TaskRay in Salesforce Content Template

Help your team get started in Taskray with free, customizable content templates covering the basics of TaskRay that will guide them through creating and structuring tasks, managing work, and more! Contact us to learn how you can surface this training directly within Taskray.

Introduction to TaskRay

What is TaskRay?

TaskRay is a project management and task-tracking application explicitly designed for use with Salesforce, a widely used customer relationship management (CRM) platform.

TaskRay is built as a Salesforce-native app, which means it seamlessly integrates with Salesforce and allows users to manage projects, tasks, and processes directly within their Salesforce environment.

TaskRay provides task creation, assignment, prioritization, progress tracking, and reporting features. Teams and organizations often use it to streamline project management processes, enhance collaboration, and ensure efficient task execution within the Salesforce ecosystem.

1. How to access TaskRay

A. Accessing TaskRay in Salesforce Lightning

The TaskRay Lightning App will allow users to access TaskRay and manage projects and tasks in one place. To access, click the ‚ÄčApp Launcher‚Äč icon in the Salesforce navigational toolbar and select the TaskRay app‚Äč from one of the tiles. Once selected, users should see a set of predefined tabs in the Salesforce navigational toolbar and a tab to access the TaskRay app.

Accessing TaskRay in Salesforce Lightning

B. How to access TaskRay in Salesforce Classic

If you are using Salesforce Classic, you can find the TaskRay app by clicking on the ‚ÄčApp Menu‚Äč in the top right corner of the page and selecting TaskRay.

This will display a set of predefined tabs along with a TaskRay tab to access the app.

TaskRay will have full functionality when accessed through Salesforce Classic.

TaskRay Access Salesforce Lightning

2. TaskRay Structure Basics

As you begin working in TaskRay, it is vital to understand the basics of how you can structure your work. In summary, TaskRay is a collection of custom objects.

The main objects in TaskRay are:

  • Projects
  • Task Groups
  • Tasks
  • Checklists

The next few Speks will go over the uses for each of these objects and provide an idea of how you can incorporate each of them into your ‚Äčproject management process.

TaskRay Salesforce Project Management

A. Projects:

Projects are the top level object in the TaskRay schema. 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 ‚Äčdefined start and end dates‚Äč for completing work to reach a specific goal, or they can be used for‚Äč ongoing purposes‚Äč (no clear start or end dates).

Additionally, Projects can be used for ‚Äčreporting.

TaskRay Salesforce Projects

B. Task Groups:

While not required, ‚ÄčTask Groups‚Äč are a great way to ‚Äčdefine the structure of projects‚Äč and keep tasks organized, thus improving visibility and manageability.

Task Groups can be used to ‚Äčkeep related tasks together‚Äč by representing phases, sprints, themes, or any other attributes that are relevant to the project.

Additionally, Task Groups can be used for ‚Äčreporting purposes.

TaskRay Salesforce Reporting

C. Tasks:

Tasks are the core object ‚Äčin 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.

In TaskRay, you can add tasks to projects or, if using task groups, add tasks directly to task groups. ‚ÄčTasks can be scheduled‚Äč, allowing you to set deadlines and create dependencies between them.

As tasks are being worked on, they are moved through the ‚Äčdefined stages‚Äč, or status lists, of the project where the final status generally indicates task completion.

TaskRay Salesforce Task Card

D. Checklists:

Checklist Items are ‚Äčgranular steps within tasks. ‚ÄčThey are intended to divide and detail steps for tasks requiring 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.

As you work on tasks, you can use Checklists to make sure that you address every ‚Äčdetail of the task ‚Äčat hand.

You can then check off checklist items to track your progress.

TaskRay Salesforce Meeting Goals
TaskRay Salesforce Company Materials

You could have accessed this content directly within TaskRay in Salesforce.

All this content (and more) is available to import and surface in your own TaskRay add-on within Salesforce Lightning by using Spekit. Give employees the bite-sized training, documentation, and knowledge they need ‚Äď where and when they need it.

Embedded Spek in Salesforce attached to the Opportunity Object.

3. What are TaskRay Project Views

The TaskRay toolbar is organized into three tabs:

1. My Work tab:

  • provides access to your personalized workspace where you can manage all of the tasks and checklists that are assigned to you, as well as view notifications.

2. All Work tab:

  • Includes four other views that you can switch between using the icons in the tab.
  • These include:
    • Kanban
    • Row
    • Plan
    • Calendar

3. Portfolio View:

  • Under the Performance tab, ‚Äčthe Portfolio View ‚Äčprovides a way to view all or a subset of projects and task groups in a list format. In this view, you can view project information and get high-level project health insights.

Also, under the Performance tab, the ‚ÄčTemplate Performance View ‚Äčis a place where you can view metrics for any TaskRay template that is used in your organization.

TaskRay my Work Tab in Salesforce

A. My Work View

My Work View‚Äč is a centralized place where you can view and manage all of the tasks and checklist items that are assigned to you, similar to a ersonalized to-do list.

By default, you will have three options for organizing and grouping tasks in this view:

  • End Date
  • Start Date
  • Priority

This view allows you to view your tasks and checklist items, change their status, and complete them.

You will also see a‚Äč Notifications pane,‚Äč which will contain in-app notifications that are relevant to your work.

TaskRay My Work Tab in Notificatinos

B. All Work – Kanban View

Kanban View‚Äč allows you to manage projects and tasks like ‚Äčsticky notes on a whiteboard.

Tasks are color-coded by project for quick visual reference (project colors can be seen in the left sidebar).

By default, this view has four columns that represent different stages of the project:

  • Holding
  • Prioritized
  • Started
  • Finished

Tasks can be moved across columns using ‚Äčdrag and drop‚Äč actions or by using the ‚ÄčArrow ‚Äčicon located on every task card.
(Click on the image to expand)

TaskRay Salesforce Drag and Drop

C. All Work – Row View

In Row View, you can‚Äč group tasks ‚Äčby standard and custom fields, which allows you to reorganize the list of tasks based on the specified criteria.

Using ‚Äčdrag and drop‚Äč, tasks can be moved between groupings. When you move a task from one grouping to another, the task details get updated based on the new grouping field value.

It is also possible to ‚Äčadd tasks ‚Äčdirectly to groupings, which automatically assigns the associated grouping value to the new task.

D. All Work – Plan View

Plan View is a ‚Äčgantt-like chart‚Äč for projects and tasks. In this view, you can create dependencies, schedule and reschedule tasks using drag and drop, as well as view the overall project progress ‚Äčwith percentage complete status bars.

Plan View can display how tasks and projects are distributed throughout days, weeks, months, and years.

The taskbars are ‚Äčcolor-coded‚Äč by task status, matching the colors of the columns from the Kanban View. However, if a task becomes overdue, the taskbar in Plan View will turn red regardless of its status (except Finished).

E. All Work – Calendar View

Calendar View ‚Äčvisualizes task distribution and allows you to ‚Äčschedule and adjust‚Äč task durations using drag and drop actions. Tasks are color-coded by project for quick reference.

From Calendar View, you can also view a task ‚ÄčAgenda‚Äč, which organizes tasks in chronological order and groups them by days of the week.

Each task on the Calendar and the Agenda has a ‚Äčcheckbox ‚Äčthat represents whether the task is complete. This checkbox can be checked to complete the task and ‚Äčupdate its status.

Calendar View- Agenda

Both the Calendar View and the Agenda can be printed by clicking on the ‚ÄčPrint ‚Äčbutton in the Calendar/Agenda toolbar

F. Portfolio View

Project View ‚Äčprovides a way to view all or a subset of projects and task groups in a ‚Äčlist format. In this view, you can view project information and get complete project health insights.

The list of projects on the board is controlled using the ‚ÄčProject Filters‚Äč menu at the top of the page. Using this menu, you can select to view all projects, projects that meet specific criteria, or even select to view a specific project. Additionally, the Project Filters menu allows you to create new custom project filters if needed.

In this view, you can also view complete ‚Äčproject health‚Äč ‚Äčinsights‚Äč in the right sidebar. Using the checkboxes next to project names, select projects and open the right sidebar ‚ÄčInfo‚Äč tab. This will show you information and allow to make ‚Äčcharts ‚Äčon the selected projects and their tasks, including archived tasks if there are any.

TaskRay Salesforce Portfolio View
TaskRay Salesforce Task View

G. Template Performance View

This view is a centralized place for analyzing the performance of any template that is used in your organization. After selecting a template, you will see a summary of template targets, template averages (based on projects and task groups created from the template), as well as view any trends associated with the template. Using that information, you will have ‚Äčinsight‚Äč into how the average performance of projects aligns with set template targets, allowing you to take ‚Äčaction‚Äč to further optimize the process if needed.

TaskRay Salesforce Performance

4. How do I use the TaskRay Toolbar

  • The ‚ÄčWork tab‚Äč provides access to the four views designed for working on projects and tasks:
  • Kanban
  • Row
  • Plan
  • Calendar.
  • Show/Hide Lists ‚Äčallows filtering tasks by status list ‚Äč(i.e‚Äč. columns in Kanban View). When a status list is selected in this menu, all of the tasks from that list become hidden across the four Work views.
  • Search ‚Äčis used to quickly locate a project/task group/task.

The left sidebar allows you to navigate and filter projects and tasks.
The ‚ÄčBoard Filters‚Äč section includes standard and custom board filters, which help control the project list in the ‚ÄčProjects‚Äč section, as well as the visible tasks on your board.
You can also specify which of the default board filters you want to see in the sidebar through the Settings. The sidebar can be hidden or expanded as necessary.

B. Board Filters

Board filters are essentially a ‚Äčcombination‚Äč of project and task filters, which are designed to help you keep your workspace ‚Äčorganized ‚Äčin TaskRay.
In the Work tab, board filters are located in the left sidebar and you can navigate between them to ‚Äčfilter the list‚Äč of projects in the sidebar, as well as the tasks that are visible on the board.
Out of the box, TaskRay comes with a set of the ‚Äčmost commonly used‚Äč board filters, plus a bonus Power Filter mode.

TaskRay Salesforce Sidebar
TaskRay Salesforce Toolbar
  • Team: ‚ÄčShows all of the team members for the selected project(s).
  • Feed: ‚ÄčDisplays all recent Chatter activity for the selected project(s).
  • Files:‚Äč Lists all of the uploaded files for the selected project(s).
  • Time (if enabled): ‚ÄčShows logged time entries and allows adding new time entries to tasks.
  • Assistant: ‚ÄčContains sections that display tasks that need attention. Hidden if no tasks meet criteria.
TaskRay Salesforce Right Sidebar

6. How do I use the TaskRay Info Tab

When in any of the TaskRay Work views (Kanban, Row, Plan, or Calendar), the Info tab in the right sidebar will reflect the tasks that are visible on the board. Therefore, if the project(s) that you are viewing contains any archived tasks, the data from those tasks will not be reflected in the Info tab.

  • Info: ‚ÄčContains aggregate information for selected projects: Insights and Charts.
  • Insights: ‚ÄčDisplays information such as Snapshot, Milestones, Tasks At Risk, and Tasks By Team Member.
  • Charts: ‚ÄčAllows to compare and chart task data using multiple types of charts

7. How do I use the TaskRay Templates

Let’s say that your organization has some sort of a process, or project, that occurs on a repeatable basis.‚Äč To streamline the repeatable process, TaskRay allows you to create project templates, which can include all of the steps, or tasks, of the process.
These templates can then be ‚Äčcloned‚Äč to create new projects, keeping all of the project details, tasks, and other specifications.
Use this slide plus additional slides to list the templates you have created for your organization to utilize.
It includes:

  • Name of the template
  • How projects will get created from templates (manually vs automatically)
  • If manually then WHO will be creating the projects
  • If automatically then what triggers the template clone

8. Hands-On Exercise

  1. Login to Salesforce and navigate to TaskRay
  2. ‚ÄčGo to My Tasks
  3. ‚ÄčUpdate the Task Status
  4. ‚ÄčRepeat in a different view
  5. Use Chatter to communicate with a team member directly in the Task Feed
  6. ‚ÄčFind a Task with checklist items and check off some of the items

Ready to customize this training content and surface it within your own TaskRay instance in Salesforce Lightning? Chat with Spekit today!

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