Your organization likely has a process or project that occurs on a repeatable basis, right? So you know that having a standardized and repeatable process is crucial—especially when it comes to managing onboardings and/or implementations. While there is no one-size-fits-all approach to post-sale processes and work management, there is Template Hub and Template Builder. Your repeatable processes can be streamlined through templatized projects and will become core components of your TaskRay implementation.
Both of these features, available to Starter, Standard, and Premium Edition customers, were enhanced in the latest Fall 2022 Release. In this blog post, we’ll take a look at what was updated and let you in on some tips and tricks to using these features to your fullest advantage.
You may already be aware of the Template Hub feature, which made its debut in 2020. The Template Builder is part of the Template Hub: a single workspace for admins to manage any and all existing template projects and create new ones. Template Hub is your one-stop shop for building and managing your templates in TaskRay. From here, you can create a project structure, designate a team, schedule tasks, and optionally create task dependencies. Once the necessary templates are configured, they are ready for activation. Once activated, these templates will be available org-wide for TaskRay users to clone and create new projects. So easy, you’ll wonder how you went without it.
If you’re a newbie, fear not. Getting started is simple and there are lots of different approaches to structuring templates. This project structure typically correlates with how your organization proposes launching new projects, the process of work management, and eventually reporting when it comes to project completion and other metrics. TaskRay offers various options for structuring projects and empowering users to customize the way they organize and manage their projects with any combination of the following layers:
With our latest major release, you might notice that Template Hub has a fresh new user interface for easier navigation. From here, you can outline the steps, details, and structure of repeatable processes for your organization as this is a designated workspace for managing templates and keeping track of changes
We also heard from a number of customers that they were constantly iterating on existing processes and looking for ways to improve their templates. This meant analyzing template trends, targets, and averages to create new and different versions of templates to further optimize their processes.
As templates are used to create new projects, it is important to track whether the defined templated process is efficient. If there are gaps in the process or things aren’t meeting expectations, templates can now be versioned within the Template Hub to make this process easier. Now you can work on the upcoming new version of the template without disturbing any ongoing projects.
To get a sense of how these new and improved features will positively impact your post-sale processes, let’s walk through a scenario we often come across when curing customer onboarding.
This example follows a process that involves Salesforce Opportunities and Products. For instance, when an Opportunity with Opportunity Products added is marked as Closed Won, this should trigger an automation to dynamically create a TaskRay project based on products and/or variations included on the opportunity.
This will kick off the post-sale process to onboard the new customer, managed through the new TaskRay project. The Opportunity Products will correlate with processes/steps that need to take place as part of the onboarding project, and the structure and contents of the project should depend on the Opportunity Products added to the Opportunity. If there are any additional variations that occur throughout the process, additional task groupings or phases can be stitched together on an ad hoc basis. Essentially, this template will house optional add-ons, integrations, etc., that can be stitched into the project.
For this configuration, you will also need to ensure that your template contains “Task Groups” that correlate with Products that can/will be sold. You can think of this template as a container that stores the template task groups (“Product Templates”) that will be used for stitching. Once the product-based task groupings are created, you will need to map each of your products to the representative template Task Group. Once mapped, you’ll be able to utilize the TaskRay Customer Onboarding Kickoff Flow or even a custom automation to dynamically and automatically create live projects.
Still have questions? We’re here to help! Contact your CSM or email success@taskray.com for further assistance.
