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By Ben Roberts, Support Analyst II & Patherson Rodas, Support Analyst I

Unlocking the full potential of task management with TaskRay is a journey that’s built on insight, expertise, and a keen understanding of user needs. In our recent survey of avid users and Mastering Task Management with TaskRay webinar, we uncovered several themes about our task management features that echo through the TaskRay community. Today, we embark on a journey to unravel these queries and provide not just answers, but actionable resolutions. Whether you’re a seasoned TaskRay veteran or a newcomer navigating our intricacies, join us as we delve into practical task management solutions, share insider tips, and illuminate the path to optimizing your app experience. 

In this blog post, you will find a summary of questions, responses to those questions, as well as some helpful resources focused on core app functionality to help you and your team get the most out of TaskRay. We strongly encourage you to review this blog post… and share it with your team!

Q&A:

#1: (Kanban View) I need to scroll too much when there are a lot of Finished Tasks. (Calendar View) I want to hide Completed Tasks. Is it possible to remove completed tasks from view?

There is more than one way to address this. 

Option 1: For Kanban View, one solution could be to simply collapse the Finished column so the tasks are filtered out from view. For more information on how to show and hide columns, see our Kanban View article. 

Option 2: A wider-reaching solution would be to utilize TaskRay’s Enhanced Filtering functionality. Using filtering, it is possible to refine visible projects and tasks in the app based on set criteria, such as by task completion status. By default, TaskRay provides a Flex Filter option to filter tasks by List values, which can be used to remove tasks that are in the Finished status. However, if you do not see that option or would like to set up other custom filters, reach out to your internal TaskRay Admin to set up additional filters. The following articles provide additional information on how to set up filters: [Admin] Create and Assign Flex Filter Sets and [Admin] Create and Assign Board Filters.

Option 3: It is also possible to Archive Tasks that have been completed to remove them from the TaskRay board entirely. Archiving does not delete tasks from Salesforce so all archived tasks will still be available to be reported on, they will, however, be hidden from TaskRay board views unless they are un-archived at a later date.

# 2: Auto archiving of completed tasks would be great! Is it possible to set that up?

Admin Alert!

Since TaskRay is 100% Salesforce Native, custom automation can be configured to archive TaskRay tasks that meet desired criteria, such as when one has been marked as completed. We demonstrate a Use Case and a potential solution by using a Flow to set this up in the following Support Article: Automatically Archive Tasks Using Flow.

# 3: When creating checklists on tasks, is it possible for the checklist items to automatically get assigned to the owner of the task?

Admin Alert! 

By default, whenever new checklists are created, they are assigned to whoever is creating them. This is the default behavior in Salesforce when it comes to creating records (such as checklists). That being said, custom automation could be configured to accomplish this need by a Salesforce Admin.

#4: Whenever I need to delete a task, I get an “insufficient rights” error. Why does that occur and is there a way to address this?

There could be various factors that could be causing this, but the root of the error is likely due to permissions. Ultimately, you will need to work with your internal admin to determine the solution that would align with your organization’s goals and general stance on user permissions.

With that said, the most common scenario for this issue is when a standard (non-admin) user attempts to delete a task that is owned by someone else. Since TaskRay is a Salesforce-native application, org hierarchies and controls are taken into account when it comes to performing actions, such as deleting records. 

If your organization is looking to open up access to delete task records for end users, reach out to your internal admin to get this set up. For reference, the options to address this incorporate either opening up access through a custom permission set, adjusting the role hierarchy in the org, or creating custom sharing rules. If you and your admin need further assistance on this matter, don’t hesitate to reach out to our Support Team!

However, there is a workaround that you can try without any additional system configurations. Whenever getting an ‘insufficient rights’ error at the time of deleting a task, you can first assign the record to yourself and then try to delete the record. If this approach does not work, then you will need to work with your admin to determine a solution.

#5: Do you have end-user training on task management best practices, product knowledge, and general tips?

Yes! We offer free end-user training on TaskRay Academy: End User 101.

Additionally, we have some user guides focused on end-user functions:

Task Management: Tips for Efficiency

Workspace Organization Tips: Keep a Pulse on Your Assignments

#6: Do you have any built-in functionality to track how the project work progresses over time (i.e. baselining)?

Yes! Baselines serve as fixed representations of a project’s status at a given moment, facilitating reporting and performance evaluation over time. They aid in assessing how a project is progressing toward completion over time, as well as help identify roadblocks and trends in performance. You can learn more about baselines here.

#7: Does TaskRay have any built-in time-tracking functionality? If so, do you have any resources on how to implement this functionality?

Time monitoring plays a crucial role in the project management process for many organizations. TaskRay offers support for time tracking, aiding in the assessment of project success. 

To effectively utilize this feature, we suggest initiating by including estimated time for tasks in your templates. Evaluate and assign time estimates to individual tasks within your templates, serving as benchmarks for actual time logged by users. With templates set up and users entering time data, you can explore reporting features that facilitate time tracking. You can learn more about time tracking here.

We hope that this summary of commonly asked questions about task management features will be a helpful resource for you and your team. We also recommend watching the recording of our  Mastering Task Management with TaskRay webinar,  However, if you ever have any other questions, you can always reach out to our team either by contacting your designated Customer Success Manager or submitting a request to our Support Team.