TaskRay Best Practices: How to mass edit TaskRay task and project data

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.

For example:

  • 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.

Here’s how:

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.

The "+" button to show all tabs

The "+" button to show all tabs

The two tabs that show TaskRay data in standard Salesforce interface

The two tabs that show TaskRay data in standard Salesforce interface

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:

gridbuddy_mass_update.png

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:

http://taskray.uservoice.com/knowledgebase/articles/409743-auto-archive-finished-tasks

 

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!