When it comes to working on projects, it is often necessary to collaborate with external stakeholders. As such, there are various options that enable sharing TaskRay data and collaborating externally. These options range from sharing exported data from TaskRay, to providing limited access to projects, to even allowing external collaborators to work on projects alongside internal team members.
Depending on the specific needs and requirements, various options could apply. For example:
- Executives may want a high-level overview across projects.
- External collaborators might need a way to stay up-to-date on project progress.
- External teams might need to manage assigned work within TaskRay.
- Or maybe it is necessary to export a project plan to be shared with the organization.
This article will outline the different options that are available for collaborating and sharing data with external stakeholders. This article will cover the following options:
- TaskRay External Collaboration Features (Public Dashboard, External Owner Completion, Feedback Form)
- TaskRay in Digital Experiences
- Reports and Dashboards
- Exporting Options in TaskRay
TaskRay External Collaboration Features
TaskRay offers a set of external collaboration features as part of the package. These features are:
- TaskRay Public Dashboard, which allows sharing a read-only project plan with external stakeholders via a link.
- TaskRay External Owner Completion, which allows assigning tasks to external owners and granting them limited access to make certain task updates.
- TaskRay Feedback Form, which is designed to capture feedback from external stakeholders on how a project went.
These features allow external collaborators to get limited access to delegated TaskRay data. While it is not necessary to use all the features together, they work beautifully when combined. TaskRay External Collaboration features are great for use cases where external collaborators either need to have limited access to view TaskRay data or they need to make small updates to assigned work.
TaskRay in Digital Experiences
For use cases where external collaborators need to have extensive access to TaskRay, Digital Experiences are the way to go. TaskRay can be used with Salesforce Digital Experience Sites to provide access to external users like customers, partners, or vendors.
Setting up TaskRay in Digital Experience Sites will allow external stakeholders to work on projects alongside internal team members. With Digital Experiences, external stakeholders can view, update, and manage delegated projects and tasks similar to internal team members. It is possible to add the TaskRay application either to an existing Digital Experience Site or set it up in a new site.
One thing to note with this option, is that every external collaborator who needs access to TaskRay will require both, a Salesforce Community license and a TaskRay Community license.
For more information about TaskRay in Digital Experience Sites, refer to these articles: Digital Experiences.
Reports and Dashboards
TaskRay is an application built natively on the Salesforce platform. Because of this, it is possible to report on TaskRay data similarly to reporting on other data in Salesforce. To help organize and visualize data, TaskRay comes with a set of pre-packaged reports and dashboards. These reports and dashboards can be used as starting points to be built upon to capture various metrics necessary for the organization.
For more information about these options, see the following articles:
Export Reports and Dashboards
With Salesforce reports and dashboards, there are also options to extract data and share it with users who do not have access to TaskRay. Salesforce offers ways to subscribe to reports, which allows internal users to receive regular updates. Additionally, it is also possible to export reports as local files, which can then be shared with external stakeholders, as needed. For more information, see the following Salesforce articles:
View As Option
Aside from the options above, some use cases require surfacing TaskRay data within a Salesforce org for non-TaskRay users to see. For this purpose, there are a couple of additional steps that need to take place. For more context, Salesforce only allows users who have a license to an app (such as TaskRay) to view and access its data.
For example, it is possible to configure a dashboard to be viewed as another user. More specifically, a dashboard can be configured to show TaskRay data, and then it can be configured to be viewed as a user with a TaskRay license assigned. While this will not allow non-TaskRay users to click into any of the Dashboard components to view their underlying reports, it will allow exposing subsets of TaskRay data.
For more information, see this Salesforce article: Dynamic Dashboards.
Exporting Options in TaskRay
Included with the TaskRay application, there are also some options to extract data directly from the app. The in-app exporting options will allow downloading TaskRay data in PDF and CSV formats. The exported files can then be shared with external stakeholders, as needed.
For more information about this option, see this article: Exporting and Printing.
Lastly, it is also possible to utilize other third-party applications from the AppExchange that are designed for sharing data with external collaborators.