Customize Daily Planner Emails

To help ensure users stay on top of their tasks, TaskRay provides a Daily Planner Email which can be toggled on/off through the Tools and Settings. It is possible to customize the content and frequency of the Daily Planner emails.

By default, the TaskRay Daily Planner Email includes overdue tasks, tasks due today, and due this week. These tasks in the email include:

• Project Name
• Task Group Name (if task belongs to a task group)
• Task Name with Deadline
• Associated Checklists

The email also contains a Recent Activity section that shows any Chatter activity on the user's tasks from the past 24 hours.

Using a combination of Salesforce's Translation Workbench and Custom Labels you can further customize the task details on the Daily Planner Emails to include additional TaskRay information or even your own task custom fields. You can also change the frequency of the emails.

Enable Translation Workbench [Admin]

Before you enable the translation workbench, please read the Salesforce guide for impacts to your organization.

1. From Setup, navigate to:
• Lightning: User Interface | Translation Workbench | Translation Settings.
• Classic: Translation Workbench | Translation Settings.
2. On the welcome page, click Enable.
3. Click Add to activate a new language (e.g. English) and select Active.
4. Click Save.

Edit Custom Label [Admin]

1. From Setup, navigate to:
• Lightning: User Interface | Custom Labels.
• Classic: Create | Custom Labels.
2. Locate and click on the label TaskRay_Daily_Planner_Customizable_Label.
3. In the Translations section, click New.
4. Under Translation Information, select the Language.
5. Enter in new text. It is possible to reference TaskRay Task fields using the format {#TASKRAY__FieldName__c}. Here is sample text: Priority: {#TASKRAY__Priority__c} | Status: {#TASKRAY__List__c}.
6. Click Save.

Next time your Daily Planner is published you will see your new customized message!

Change Frequency [Admin]

The Daily Planner email sends every day of the week at about 8AM (including weekends), which is based on the time zone listed under your Company Profile in Salesforce. Should you wish to change the time and frequency of these emails (e.g. to exclude weekends) here's how you would do that:  

1. From Setup, navigate to Jobs | Scheduled Jobs.
2. Click Del next to TaskRay Daily Notifications.
3. Click OK.
4. From Setup, navigate to:
• Lightning: Custom Code | Apex Classes.
• Classic: Develop | Apex Classes.
5. Click on Schedule Apex.
6. Enter TaskRay Daily Notifications in the Job Name field.
   
   
   Important! Job Name "TaskRay Daily Notifications" must be entered in exactly as noted here. Otherwise, it will create a dupe batch the next time you upgrade TaskRay.
7. Choose trDailySummary for Apex Class.
8. For Frequency, select Weekly and select the days of the week you want to receive the email.
9. Add a Start and End Date 
   
   
   Tip: Set the End Date several years out, so you don't have to worry about updating it.
10. Select your Preferred Start Time.
11. Click Save.
     

This procedure will delete the scheduled job that comes with TaskRay by default and add your own custom scheduled job, which will update the frequency of these emails for all users.