We've covered this topic in the past, but given that this is probably the most popular customization in TaskRay, I thought it might be useful to revisit the concept and go a little deeper into the details. If you're just looking for instructions, feel free to scroll down to the How To section.
TaskRay is built 100% native to the Salesforce platform. This means that "behind the scenes" TaskRay's data is stored and accessed in the same way that any other data is stored and accessed in Salesforce. If you have ever customized a standard object like Accounts, Contacts, or Leads then you will feel right at home when you open up the admin panel to customize a TaskRay object - they behave exactly the same. This native functionality allows TaskRay customers to leverage all of the powerful features available in Salesforce, such as validation rules, workflow rules, visual flow, Apex triggers, reporting, dashboards, and more. The most important, and commonly used, customization in the TaskRay objects is the ability to add custom fields.
Any field type that Salesforce makes available is usable on a TaskRay object, which means that you can use these custom fields for much more than simply entering additional data on your TaskRay Tasks or Projects. Of particular interest to most TaskRay customers is the ability to create a field that contains a Lookup Relationship to integrate TaskRay with other objects in a Salesforce instance.
Here's how the Saleforce documentation describes Lookup Relationships:
Creates a relationship between two records so you can associate them with each other. For example, opportunities have a lookup relationship with cases that lets you associate a particular case with an opportunity. A lookup relationship creates a field that allows users to click a lookup icon and select another record from a popup window. On the associated record, you can then display a related list to show all of the records that are linked to it. You can create lookup relationship fields that link to users, standard objects, or custom objects. If a lookup field references a record that has been deleted, Salesforce clears the value of the lookup field by default. Alternatively, you can choose to prevent records from being deleted if they’re in a lookup relationship.
That's a lot of Salesforce vocabulary crammed into a few sentences, so for those of you who aren't fluid in Salesforce's language (or who skip blocks of text on principle) let me break it down:
Custom Lookup Relationship fields make it incredibly easy to link your TaskRay Tasks and Projects to any other data in Salesforce. And that relationship is full featured, highly visible, and reportable.
When you create a custom Lookup Relationship field in TaskRay and use it to integrate with other Salesforce data, you create a relationship that:
- Displays the related record as a linked label on your TaskRay Task or Project card in TaskRay
- Creates a related list of all TaskRay Tasks or Projects associated with the record in the standard Salesforce view of the record
- Forms a reportable link between the TaskRay Task or Project and the other record, allowing the relationship to be summarized and analyzed using standard Salesforce Reporting and Dashboard
- Provides a relationship available for cross-object formulas and workflow
And the best part is these fields take roughly 2 minutes for an admin to create. It's the sort of simple and powerful integration of data that is only possible with a native Salesforce app like TaskRay.
With all of that explanation out of the way, let's take a look at how to do it!
How To Add a Lookup Relationship Field to TaskRay
Create the custom Lookup Relationship Field on the desired TaskRay object
- Go to Setup > Create > Objects and select the TaskRay Task object if you want to add the field to your Tasks or select TaskRay Project if you want to add the field to your Projects. (Pro Tip: Typically it makes sense to add Lookup Relationships for Accounts and Opportunities onto the Project object)
- Scroll to Custom Fields & Relationships and click New
- Select Lookup Relationship and click Next
- Select the correct target object (such as Account or Opportunity) from the Related To drop down picklist, then click Next
- Give your new field the Label you’d like to display for the field (most cases just use the default value), hit tab to auto-populate the Field Name and click Next
- Grant field-level security to the right user profiles and click Next
- Leave Project Task Layout or Project Layout (depending on which TaskRay object you're customizing) checked and click Next
- Specify the name of the section that will display the related TaskRay records on the standard Salesforce layout for the target object and then select any target object layouts that should not display the related list and click Save
Add the new Lookup field to the TaskRay object Field Set
You now have a custom Lookup Relationship field that integrates your selected TaskRay object with another Salesforce object. But it's only visible in the standard Salesforce interface right now. We will want to make this available in the TaskRay card interface so that TaskRay users can easily view and edit the field. To do this, we will add the new custom field to the TaskRay object's Field Set.
- Go to Setup > Create > Objects and select either the TaskRay Task object or the TaskRay Project object depending upon where you added the custom Lookup field above.
- Scroll to Field Sets and click Edit next to TaskRay Task Field Set or TaskRay Project Field Set, depending on your selected TaskRay object.
- Drag the new custom field into the In The Field Set section at bottom of page. Note that you can also drag and drop the elements of the In The Field Set section to change the layout displayed in the TaskRay card
- Click Save at the top of the page
I told you it was easy, right? After completing these two steps, you'll now see your custom Lookup field in the cards for your TaskRay Tasks or Projects (wherever you added it) and you'll also see a related list of TaskRay records on the page layout of the target object you specified. By editing the value in the Lookup field you'll be relating the TaskRay Task or Project to another Salesforce record.
If you run into any questions while building this custom field, don't hesitate to contact us using the Feedback link in the upper right corner of TaskRay. We'll be happy to help.