Record Types (Legacy)

About Record Types

With Record Types, you can:

• Create unique "boards" for each business process (in other words, display different sets of columns depending on the record type).
• Track different fields per task or project type.
• Display different picklist values for different record types.

Due to the TaskRay interface relying on custom Field Sets and not Page Layouts, there are a few differences and limitations from traditional record type management in Salesforce, such as:

1. Admins will need to maintain Field Sets and Page Layouts. Field Sets control the TaskRay interface, Page Layouts control the Salesforce standard interface.
2. Each record type must be mapped to a field set. While a field set can be mapped to multiple record types, only one record type + field set combination will be mapped to a profile.
3. Project record types and task record types are dependent of each other. Each project record type must be mapped to a task record type. It is not possible to have multiple tasks with different record types in a project.

Enable and Modify Record Types [Admin] 

Step 1: Manage Picklists

Record Types have the unique capability of filtering picklist selections by the record type. In TaskRay, this is especially meaningful for the List picklist, which controls the columns displayed on the Kanban board. The first step is to add all possible column statuses to the List picklist that you want to use for all of your record types.

1. From Setup, navigate to:
• Lightning: Objects and Fields | Object Manager.
• Classic: Create | Objects.
2. Select TaskRay Task.
3. In the Fields & Relationships section, select List.
4. Scroll down to the Values section. These are the values for the Status Lists (columns) in TaskRay. Here, you can:
• Click New to add a new value.
  
  
  Note: Lists can overlap between multiple task record types, so you do not need to make duplicate entries for each record type.
• Click Edit next to an existing value to modify it.
5. Click Save.

Step 2: Create Field Sets

Using Field Sets, you can customize the fields that are displayed in the Project and Task Details in the TaskRay interface. You can create new field sets to be used for various record types.

1. From Setup, navigate to:
   • Lightning: Objects and Fields | Object Manager
   • Classic: Create | Objects
2. Select either TaskRay Task or TaskRay Project.
3. Navigate to the Field Sets section and click New.
   
   
   Note: Field Sets can be mapped to multiple record types, so you do not need to make duplicate entries for each record type.
4. Enter a Field Set Label, Name, and Description.
5. Click Save.
6. On the next page, drag the desired fields into the In the Field Set container.
7. Click Save.

The Record Type field is not available in the default TaskRay Project and Task Field Sets. However, you can add the Record Type field to custom Field Sets if you would like to display it on the Project or Task Detail.

Step 3: Create Record Types

TaskRay requires a combination of a project and task record type.

1. From Setup, navigate to:
• Lightning: Objects and Fields | Object Manager.
• Classic: Create | Objects.
2. Select TaskRay Project.
3. Navigate to the Record Types section and click New.
4. Enter a Record Type Label, Name, and Description.
5. Select the Active checkbox.
6. Select Enable for Profile checkboxes for the desired profiles and select Make Default when applicable.
7. Click Next.
8. Choose Page Layout assignment.
9. Click Save.
10. Repeat the process for TaskRay Task record type. Each project record type must be mapped to a task record type.

Step 4: Map Picklists to Record Types

Map the List values to the applicable TaskRay record type.

1. From Setup, navigate to:
• Lightning: Objects and Fields | Object Manager.
• Classic: Create | Objects.
2. Select TaskRay Task.
3. Scroll down to the Record Types section and click on the desired Record Type.
4. Click Edit next to List.
5. Select the List values applicable to the business process for the selected record type. Remember, List values determine the columns displayed on the TaskRay board.
6. Select the Default value using the dropdown. This will be the default column for adding new tasks in Kanban View.
7. Click Save.
8. Repeat for additional Record Types or picklist fields.

Step 5: Map Project to Task Record Types, Map Record Types to Field Sets

For this step, return to TaskRay.

1. In TaskRay, click on the Tools and Settings icon in the TaskRay toolbar.
   
2. Click on the Record Types tab.
3. Under Step 5, for each Project Record Type select a corresponding Task Record Type.
   
4. Under Step 6, for each Project and Task Record Type select a corresponding Project and Task Field Set.
   

Step 6: Data Migration Update Record Type for Existing Records

Existing project and task records will not automatically have a record type assigned. Consider the following data migration activities:

• Update Record Type field for existing projects
• Update Record Type field for existing tasks
• Update List values of tasks moving to a new record type

TaskRay will also display an Errors tab in the right sidebar to help you reassign any projects and tasks missed in data migration.

Try It Out!

Now that everything is set up, you should see a new Record Type dropdown at the top of the left sidebar in TaskRay. You can switch between your record types using this menu. Depending on your configuration, every record type could display a different board setup (i.e. customized columns in Kanban), customized Project or Task Details screens (i.e. different fields or layout), or have different values available in picklist fields.