

  • The commonly used  Filter.JPG    button on the upper right allows selection of what data is being addressed and how it is presented.  This is similar to the “Get Data” function in the Portfolio Client. The Get Data dialog requires that project and resource nodes are selected before returning data from the database.  Additional specific Field Filters may also be defined.
  • In ResourceFirst versions beginning in 2020, the Get Data dialog includes Date filters (as pictured below). On prior versions, date ranges can be set using the Date Range dropdown on the Assignments, Utilization, and other pages that feature time-phased data.



  •  To select or change nodes for the filter, click the + dropdown to the right of the Project Nodes or Resource Nodes sections. The following dialog will appear, allowing you to select or remove multiple nodes or sub-nodes.



  • To add additional "field level" filters, go the the Field Filters section at the bottom of the Filters dialog, click the "+" sign to add a filter, select the type of field (Project, Resource or Assignment), the field you want to filter on, and choose a field and the field value you'd like to use for data selection (for example, in the Project type, you may want to see data where the Active field is set to Y. Below is a screenshot showing the field filters section.
  • Don't forget to click Reload Data once you've made your changes.



  • Once you've selected your nodes and any desired field filters, click the Reload Data button to reload your data.

Important! When using ResourceFirst, the first thing you should do is use the Filter icon to set your scope. This determines your "portfolio" that you're working with. One of the most common problems is people forgetting to do this and wondering why they're not seeing their data.

Date Parameters 

The Data Parameters section allows you to set the date range for your session, including start date, period type, number of periods, and whether you'd like to see units in hours (the default is FTEs or Full Time Equivalents). 


On ResourceFirst versions prior to 2020, the date range is set using the Date Range dropdown on in the Assignments, Utilization, and other pages. Instructions are as follows:


The  icon in Assignments, Utilization, and other relevant contexts allows setting the visible data range (the start date, granularity type and number of periods). You can also specify if you prefer to see units in Hours (vs. the default, FTEs or Full Time Equivalents). With FTEs, you'll enter 1 to represent the equivalent of a full time person, or .5 to represent half time, etc. 

Note that the hours per 1 day FTE can be set in the Server Settings page in Administration ("Hours Per 1 Day FTE" defaults to 8).


Scrolling and Paging 

On pages with views (AKA spreadsheet type grids), use the horizontal scroll bar at the bottom or vertical scrollbar on the right when needed.  On some pages, a paging tool bar may display at the bottom.

The toolbar will indicate the page you are on, the total number of pages, and provide navigation buttons to move forward or backwards, and a button to Refresh the page.

Sorting, Filtering, and Lock Columns 

Column headers can be used to sort and filter data and lock left columns from horizontal scrolling.

To sort a column based on its values you can:

  • Click on the column header text
  • Expand the column header menu by clicking the down arrow and selecting the sort


To filter a column, expand the column header and select Filter.

Depending on the administration setting for the selected field, you will get either a text filter method or a multi-value list method for the filter.

Text Filter

Displays every row where the field value contains the text string specified.


Multi-Value List Filter


Lock Column (Freeze Panes)

On all grid-type pages, one or more columns are “locked” automatically, meaning they cannot be scrolled off the screen to the left. The rules for mandatory locking are:

          Project Pages                  Project name

          Resource Pages              Resource name

          Assignment Pages           Project name and Resource name

All other fields can be to the left or right of the “freeze” line. Locked fields are to the left; unlocked field are to the right of the line.

When you Lock a field currently to the right, it is moved to the immediate left of the line.

When you Unlock a field currently to the left, it is moved to the immediate right of the line.


Dragging and Filling Value Cells

On pages with editable values grids (e.g., Assignments, Capacity, etc.), you can perform common spreadsheet-like functions such as drag and fill, copy and paste multiple cells, etc.  Simply select your source cells, press enter so that no cells are currently in edit mode, and drag from the right (across or across and down as desired).

Important: When selecting cells on one or more rows, before you drag or press CTL-C to copy, you must press enter so that no cells are in edit mode. Likewise when selecting a cell to paste to. You must press enter so that the cell is not editable.

User Defined Views

Some pages with views (such as Assignments, Project or Resource Data, etc.) allow a user to create their own personal view, available whenever they need it. First, select an existing view from the drop down list that is similar to the one you want to create. In the example below, we have selected the “Forecast View”.  Then select the "Edit Views" icon:


When you click the icon, you'll be presented with the following dialog, which allows you to start from the selected view definition (the selected fields and their order), to use the arrows to add fields to the view or remove them, to click and drag the fields into the order desired, and to click "Save As" to save it with your own desired name. Then the view will be available to you whenever you need it (visible only to the user who created it).



After you have saved a personal view, it will appear in the drop down list for that context, along with those defined by the administrator.

Exporting a Page to Excel (CSV format)

On the upper right control panel of most view pages, clicking the “Export” button  generates an export CSV file for use with Microsoft Excel, and prompts you to download it to your computer. For instructions, see Export and Import Data on ResourceFirst Views.

Exporting the Database to Excel

You can also export the whole database to Excel (for instance if you intend to import it to another environment). This is generally done by administrators. See Exporting the Database for more.



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