Post Installation: Assign Permission Sets and Licenses – TaskRay

Assign Licenses [Admin]

Note: This step does not apply if you are on the free trial. However, you will need to complete this step once you purchase TaskRay licenses in order to provide access to the app for designated users.

After you purchase TaskRay licenses, you will need to assign them to the designated users to give those users access to the app.

Keep in mind, if you ever need to transfer licenses between users, you can follow the same process to do so.

From Setup, navigate to:
- Lightning: Apps | Packaging | Installed Packages.
- Classic: Build | Installed Packages.
Click on Manage Licenses next to TaskRay.
Click Add Users.
Select users.
Click Add.

TaskRay Permission Sets [Admin]

TaskRay access is managed by permission sets. After installation, it is necessary to assign permission sets to the designated users to ensure that they have the necessary level of access to the app.

Out of the box, TaskRay provides a set of pre-configured permission sets that can be assigned to users. Below you will find information about the different permission sets.

Note about custom permissions

While the permission sets provided by TaskRay should apply in most cases, it is possible to tailor permissions further if needed. For this purpose, you can create either a Permission Set Group (recommended) or a Custom Permission Set.
Important! Permission Set Groups that are set up to include one of the "base" packaged TaskRay permission sets (e.g. TaskRay - Standard Access or TaskRay - Read Only Access), along with any additional necessary permission sets and muting permissions, is the recommended approach for this purpose. This approach will ensure that users do not lose access to any functionality or encounter permission-related errors whenever TaskRay updates take place. On the contrary, fully custom permission sets have to be manually updated with every release of TaskRay to ensure that the users continue to have access to all of the necessary functionality of the app.

Base Permission Sets

This section outlines the main TaskRay permission sets that are provided with the package.

Standard Access

The TaskRay - Standard Access permission set ensures that the users that have it assigned get full access to all TaskRay objects and functionality. With the Standard Access permission set, users will be able to read, create, edit, and delete TaskRay records (e.g. TaskRay Project, TaskRay Task, TaskRay Checklist Item). This permission set also ensures that any updates to the app (e.g. major releases with new features, bug fixes) become available to the users automatically.

Note: This permission set is only for internal TaskRay users. If you are using TaskRay Communities for external users, you would need to assign either the TaskRay External - Standard Access or the TaskRay External - Read Only Access permission set to those users.

Read-Only Access

It is also possible to assign certain users the TaskRay - Read Only Access permission set. This permission set allows to see everything in TaskRay, but not edit.

Users with this permission set will be able to read TaskRay records (e.g. TaskRay Project, TaskRay Task, TaskRay Checklist Item). This permission set does not provide create, edit, or delete access to any records. This permission set also ensures that any updates to the app become available to the users automatically (read only).

Note: This permission set is only for internal TaskRay users.

Additive Permission Sets

This section outlines the additive TaskRay permission sets that are provided with the package. These permission sets should be assigned in addition to one a base permission set (e.g. TaskRay - Standard Access).

Project Manager Access

The TaskRay - Project Manager Access permission set grants elevated access in TaskRay to users who need to make administrative changes to in-flight projects. This permission set grants additional access beyond what's provided in the Standard Access permission set, but does not grant all the administrative access provided by the TaskRay - Admin Access permission set.

Important! This is a supplemental permission set and it is still required that the TaskRay - Standard Access permission set is assigned to the power user. In other words, users with the TaskRay - Project Manager Access will also need the TaskRay - Standard Access permission set assigned to them.

The Project Manager Access permission set contains the following custom permissions:

TaskRay Advanced Scheduler: Allows users to use the Advanced Scheduler feature (in premium edition)

Template Manager Access

The TaskRay - Template Manager Access permission set grants elevated access in TaskRay to users who need to manage templates. This permission set grants additional access beyond what's provided in the Standard Access permission set, but does not grant all the administrative access provided by the TaskRay - Admin Access permission set.

Use this permission set to grant access to the Template Hub (which includes the Template Builder).

Admin Access

It is possible to designate certain TaskRay users with power user access using the TaskRay - Admin Access permission set. This permission set opens up access to certain configuration settings that are specific to TaskRay.

Important! This is a supplemental permission set and it is still required that the TaskRay - Standard Access permission set is assigned to the power user. In other words, the power users will need to have both, the TaskRay - Standard Access and the TaskRay - Admin Access permission sets assigned to them.

The Admin Access permission set contains the following custom permissions:

Define Task Weighting: Ability to define the mode for task weighting.
Enhanced Filtering Admin: Opens up access to manage enhanced filtering, including configurations of board and project filters, as well as sharing the filters with the applicable users. Applies to Enhanced filtering.
Share Board Filters: Ability to access Sharing Settings on Project, Task, and Board Filters to managing filter sharing with Public Groups. Only applies to Classic filtering.
Manage Project Schedule Settings: Allows access to change project schedule org-wide default setting.
TaskRay Advanced Scheduler: Allows users to use the Advanced Scheduler feature (in premium edition)

This permission set also grants access to the Template Hub (which includes the Template Builder).

Supplemental Permissions

In the list of TaskRay permission sets, you might also notice one or multiple permission sets named TaskRay Supplemental Permissions <month> <year> (does not apply to new installs). These permissions only apply if you have configured a custom TaskRay permission set and are not using either of the TaskRay Standard permission sets. The supplemental permission sets are created to account for any new features and/or objects that get added with TaskRay releases.

Note: Each supplemental permission set will contain only the permissions that are unique to the specified release. In other words, a supplemental permission set will not include any permissions from prior releases/supplemental permission sets.

You can read more about these permission sets in this article: Why do I see "additive" TaskRay Permission Sets?

If you are using any of the standard permission sets to access TaskRay, you can ignore (and delete) the supplemental permission sets.

Assign Permission Sets [Admin]

Now that you know the difference between the TaskRay permission sets, the next step is to assign them to the users as needed.

From Setup, navigate to:
- Lightning: Users | Permission Sets.
- Classic: Administer | Manage Users | Permission Sets.
Click on a permission set name (e.g. TaskRay - Standard Access).
Click Manage Assignments.
Click Add Assignments.
Select users.

Note: If you do not see all of the users from your org, you might need to change the View selection using the dropdown.
Click Assign.
Click Done to confirm.

Grant Access to the TaskRay Salesforce App [Admin]

The designated TaskRay users need to have access to the TaskRay App (Tab). These instructions will vary depending on the Salesforce interface that you are using: Classic or Lightning.

Lightning

From Setup, navigate to Apps | App Manager.
Locate the TaskRay Lightning App. Click on the Show More arrow for it and select Edit.
Click on the Assign to User Profiles tab.
Assign to User Profiles. From the Available Profiles list, select the Profiles that need access to the app and move them to the Selected Profiles section using the Add arrow.
Click Save.

Classic

From Setup, navigate to Create | Apps.
Under Apps, click Edit next to TaskRay.
In the Assign to Profiles section, select the Visible checkbox for all applicable profiles.
Click Save.