Modify Task Status Lists

Status lists represent the different stages that tasks move through over the course of a project's lifecycle. As users manage work on assigned tasks, they move the tasks through the stages, eventually reaching completion.

Out of the box, the following status lists are configured: Holding, Prioritized, Started, and Finished. If your organization's workflow does not align with these lists, it is possible to customize them, such as by adding or removing list values, reordering them, or configuring different options for task completion. 

Modify Status Lists [Admin]

From the technical standpoint, the options for task statuses are controlled via the List field on the TaskRay Task object. Therefore, customizing available options requires modifying the List picklist accordingly.

To access the List field configuration:

1. From Setup, navigate to Objects and Fields | Object Manager.
2. Select TaskRay Task.
3. In the Custom Fields & Relationships section, click on List.

Add Status List Options

1. In the Values section, click New.
2. On the List page, enter the name(s) of the status list(s) that you want to add. Enter each name on a separate line.
3. Click Save.

Remove Status List Options

If any of the existing task status options are not needed for your workflow, it is possible to remove them.

1. In the Values section, click Del next to the status list that you want to delete.
2. Click OK in the confirmation dialog.
3. You will be asked what you want to do with records associated with that status field (e.g. tasks that have that status/are in that status column in TaskRay). Using the Replace value on records with dropdown, select a new status that you want to migrate such tasks to.
   
   Note | Blank Value
   It is not recommended to select the Replace value on records with blank value option because that will make the tasks from the deleted status list disappear from the TaskRay interface. If you select this option, you would have to find the tasks in the standard Salesforce interface or via reports and manually assign new List values to make them reappear in TaskRay.

Reorganize Status Lists

List values can be reorganized if it is necessary to adjust the order in which the tasks move through the stages. Additionally, this defines the order in which the columns appear in Kanban View.

1. In the Values section, click on the Reorder button.
2. On the next screen, change the order of the Values using the Up and Down arrows.
3. Click Save.

Configure Status Lists to Complete Tasks [Admin]

Out of the box, the Finished status list value is configured to complete tasks. From the technical standpoint, when a task's status is updated to Finished, the Completed checkbox on the task is automatically updated to true (checked). 

It is possible to customize this configuration to either designate a different status list or to incorporate multiple status lists for task completion.

1. In TaskRay, click on the Gear icon in the top right corner in the TaskRay toolbar.
   
2. This will open Tools and Settings. Click on the Admin tab.
3. In the Task Status List Colors section, use the Completes Task toggle to configure list status values that should complete tasks.  If you would like the Finished value to continue to complete tasks, make sure to enable the Completes Task setting for that value:
4. Click Save.  You will see a confirmation message appear below the table.

Modify Status List Colors [Admin]

Each status list is automatically assigned a color, but the colors can be changed using the instructions below. The status list colors are used throughout TaskRay for visual reference. Some examples are:

• Plan View: The task bars are color-coded by status (except for overdue tasks, which are always red).
• My Work View: Every task row has a color-coded status box.

To update status list colors:

1. In TaskRay, click on the Gear icon in the top right corner in the TaskRay toolbar.
   
2. This will open Tools and Settings. Click on the Admin tab.
3. In the Task Status List Colors section, use the Color dropdowns to select new colors for the different status lists. You can set colors either by using the color box and dials or by entering a specific HEX code.
   
4. When you are done setting the colors, click on the Save button that appears on the bottom right, below the table.