Back to School with TaskRay: 3 Tips to Get an “A” in TaskRay

Written by TaskRay Support Analyst, Ryan Ensign.

Fall is here and it’s the perfect time of year to get back on track with your biggest customer onboarding projects. As you settle into the office after your summer adventuring, TaskRay has some useful tips to help you effectively manage your onboarding projects in Salesforce. Organizing your projects can have a large impact on your business and your users.

TaskRay can help you understand how to lay out your projects, how to filter those projects, and how to keep your users on track for on-time comp.

Here are three tips to keep your TaskRay data tidy and help you ace your customer onboarding process.

Tip #1: Get organized with project hierarchy.

Project hierarchy is a great way to keep tasks organized. It helps you structure tasks to show what steps are or are not completed, and makes it easy to see if each client is going through all the recommended onboarding steps. There are two main ways we categorize projects: Sub-Projects & Task Groups. Sub-Projects is most helpful for teams that work independently and only want to see and work on their own tasks. Sub-Projects are also great for project teams to be able to work on their tasks concurrently, fulfilling the overall project completion.Task Groups are a great way for your whole team to collaborate on projects. Task groups are all part of the same parent Project and grant everyone on the team full visual access to everything to help move tasks along. Note: Task Groups can also be utilized in Sub-Projects, so if you see positives in your process to implement both, go for it!

Tip #2: Focus your users with board filters.

Board filters are a slick way to show certain projects or tasks based on any criteria you choose.  This is a great tool for collaborating on projects and keeping track of tasks to ensure everything gets done, because it allows you to view completed projects and reevaluate your expectations on how long certain steps really take – i.e. where bottlenecking occurred.
Board filters also allow you to create custom filters that show projects owned by a particular user. You can use these custom filters to see all of the associated project tasks in a specific list status. This is a great way to focus your users on projects and tasks that may need a little extra attention.

Tip #3: Use the different TaskRay views to easily manage your workload.

We offer a variety of views to help your clients navigate their workload. Here is a list of options that can help you discern which one is best for your needs:

My Work 

The one-stop-shop for project contributors to see what tasks they need to do and when. Many project contributors are very busy and want to see a clear list of their tasks and checklist items, as well as notifications. This view was made to provide a personalized workspace to easily manage your workload.

All Work

Includes four different views that allow you to visualize projects your way:

• Kanban is often a favorite among Task Owners. Kanban allows you to simply see all tasks in a project by list status. They can easily be dragged and dropped into different columns as you work on the task.
• Row view allows you to efficiently execute work through tasks.
• Plan view is a gannt-like chart showing the overall project timeline with tasks. Project Managers love this view because it allows you to see when a project starts, its projected end, as well as the dependencies between tasks.
• Calendar view visualizes task distribution and allows you to schedule and adjust 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 Agenda, which organizes tasks in chronological order and groups them by days of the week.