Since TaskRay is a 100% Salesforce native application, you can easily relate TaskRay Projects and Tasks to other data in Salesforce. TaskRay comes with the two most popular lookup relationships, Account and Opportunity, by default. Additional lookup fields such as Campaigns, Contacts, or custom objects may be added.
A common configuration request is the ability to allow users to select a lookup record on the Project and have that trickle down to the related Tasks (and Sub-projects). In other words, to have the the field data (e.g. Account) that you have on the Project level to also be on the Tasks within the project (e.g. to have all the tasks within a project linked to the same account). This can be done using the TaskRay Field Trickler.
TaskRay Field Trickler [Admin]
TaskRay comes with two custom lookup relationships by default: Account and Opportunity. These fields are also included in the TaskRay Field Trickler. If a user adds an Account or Opportunity on a Project it will auto-populate the Account and Opportunity fields on the related Tasks. Admins may remove these two fields from the TaskRay Field Trickler Field Set if they do not want task fields to auto-populate based on the project selection.
Add Custom Lookup Fields
The first step of the process is to add the desired lookup fields to the TaskRay Project and Task objects. For this purpose, it is important to add the same field to both TaskRay Project and TaskRay Task objects. The custom fields must be matching.
For example, let's say that we want to associate our project and all of its tasks with a Contact record in Salesforce. In this case, we will need to create a Contact lookup field on the TaskRay Project object and we will need to create a Contact lookup field on the TaskRay Task object.
To add the matching lookup fields, follow the Integrate TaskRay with Salesforce Objects instructions. Follow the instructions to create the lookup fields, as well as to add the lookup fields to the Project and Task field sets. You will need to go through this process twice: first for the TaskRay Project object, and then for the TaskRay Task object.
Modify the TaskRay Field Trickler Field Set
Now that the matching lookup fields have been added to the TaskRay Project and Task objects, the next step is to add the field to the TaskRay Field Trickler Field Set. Using our Contact field example from above, adding the Contact field to the TaskRay Field Trickler Field Set will make the Contact value from the Project trickle down to the Project's Tasks.
- From Setup, navigate to Create | Objects.
- Select TaskRay Project.
- Scroll down to the Field Sets section and click Edit next to TaskRay Field Trickler Field Set.
- From the container across the top, drag the desired field (in our case, Contact) that you want to map down from Projects to Tasks, into the In the Field Set container.
- Click Save.
Test It Out
Let's see how this works using our Contact example. As we add a value to the Contact field in the Project Details in TaskRay...
...that same value is automatically trickled down to all of the sub-projects and tasks within that project.