Integrate TaskRay with Other Objects

Note: This feature is available to the following product editions: 
  • Starter
  • Standard
  • Premium

TaskRay is built 100% native to the Salesforce platform. This means that "behind the scenes" TaskRay's data is stored and accessed in the same way that any other data is stored and accessed in Salesforce. You can easily relate TaskRay Projects and Tasks to other data in Salesforce. For example, you could create lookup relationships between TaskRay and various Salesforce objects, such as Campaigns, Cases, Contacts, or custom objects.

Tip: Account and Opportunity lookup relationships come default on TaskRay Projects and Tasks. Additionally any Account or Opportunity relationships defined on the Project will be trickled down to the Task. This default setting can be modified in the Field Trickler.

Custom Lookup Relationship fields make it incredibly easy to link your TaskRay Tasks and Projects to any other data in Salesforce. And that relationship is full-featured, highly visible, and reportable.

When you create a custom Lookup Relationship field in TaskRay and use it to integrate with other Salesforce data, you create a relationship that: 
  • Displays the related record as a linked label on your TaskRay Project or Task Details layout in TaskRay.
  • Creates a Related List of all TaskRay Projects or Tasks associated with the record in the standard Salesforce view of the record.
  • Forms a reportable link between the TaskRay Project or Task and the other record, allowing the relationship to be summarized and analyzed using standard Salesforce Reports and Dashboards.
  • Provides a relationship available for cross-object formulas and workflow.

In the example below, we will outline the process for creating a custom lookup field to link TaskRay Tasks and Salesforce Contacts, as well as establish a TaskRay Tasks related list on the Contacts page layout. This process can be tailored to your needs through incorporating different Salesforce and TaskRay objects.

 

Create a Lookup Relationship [Admin]

The first step of the process is to create the custom lookup relationship. In this case, we are creating the relationship between the TaskRay Task and the Salesforce Contact objects.

  1. From Setup, navigate to:
    • Lightning: Objects and Fields | Object Manager.
    • Classic: Create | Objects.
  2. Select TaskRay Task. 

    Note: If you were creating a lookup relationship with the TaskRay Project object (or other TaskRay object), this is where you would select it.
  3. Under Fields and Relationships, click on New.
  4. You will be taken to the page to create a new custom field. Select Lookup Relationship and click Next.
  5. For the Related To field, select Contact and click Next.

    Note: This is where you would choose whichever object you would like to relate to the TaskRay object, such as Campaigns or Cases.)
  6. Enter the Field Label (e.g. Contact) - this is how the field will be labeled on the TaskRay Task object. Click Next.
  7. Using the checkboxes, grant field-level security to the desired user profiles and click Next.
  8. Leave Project Task Layout checked and click Next.
  9. Enter the Related List Label (e.g. TaskRay Tasks). This will be how the Related List section on the Contact object will be labeled.
  10. Using the checkboxes, select the layouts where you want the TaskRay Tasks Related list to display.
  11. Click Save. 
    related_list_layout__1_.png

 

You’re done!

There’s now a two-way link between TaskRay Tasks and Contacts, which means that there’s a Contact lookup field displayed in the TaskRay Task interface, allowing the users to note that a Task is related to a specific Contact.

task_details_with_contact__1_.png

In addition, there is also a new Related section on each Contact record that shows the TaskRay Tasks that have been related to the Contact.

tasks_related_list__1_.png

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