Are you constantly iterating on your processes and looking for ways to improve your templates? Look no further! Template Versioning is a feature that enables you to create new iterations of your templates and provides historical tracking so you can see the impact of those changes over time. Version control ensures that active or previously active template cannot be modified so you won't have to worry about accidental overrides. It also provides peace of mind if mistakes are made by preserving old versions you can revert back to.
While initial setup for Template Versioning requires a System Administrator, templates can be managed and versioned by any user with access to Template Hub.
This article will outline all the steps to setup Template Versioning using our utility in Tools and Settings that allows to set up certain parts of the feature in a matter of a few clicks.
Below are the high-level steps for configuring and using this feature:
Have questions about the the setup process? Check out our FAQ section at the end of the document.
To access the Template Versioning Setup Utility, navigate to the TaskRay app in your Salesforce org and open the Tools and Settings menu. Tools and Settings can be accessed from the TaskRay toolbar by clicking on the Gear icon in the upper right corner.
Within Tools and Settings, under Admin, click on the Template Versioning tab to open the utility.
This utility will walk you through the steps to setup the Template Versioning feature and it will consist of the following steps.
Step 1: Transform Templates
Click Transform Templates to automatically transform your existing templates to be compatible with Template Versioning.
Step 2: Update Automations
Using the linked article, update your automations for project creation to use Addressable Ids.
Step 3: Assign the Template Manager Permission Set
Click Launch Permission Sets to assign the Template Manager Permission Set to users. The Template Manager Permission Set grants users access to Template Hub. You can learn more about TaskRay Permission Sets in this article.
Step 4: Complete Upgrade
Click Complete Upgrade to finish the setup for Template Versioning.
This should complete the setup for the Template Versioning feature. Head over to Template Hub to checkout the changes and start iterating on your processes. For additional information on templates, check out our articles, Intro to Templates and Managing Templates.
What happens if I don’t complete the conversion before the November 15th retirement date? Will I still be able to use TaskRay?
- Day to day functions of TaskRay will continue to work as they always have. Tasks can be completed, Projects can be created, and work can be assigned. Once we have enabled Template Versioning for all orgs you will not be able to make changes to existing Templates, or create new Templates until the Template Versioning Utility has been successfully completed.
How do I update my org prior to the November enforcement?
- First off, congratulations on taking the initiative! We strongly encourage working through the Utility ahead of the Nov 15th enforcement date to avoid unexpected challenges. The good news is that we have a utility and step-by-step directions to make the process as easy as possible for you! Simply navigate to TaskRay Tools & Settings and scroll to the bottom and select Template Versioning on the left hand side. Once there, you can follow the steps from 1 through 4 as needed. Use the information at the beginning of this article to help guide you through the process.
How do I know if I need to update automations?
- That is a great question. The answer comes after clarifying the process your organization uses to clone or stitch Templates. If you have implemented automations like Process Builder, Flow, or Custom Apex, then you will want to prepare by collecting a list of the necessary Automations. If you are using native TaskRay functionality, such as manually cloning or stitching in the TaskRay app itself, or using the TaskRay Lightning components, then we are going to handle all of the lifting for you! Here are step-by-step instructions for updating your automations. More information on identifying automations that will need to be updated can be found here.
What will happen if I don’t update my automations?
Also a great question! If the automations are left as-is, then they will continue to reference the original Template, as that will be “Version 1”. Any further versions created, edited and activated will not be used until the automations are updated to reference the new “Addressable ID” field. By the way, this is a one-time update, yay!
The Addressable ID will serve as a replacement for the Salesforce ID in all of your automations. The Addressable ID value is identical for all versions of the Template, and once implemented, TaskRay code will point the automation to the active version of the template so that one is being cloned. Until then, only Version 1 of the template will be cloned.
Who should be assigned the TaskRay - Template Manager Access permission set?
- The TaskRay - Template Manager Access permission set will open access to the Template Hub, as well as allow creation of new Templates and template versions. This permission set is for users who will be responsible for managing and updating templates. Note: TaskRay permission sets are additive, so we recommend that the TaskRay - Standard Access permission set is assigned in conjunction to users with the TaskRay - Template Manager permission set for the best user experience.
- I’m ready to begin, but I got an error after clicking “Transform Templates”! What should I do?
There are some best practices that can help avoid errors. We recommend always removing inactive users from Templates, and that Templates not be used as Parent Projects with Template Versioning. Errors that can be the result of one (or both!) of those occurrences are below.
Errors from Inactive Users on a Template Team may look like:
To identify inactive users on Templates and resolve this error, follow the steps below:
- Go to the App Launcher and search for and select TaskRay Projects
- In the TaskRay Projects tab, select the Templates list view.
- From there, open the first Template, then navigate to the TaskRay Team lightning component.
Note: If you cannot find the lightning component, it may need to be added to the page layout.
- Identify any inactive users and remove them from the team using the action menu, then selecting Remove. If the user is assigned open work, the work will need to be reassigned prior to removing the user.
- Repeat for all Templates until errors are resolved.
Note: If you still receive this error after working through all Templates, it may result from an Archived Templated. In that case, repeat the process from step 2, using the Archived list view.
Errors from Templates as Parent Projects may look like:
To look into Projects that have Templates as Parent Projects and resolve this error, follow the steps below.
- Go to the App Launcher and search for Reports.
- From the Reports tab, create a New Report.
- For the category go to All, then select the TaskRay Projects with Parent Projects report type.
- In the report, go to the Filter tab in the left side bar.
- Add a filter for the Parent Project: Template and set the conditions to equals True. This will return only Projects that have Parent Projects that are Templates.
- From there, open the TaskRay Project and delete the Parent Project value before saving the Project.
- Repeat step 6 until Templates are removed from Parent Projects.