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  3. Automations

Automatically Complete Checklist Items When a Task is Finished

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

In general, if a TaskRay Task that has unfinished checklist items is marked as Finished (moved to the final column in Kanban), those open checklist items remain unfinished.

However, if you would like to automatically mark all checklist items within a task as complete when the task is finished, you can do so with a Salesforce Workflow Automation via the Lightning Process Builder. This customization will prevent having open checklist items in completed tasks. With this customization, once a task is marked as completed (moved to the final column) all of its checklist items will automatically get marked as completed regardless of their status before the task was moved. 

  

Create a New Process Using the Process Builder [Admin]

The customization is set up using the Lightning Process Builder. If you would like to read more about setting up other automations in TaskRay using the Lightning Process Builder, see the Automate TaskRay Using the Lightning Process Builder article.

 

Create a New Process

  1. From Setup, navigate to:
    • Lightning: Process Automation | Process Builder.
    • Classic: Create | Workflow & Approvals | Process Builder.
  2. Click New.
  3. Enter the Process Name, API Name, and Description.
  4. For The process starts when field, select A record changes.
  5. Click Save.

 

Select the Object for the Process

The first thing that you need to do is select the object that will trigger the automated process. In this case, we will select the TaskRay Task object, because that is where the initial action will take place.

  1. On the canvas, click on + Add Object.
  2. For the Object field, select TaskTay Task.
  3. Under Start the process, select When a record is created or edited.
  4. Click Save.

 

Define the Criteria that Triggers the Process

The next part of building the process is to define the criteria that will trigger the process. In this case, it will be the act of marking the task as complete.

  1. On the canvas, click on + Add Criteria.
  2. Enter the Criteria Name.
  3. Under Criteria for Executing Actions, select Conditions are met.
  4. Under Set Conditions, select the following:
    • Field = [TASKRAY__Project_Task].Completed
    • Operator = Equals
    • Type = Boolean
    • Value = True
  5. Under Conditions, select All of the conditions are met (AND).
  6. Click Save.

 

 

Define the Actions that Occur when the Process Runs 

Next, you need to define the actions that should occur when the process is fires (checklist items get completed). 

  1. On the canvas under Immediate Actions, click on + Add Action.
  2. For Action Type, select Update Records.
  3. Enter the Action Name.
  4. Click into the Record Type field.  
  5. Select Select a record related to the TASKRAY__Project_Task__c. From the exposed dropdown, select TASKRAY_TaskRay_Checklist_Items_r. 
  6. Under Criteria for Updating Records, select No criteria - just update the records!
  7. Under Set new field values for the records you update, select the following:
    • Field = Completed
    • Type = Boolean
    • Value = True
  8. Click Save.

 

Activate the Process 

That's it! The last thing that you will need to do is activate the process. To do so, click Activate in the top right corner of the page. 

You can now test it out in TaskRay!