TaskRay is 100% Salesforce native; lightweight, agile and robust; and fully customizable.

Every marketing and communication team is unique. That’s why we created TaskRay to work for everyone on your team—from creatives, editorial staff and account management to project managers and the executives in charge. 

If you’re tired of digging through emails to find information, using spreadsheets to create status reports and generally feeling like your team is running around like headless chickens, TaskRay is here to help. With TaskRay, you can implement an elegant, efficient, and dare we say, fun, project management process. With TaskRay templates, fully customizable reporting, (MORE HERE), you can make the months of planning, preparation, and collaboration to get a successful campaign out the door simpler and way more efficient.

We know one of the hardest things about evaluating a new tool for your team is envisioning, “How would this actually work for us?” Read on to learn more about how TaskRay can make life better for your team.


If your team needs a better way to manage both one-off projects and ongoing efforts, TaskRay is the perfect solution. With TaskRay, you can elegantly and efficiently manage large and complex projects such as brand launches, website redesigns and trade shows as well as repeating projects like quarterly ad campaigns. Here are some best-practices for optimizing for success.

1. Integrate campaign deployment with workflow management.

Campaigns are the go-to vehicle in Salesforce for organizing your strategic goals and for deploying tactics to achieve your targets. Since TaskRay is 100% native, it can create a relationship between TaskRay and Campaigns using a custom look-up. Once the look-up is set up, it’s a cinch to pull in Campaign details right into the record detail. Now you can use Campaigns to track your launch and audience and TaskRay to track all the prep work that goes into launch. (Note: Campaigns only come with Salesforce Professional Edition and above licenses).

TIP: You can use a custom look-up to associate TaskRay with any Salesforce object.

2. Simplify the way your team communicates.

Collaboration is a big part of what makes TaskRay valuable to marketing teams. TaskRay’s chatter integration allows teams in different locations, time zones, and countries to collaborate transparently in one place and in real-time, decreasing the need for endless email chains, clunky spreadsheets and long meetings. You can talk as individuals, as a group, share files, and even customize the notifications you get about the conversations in TaskRay to make your teams’ communications effortless. 

3. Use naming conventions, hierarchies and favorites to organize your work.

  • Your naming convention matters. Projects and sub-projects are organized alphanumerically, so if you want them to appear in a certain order, name them accordingly.

  • Use hierarchy to further organize your projects in the sidebar. Parent-level projects make great “homes” for sub-projects, allowing you to expand and collapse projects in your sidebar.

  • Mark “favorite” projects and sub-projects to keep them top-of-mind and readily available.
TIP: In addition to a good naming convention, you can also use “Topics” to add a visual to your task cards indicating which project they belong too. 

4. Save time with TaskRay templates.

In marketing there are certain things you do over and over again—think weekly blogs, newsletters and the tactics in quarterly campaigns. Templates are the key to saving tons of time and reducing human error. In TaskRay, templates are simply projects which have been populated with the typical steps of a specific project type (including sub-projects, tasks and checklists) that can be cloned and used over and over again. Here are a couple of template quick tips:

  • Use queues (such as Design Team, Editorial Team, etc.) for owners. Since this is a template you won’t be quite ready to assign a task to its ultimate owner. I DON’T UNDERSTAND THIS ONE – NEEDS CLARIFYING!
  • Auto-estimate deadlines by customizing templates to be date-driven based on your project due date. (Since workflow isn't available for Professional Edition customers, date-driven templates do not work.) IS THIS STILL TRUE? IF SO, IS THERE ANOTHER WAY TO STATE IT?
TIP: Repeating tasks are another great way to organize and manage repeated actions such as the tasks to complete weekly newsletters or blog posts.

6. Keep things organized with TaskRay checklists.

Add a checklist to a task to keep a manageable number of meaningful milestones on the board while preserving specific to-dos and details within the task. TaskRay helps you track of the progress of a task and checklist items with its percentage tracker. And if you’re using templates, checklists will copy when you clone the template.

7. Create custom boards for different processes.

TaskRay’s default view, the kanban board, is designed to emulate sticky notes on a whiteboard. This view allows you to view projects and their tasks as they move through your process. The column headers (defaults: Holding, Prioritized, Started, and Finished) can be customized—you can add up to nine headers and change their names and colors.

If your team has different processes for different groups, such as editorial versus creative, you can set up different workflows on the kanban board allowing each group to have its own unique workflow. Using record types, you can easily change your board filter to display different columns based on different process workflows. Here’s an example to help you map your own unique process to TaskRay:

  1. Define the process (e.g. Idea > Prioritized > Draft > Approved > Published)
  2. Add an unassigned queue to your project.
  3. Start filling your first column with all of your content ideas.
  4. After you move a content Idea to Prioritized, assign it to your writer. This is a great time to find subject matter experts in your company outside the marketing team.
  5. Add a validation rule to ensure that only editors can move a task card into Approved.
TIP: In addition to “Topics” for your task cards you can create “Labels”. “Labels” can pull in fields or related objects to the task. If you associate your projects to campaigns, you can create a label that quickly lets you know which campaign different tasks belong to at-a-glance.

Learn more about the other three powerful lenses by which to view your projects: Deadline, Plan and Calendar.

8. Highlight your work with customizable reports.

We know that managers and executives teams have different reporting needs and requirements. You can report on almost all the data within TaskRay using our free dashboard extension pack (available on the AppExchange) or by creating your own parameters.


Start your FREE trial.

Try TaskRay  FREE for 14 days by installing it from the AppExchange (each member of your team will need a TaskRay license and permission set).

Join in on a webinar for marketers.

Learn more about how TaskRay can make life better for your team by joining in on one of our free webinars especially for marketing teams.

Check out our training modules & guides.

Use the TaskRay training modules and guides to get oriented to TaskRay’s basic concepts, functionality and capability. For admins, we especially recommend:

  • Getting Started Workshop
  • Best Practice: Selecting Projects
  • Best Practice: Organizing Your Sidebar
  • Best Practice: Chatter

Read what our satisfied customers have to say.

We believe that customer support is just as important as powerful, flexible, easy-to-use tools. But don’t take our word for it, check out the our 150+ 5-star customer reviews.

Get in touch.

Have questions about how TaskRay could work for your marketing team? Feel free to email us or give us a call. We are here to help!