Taskray Project Management for salesforce

TaskRay is more than project management. Users primarily employ TaskRay for Customer
Onboarding. It supports both classic and lightning. Taskray is a 100% salesforce native built
application in the form of managed package.

It also provides the following additional app exchange apps

o Taskray dashboards
o Taskray lightning components
o Taskray live app for quip

Prerequisite to install task ray:

 Chatter should be enabled for the org.

Post installation steps:

1. Click on installed package => click on manage licenses => then add one or more users for
task ray package.
2. Assign permission sets:

TaskRay - Standard Access – for all internal users (necessary)

TaskRay External - Standard Access (for task ray community – external user –
optional)

TaskRay External - Read Only Access (for task ray community – external user –
optional)

3. Assigning app permission to the user profile

There will be two taskray apps (additional apps for console) for classic and lightning.
After installing packages assign these apps to the desired user profile.

Taskray basics

Some Important taskray objects

Projects: projects are top level objects. They can be used to hold a series of tasks that need to be
completed to meet a specific outcome or to achieve larger business goals. Projects can have defined
start and end dates for completing work to reach a specific goal.

 We can customize and add fields, validation rules, sharing rules, automations like workflow
etc.
 Project acts as parent to task (lookup)
 Project acts as a master side to task group (master-detail)

Task Groups: to define the structure of projects and keep tasks organized, thus improving visibility
and manageability. Task Groups can be used to keep related tasks together by representing phases,
sprints, themes. you can even think of task groups as the building blocks of the project.

 Task Groups are in a Master Detail relationship with Projects, meaning that security and
ownership is inherited from Project; Task Groups cannot exist without Projects
 Tasks have an (optional) lookup relationship to Task Groups
Tasks: Tasks are the core object in TaskRay and are the main object most users interact with. You
can think of tasks as pieces of work that need to be completed in order to reach a larger end goal.

From Kanban view of the below task, we are able to identify

test add – property object (object related to task)

vacant unrented ready – yardi unit status

0000-MR: Make ready turn – project

Move Out Date – Task Name

Admin – represents task group

Also options available to add checklists, attachments, post to chatter, Edit and advance task stage.

 There are a few different ways to schedule and reschedule tasks. You can schedule tasks in
Plan View and Calendar View, as well as from task cards and Task Details. Any task can be
given a deadline simply by adding an end date.
These tasks have the following default stages. But we can customize it as per our need.

Checklists: Checklist Items are granular steps within tasks. They are intended to divide and detail out
steps for tasks that may require multiple contributors. They are not as customizable as projects and
tasks, but they are a custom object that can be automated, tracked, and reported on.

Customization:

 you could create lookup relationships between TaskRay and various Salesforce objects, such
as Campaigns, Cases, or Contacts. Account and Opportunity lookup relationships come default
on TaskRay Projects and Tasks.
 You can create or remove fields from taskray task or project objects.
 Customize mini page layout of task and checklist objects.
 You can create dependencies between your tasks. Also, you can set up lag between your tasks.

Some dependency types:

 Finish-To-Start
 Start-To-Start
 Finish-To-Finish
 Start-To-Finish

Different ways of adding dependencies:

 Adding dependencies by using plane view.

  Adding dependencies through task details.

Easy way to create dependency between the task (adding dependency through task details)

o Open task detail pop up box by double clicking on the task (Kanban or any view)
o Under task detail tab, click on “Predecessor” subtab.
o Then click on “add predecessor” task. From the add predecessor pop up box, select
appropriate predecessor task, then save. Refer the below picture for more reference.

The following image demonstrate the process of creating dependency between two tasks.

Also, these task dependencies can be edited or removed at any time and using
validation rule you can prevent completing a task when dependent is incomplete (done
using validation rule on task ray object).

 You can create validation rule or rollup summary on the objects that installed through
taskray.
 You can modify/customize task owner assignment emails.
 We can have separate record types for project or task custom objects. But once record type
is created. It will be difficult to revoke it. Also, we can set up different picklist values for
different record types.
 You can convert existing project into template.
Adding Team member to the projects:

o Project owners will automatically appear as Team Members. You can add additional
users, queues, or user-based public groups as team members in the Team tab.
o Navigate to “portfolio” tab
o From the list of projects, click on “…” to see the project details. In the opened menu click
on “Project details”.
o From the opened “project detail” pop up box, click on “Team” tab like below image.
o Here you have option to add/remove individual users, groups or queues as team
member.

Note: Cloning a project template automatically adds team members to the project.

Project schedules:

The duration of tasks is calculated using Business Days, which only take working days into account.
You can read more about task duration in the Schedule Tasks article.

The org wide default schedule for the project can be the following terms.

o None
o Simple
o Advanced
o You can cancel, archive, block, clone, schedule tasks.

Template: a process, or project, that occurs on a repeatable basis. To streamline the repeatable
process, TaskRay allows you to create project templates, which can include all the steps, or tasks, of
the process. These templates can then be cloned to create new projects, keeping all of the project
details, tasks, and other specifications.
Converting existing project into templates:

o Navigate to all projects by clicking on “Portfolio” button.

o Click on Three dot action menu button from the last column of project list view. From the
opened menu, click on “Project details”.
o In the opened project detail pop up box, click on “details” tab, and check “Template” check
box
o Save & close the project.

The following image shows the project detail pop window of a project which is already saved as
template.
Stitching an existing project with a task group or another project:

o From the work tab, click on “…” next to projects listed, from the popped-up menu select
“Insert Stitch”.
o Then from the opened pop up menu, you can decide to stitch a project or taskgroup and you
can schedule it.
o Then click on “Insert stitch” button from the pop-up menu.

The above image shows a demonstration of a simple stitching project with task group or another
project.

Automations:

cloning a template to create a new project automatically: (in process builder)

steps:

o create process builder based on your conditions (make sure that your object has relationship
with taskray project):
o create new process based on your condition.
o Copy your template id that need to be cloned to create new project.
o In process builder select action type as “Apex”. And Try to access “Clone a TaskRay Project”.
o For parameters, Give template project id as the copied template id and give object id as
reference id.

cloning a template to create a new project automatically: (using global apex methods from taskray
managed package installed)

This method is focused on creating a clone of a single project (and its sub projects) in a transaction.
Using this method in a loop or multiple times in a transaction would be equivalent to SOQL queries
and DML statements in a loop.
 Global method syntax:

TASKRAY.trTaskBoardController.cloneProjectReturnID_v3(IdbaseProjectID, Map<String, Map<string,

String>> projectInfo, Map<String,String> options);

Parameters

1. Id baseProjectId This is simply the ID of the TaskRay Project Record you would like to clone. If you
are cloning a hierarchy of projects, this is the top-level project for the clone.
2. Map<String, Map<String,String>> projectInfo This parameter is a map of TaskRay Project IDs
relating to another map of override values for that Project. Valid override values for a project are
'newName', 'newStartDate', 'newEndDate'. The dates should be formatted in the current user's
locale using something similar to:Date.today().format()
3. Map <string,string> options The options parameter is a map of keys to values determining what
features we will use in the clone operation.

Cloning a template task to create new task automatically (using process builder)

Steps:

o create process builder based on your condition.

o create new process based on your condition.
o Copy your task template id that need to be cloned to create new task.
o In process builder select action type as “Apex” and Try to access “Clone a TaskRay Task.”.
o For parameters, give template task id as the copied template id and give object id for the
owner of the task parameter. Refer below image for more parameter related information.

o The available parameters are,

o Template task Id
o Owner for task
o Project for task
o Source Object Id
o Task Name

Clone a template task to create new task automatically (using global apex method from package)

Usually you would be using this apex method when you are looking to create many tasks in a
single transaction. This method is very useful if you are looking to create many clones of a task at
once and may have hit governor limits using other methods.

Global method syntax

List<Project_Task__c>
TASKRAY.trTaskBoardController.cloneTasksReturnTasks(List<Map<String,Object>> taskInfo,
Map<String,Object> options)

Parameters

1. List<Map<String,Object>> taskInfo This is the configuration for each task which you will
be cloning.
 2. Map <String,String> cloneOptions The options map is reserved for future use. Right now
just pass an empty Map<String,String>

Notifications:

o Notification on top of the taskray page whenever task or project is modified.

o Daily planner emails from taskray. You can opt in for Daily Planner Emails in the Tools and
Settings.
o You can create your own email alert using workflow.
o You can create chatter posts directly from task Kanban views or cards.
o We can enable feed track for taskray projects object.
o Notify project owner when predecessor dependent tasks are over.
o You can “follow” projects.

Utilizing taskray lightning components on communities:

Most of the taskray lightning components are designed to work on record detail page and home
page. Though we were able to place the components on the community, some components missed
their actual functionality due the community environment with portal user license.

We used a sample portal user with “partner community” profile. And gave permission to all the
necessary taskray objects.

The following table shows the successful utilization of taskray lightning components in community
with partner portal user.

Component Page type Functionality on community

(works/fails)
Taskray board Home, Record Works partially
Taskray checklist Record fails
Taskray team Record fails
Taskray Kanban Record fails
Taskray Feed Record, Home works
Taskray Time Record, Home works
Taskray Stitcher Record, Home fails
Taskray Template Record, Home fails

Note: All the lightning components from taskray lightning component package are designed to work
home, record pages only. But we were able to access all taskray related object records on
community with the partner community profile with appropriate permission.
Using taskray app using salesforce mobile application:

Prerequisite:

Note: To use taskray in mobile, First we need to add taskray mobile to mobile navigation items.

1. From Setup, navigate to:

1. Lightning: Apps -> Mobile Apps -> Salesforce -> Salesforce Navigation.
2. Classic: Administer -> Mobile Administration -> Salesforce Navigation.
2. Under Navigation Menu Items, move TaskRay Mobile from the Available section to
the Selected section.
3. Click Save.

task ray project/task has all the quick access actions like normal salesforce apps.

Identified Difficulties so far in customization:

o Assigning a specific checklist to a specific team member rather than entire task is difficult.
o Unless you don’t have taskray license you could not see the reports that belongs to taskray
app.
o Code level customizations are difficult due to the restrictions faced from managed package.
o Need to depend on some global methods from the package for code level automations.
Except the method definition with parameters no other things are visible from the method.
o As per user guide to depend on process builder for automation, relationship with taskray
objects become necessary.
o Taskray Lightning components are not supporting communities than record or home pages.

AppExchange link:

https://appexchange.salesforce.com/appxListingDetail?listingId=a0N300000055lKwEAI

https://appexchange.salesforce.com/appxListingDetail?listingId=a0N30000000qCrXEAU

Reference link:

https://support.taskray.com/hc/en-us/categories/204630528-TaskRay-Guide