Migrating Public Tags to Chatter Topics on Records in Salesforce

Editor's Note: We're reposting Brian Kwong's excellent post on a the Tags to Topics migration tool we made a while back. We actually made this tool in preparation for our big move in TaskRay from Public Tags -> Topics, and as we thought about it we realized it was likely a common use case even for non TaskRay customers. We created a standalone package of the utility so anyone can use it, and Brian jumped right on documenting it in his blog (which BTW, you should probably be reading because it's one of the best Salesforce blogs out there).

Thanks to Brian for documenting the utility way better than I could have! 

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This week on Wizard News we take a look at migrating Public Tags to the new Topic’s on record feature in the Spring ’14 Release. Organizations that have heavily been using Public Tags were likely dismayed when that information wasn’t migrated as Topics when the feature was enabled. The good news is the tag data is still there. The better news is a community member Mike Tetlow has created a great tool to migrate your public tags to topics.

First let’s take a look at why you would want to migrate your Public Tags as topics.

Why Use Topics on Records

Tags were a feature that allowed users to place mini-notes on records. The tags displayed at the top of the records and they were useful to return a list of all records using that tag. There were limitations to the tag system. You could not report on tags or create list views. Exporting your list of records was a challenge. Here’s what we can do with Topics on records that we could not do with tags.

  • Create List Views – a new criteria “Topics” is available to create list views of records that include or exclude a topic
  • Report on Topics – We can report on topics. This needs a shot in the arm for records vote here
  • Global Search Friendly
  • They’re just cooler

There’s some nice bonuses here. Plus, Salesforce is likely to continue developing Topics.

Let’s Migrate Already

There are four easy steps to getting your Public Tags migrated to Topics.

  1. Enable Topics for each Object
  2. Install Migration Tool
  3. Migrate Public Tags

Wait Brian! I can hear you shout. That’s only 3 items. You’re right. The fourth is: Do this is Sandbox first. This is an unmanaged package. I trust Mike Tetlow’s coding skills, but everyone can make mistakes. I recommend always installing ANY AppExchange package in a Sandbox for review and testing first.

Enable Topics

Enabling Topics is very easy. Under the Customize Menu we expand Topics and Select “Topics of Objects.” We have a list of Objects in our org and next to each object a pick list to either Disable (Default) or Enable Topics. Please note that Enabling Topics for the object will remove Public Tags. Personal Tags will still be available.

Install Migration Tool

You can find Mike Tetlow’s tool here: https://github.com/mtetlow/Salesforce-Public-Tag-To-Chatter-Topics-Migration

Installation is very easy. The link to install the package is: https://login.salesforce.com/packaging/installPackage.apexp?p0=04ti0000000H2Cy to install in your sandbox, simply replace login.salesforce.com with your Sandbox instant information. For example: CS15.salesforce.com

From here simply review the package details and proceed to steps 1 through 3. I recommend only installing for Admins. Who else will be doing the migration other than the Admin?

Once the app is installed, we can do the migration.

Migrate these Tags Already

I have two accounts with Tags. Here’s an example of both in one screenshot. The top part I’m adding Tags and the bottom is the view of Tags already on the record.

These are the two records we’ll be migrating their Public Tags to topics. First step is to go to the Migration Tool’s page. This is something we have to manually enter.

  • Click on your Home Tab.
  • Delete “/home/home.jsp”
  • Append “/Apex/tagMigration”

So your URl should now look something like: CS7.Salesforce.com/apex/tagMigration  and you should be looking at a page like this:

There’s lots of information on this page. It’ll display all the areas Tags are currently available. The most important item is the “Start Public Tags to Topics Migration” button at the bottom. Click this button. When running in Sandbox, make sure the “Access to Send Email” is set to “All Email.” Any other setting will cause an error and the migration will not run. This is only an issue with Sandbox. You can see your Access level under “Email Administration” -> “Deliverability.”

You will receive an email once the migration is completed. Here’s what my sample accounts looked like once it was completed:

We’re done! Look at those topics, so very pretty.

The last thing to do is uninstall the package. That’s right. Once we’re done migrating all our public tags there’s no reason to keep the package in our org any longer. We like nice clean orgs right?

Very simple and easy process to migrate all your public tags over to topics. Are you planning on using Topics on records? How will you be using them? Love to hear from you in the comments!

View As is Back!

Customer Note: This feature will be included in our next major update. If you would like access to this minor release now, please send support@bracketlabs.com a note and we will upgrade you with this mini-release version.

The Original

In the original version of TaskRay (aka the "3-tab" version), we had a feature on My Board called View As. This was a very popular feature that allowed users to easily view the tasks of other TaskRay users.

The original View As feature.

The original View As feature.

The Replacement

When we launched the all new TaskRay (aka the "all-in-1-tab" version), we improved our task filtering capabilities by introducing three new task filters: Owner, Topics, and Priority. The Owner filters were introduced as a replacement to the View As feature. The beauty of these new task filters is that not only can you combine them, but you can save them and use them over and over again.

Owner filters replaced View As.

Owner filters replaced View As.

The Learning

The early feedback on the new Task Filters was phenomenal. Customers loved them. However, to replace the original View As feature you had to first create a filter of the person you wanted to view, then switch to the All Projects view, and hit the Select All link. SCREECH!

For our biggest TaskRay customers, this caused a problem. We have seen the All Projects view contain hundreds and even thousands of projects. Hitting that Select All can cause Salesforce to come to a screeching halt. The platform was not meant to be pushed in this way.

However it was our design and not the platform that unknowingly introduced this issue to our customers. We quickly heard from many of you how important it was to view other user's tasks, but in an org with high data volume it became rather difficult to do.

The Return

The attributes I am most proud of at Bracket Labs, is our focus on listening to customers, learning, and the ability to remove roadblocks. So this blog is to announce that View As is back! It looks and acts a little differently than the original, but it is back and we think it's great!

New View As project filter

New View As project filter

In the project sidebar, you will notice a new filter icon. Our first project filter is View As! (You can be sure we will expand on project filters - be sure to let us know what you would like to see next.) When you add a new View As filter, we will automatically create and save the View As filter in your project filters drop-down. This means you only have to create a View As filter one time.

View As filters are automatically saved for repeat use!

View As filters are automatically saved for repeat use!

We also automatically update your task filter to a matching "View As Tasks" so we quickly drill into just what you want to see - the projects and the tasks of the user you would like to view.

New View As task filter to match your View As project filter.

New View As task filter to match your View As project filter.

We hope this new View As feature is an improvement for TaskRay users and helps you not only quickly get to the data you need, but also keeps those screeching halts at bay.

Is there a feature you would like to see in the next release of TaskRay? Log an idea in our customer feedback forum or reach out to us directly. We'd love to hear your thoughts.

Going to Dreamforce? Us too! Let's meet!

Where in the Dreamforce is Bracket Labs?

Bracket Labs is in so many places at Dreamforce 2014, how will we ever find our co-founder Eric Wu? Here are some clues to track him down:

Escape to the Oasis

Meet Bracket Labs at The Oasis by the Cloud Collective in the B Bar above Yerba Buena Gardens. Come relax, recharge, or refuel in the heart of Dreamforce! Register to stop by or schedule a meeting with Bracket Labs.

Startup Booth in the Dev Zone

Bracket Labs will be featured at Salesforce's Startup Booth in the DevZone. Stop by & meet the founders of Bracket Labs. Monday, October 13th, 1 pm - 3:30 pm.

Health & Weightloss Challenge in the Admin Zone

Bracket Labs is a proud sponsor of the Dreamforce Health & Weightloss challenge again this year! This year the Health & Weightloss challenge will have a kiosk in the NEW AdminZone and we could not be more excited! Come by and support this amazing initiative led by MVP Bill Greenhaw.

Dreamforce After Party at the Thirsty Bear

Join Bracket Labs along with Accounting Seed & AppBuddy for a nightcapWednesday evening at the ThirstyBear. Register to be entered to win a Bluetooth speaker! ThirstyBear Brewing Co on Wednesday, October 15th, 9:30 - 11:30 pm.

And that's not all! Our team (and our apps) will be participating in 9+ Dreamforce sessions this year. Whether at a session, connecting in the Admin & Dev Zones, or at the Oasis & Thirsty Bear, we hope you come by and say "Hello" we'd love to meet you.

Dreamforce 14 Must Attend: The Admin Zone and Keynote

I've been working in the Salesforce ecosystem for nearly 15 years. I've worn the hat of a customer, an admin, an implementation consultant, and finally with Bracket Labs, the hat of a partner. I've seen Salesforce evolve from a web-based CRM product to a full-blown enterprise cloud platform. I've been to Dreamforce numerous times over a 10 year period. Over all that time, I can't remember being more excited than I am this year due to the dedicated focus on admins.

Deep in my heart, I'm a Salesforce admin. I love the elegance, the flexibility, and the power that the platform gives to those of us who live in the intersection of technology and business decisions. I love the truly awesome custom solutions that can be built with knowledge of the platform and some creativity. Bracket Labs product philosophy has always had these admins at its core, and our customer support is not just about our apps but also about helping our customers learn about everything that's possible using the Salesforce platform.

Up until now, the Salesforce admin was a bit of an unsung hero in the ecosystem. Sure there have been plenty of admin sessions, but we've never seen the specific focus that development, sales, marketing, support and executives have enjoyed at Dreamforce. The admins who make it all work on a daily basis have never really been singled out and recognized.

NEW Admin Zone!

That's changing this year with the introduction of a dedicated Admin Zone in Moscone West. The Admin Zone is the place to be for learning to do more with the elegant click-based declarative tools that all Salesforce admins love. It's also where you can hang out with other admins, trade war stories, and chat with Salesforce MVP's about specific questions and topics. I'll be spending a lot of time in this Zone this year, and I'm especially looking forward to the chance to meet lots of other #AwesomeAdmins.

NEW Admin Keynote!

But that's not all! Along with the Admin Zone there's also a brand new Admin Keynote. Long time Salesforce admin evangelist Mike Gerholdt is going to be leading a keynote session devoted to admins and their needs. It's going to be filled with great information that admins need to know, like examples of innovative solutions, new features for admins, and plenty of surprises. It's also going to be a great opportunity to spend time with other admins, whether they're old friends or brand new ones. I can't wait and you can bet I'm going to be in the front row!

TaskRay New Release: Topics are the new Tags

A brand new release of TaskRay is here with several exciting new features. The biggest change you will notice in TaskRay is that Topics will now replace Tags.  

With the introduction of Topics on Records in the Salesforce Spring '14 release and the fact that new Salesforce orgs are no longer provided with Tags as a feature, TaskRay will no longer support Tags and use Topics instead.

Our new release includes an easy tag to topic migration tool to help you quickly transition over, as noted in our post install instructions here.

Similar to Tags, Topics will show on the front of your Task Cards and are filterable. Unlike Tags, Topics can also be filtered on Salesforce list views and allow for limited reporting. You can also easily search for Topics from the Chatter tab to quickly find related tasks and projects. For reference here's a quick Salesforce video overview of Chatter Topics. 

Release Schedule

This release will be available on the following dates:

  • Friday, September 5: Direct Install Link available
  • Saturday, September 13: Automatic upgrade to Sandbox
  • Saturday, September 20: Automatic upgrade to Production
  • Saturday, October 18: Available on AppExchange

Other highlights of this release include:

Task Card Labels

Color-coded labels for any standard or custom field can be applied to the top of the task card using the new Task Card Labels Field Set. An overview of this can be seen in the TaskRay User Guide.

Bulk Actions

You can now mass add or remove project contributors. A new wand icon located on the project side bar allows you to quickly add or remove contributors to numerous projects at once - perfect for when you have a new member join your team.

Task and Project Details 

Chatter, Details, and Checklists are now separated into sub-tabs inside the Task/Project. We have even introduced a new one-click action to open the Chatter feed directly from the task card!

Here are some highlights of enhancements we are delivering in this release. For a full list of features and bug fixes, check out our release notes page.

New Release Webinar

TaskRay Veteran?
Join us for our deep-dive webinar to see the latest features.

Date: Wednesday, September 17th  Time: 9 am PT / 12 pm ET   REGISTER HERE
Date: Tuesday, September 23rd  Time: 4 pm PT / 7 pm ET   REGISTER HERE

New User Webinar

New to TaskRay?
Join us for our overview webinar to see an introduction to TaskRay.

Date: Thursday, September 25th  Time: 9 am PT / 12 pm ET   REGISTER HERE

Still have questions? You can always mention us on twitter, post on our facebook wall, or send us an email at team@bracketlabs.com.