As you know, TaskRay is awesome! It allows you to create, manage and track all of your tasks and projects in one place while linking to existing Salesforce data.
Plus the ability to customize TaskRay in numerous ways means that it can be successful with almost any process in any industry.
As such, many of our users are often working concurrently on hundreds of TaskRay projects and tasks within Salesforce at one time.
Occasionally there is a need to mass update some of this data.
- The Task/Project owner needs to be changed on numerous records
- The Task/Project name needs to be mass updated
- The Task status needs to be updated on numerous records
- A new TaskRay Task/Project field was added and its value needs to be mass updated to previous records
But how can you do this? What’s the best, most efficient (and accurate) way to do this?
Let’s explore our options:
Column View multi-select/drag and drop:
Should you have a handful of TaskRay tasks that need to be updated you can multi-select those tasks and drag/drop the action you wish to take.
This option can be used for:
- Changing task owner
- Moving tasks to another project
- Mass deleting tasks
A description of how to do this is listed in our User Guide here: http://bracketlabs.com/taskray-guide#tasks-bulk-actions
New Project Contributor Bulk Actions feature:
A new feature in our September ‘14 TaskRay release enables the ability to add or remove project contributors quickly in bulk. This is especially useful when you have a new member join your team or when someone leaves.
Under the TaskRay tab at the top of the right sidebar there is a new wand icon as shown below:
Clicking on the wand will give the option of either bulk adding or bulk removing a contributor to a project or list of projects.
We can then search for a user and check the boxes to each project they should be added as a contributor to or removed from, as shown:
List View mass updates:
If we have a larger number of TaskRay task/project fields that need to be updated then we can create a list view of those records and mass update.
To create a list view we will need to add the “TaskRay Tasks” and “TaskRay Projects” tabs to Salesforce. To add these tabs click the (+) button on your tab ribbon in Salesforce. Then click the “Customize my tabs” orange button and select the TaskRay Tasks and TaskRay Projects tabs to add.
If the fields that you are updating are within TaskRay Tasks then select the TaskRay Tasks tab (Projects will follow the same pattern in the TaskRay Projects tab).
Then click “Create New View”. This will allow you to then create a list of TaskRay tasks based upon criteria that you enter.
Now that we have a list of tasks we can then click the checkbox on the left to select each task that needs to be updated. To mass change task owner click the “Change Owner” button at the top of your list. Or if there are other fields that need to be updated (e.g. mass update task name or deadline date) then double click on that field for one of the records. There you can change the value of that field for either just that individual record or for all of the records that you have checked, shown below.
GridBuddy for TaskRay:
Perhaps the ultimate way to mass update TaskRay task and project data in Salesforce is to use the GridBuddy for TaskRay extension app.
This app extension is accessible to new and existing GridBuddy Unlimited customers.
GridBuddy is an application by AppBuddy that allows you to easily and efficiently display and mass update any set of records (not just TaskRay records) in Salesforce. And since TaskRay and GridBuddy are native apps on the Salesforce platform they can integrate and work together via this new extension.
With Gridbuddy for TaskRay users can mass update task/project fields directly from TaskRay.
A new GridBuddy tab will be available within the TaskRay project window which allows you to quickly mass update fields and tasks within that project, as shown below:
Or you can make mass updates to TaskRay records from the GridBuddy for TaskRay app:
So, overall we have a number of options when it comes to mass updating TaskRay records. Your decision is to figure out which option is best for you and your situation.
Here’s a summary that can help:
- TaskRay Multi-Select drag/drop - use to quickly update either the owner or the project or to mass delete tasks
- Project Contributor Bulk action wand - use when you need to add/remove a project contributor on multiple projects
- List View mass update - Use when you need to update any number of TaskRay task/project fields
- Gridbuddy for TaskRay - Use directly within TaskRay or via the GridBuddy app to quickly display and mass update records
Now go test it out! Play around with these options, create list views, test out GridBuddy and see which options work best.
Note: Mass delete best practice - By the way, before you mass delete TaskRay tasks or projects think about how it will affect your reporting. Instead of mass deleting records it may be better to archive them. That way the records and data are still searchable and reportable within Salesforce.
Here’s how to archive projects: http://bracketlabs.com/taskray-guide#projects-archiving
Here’s how to archive tasks: http://bracketlabs.com/taskray-guide#tasks-archiving
And lastly, here’s instructions on how to auto-archive tasks: