An important aspect of project management is the ability to track and report on data - and of course different stakeholders will want different metrics.
- Executives may want a high-level overview across projects.
- Project managers may want overdue tasks within a project.
- Team members may want a list of their tasks and their deadlines.
- Customers may want status reports.
To help organize this data, we have pre-packaged a folder of 12 sample TaskRay reports located in the Reports Tab within Salesforce. Additionally, we also offer a free TaskRay Dashboard Pack which can be installed from the AppExchange. Each of these reports and dashboards can be easily customized to meet the unique needs of your stakeholders. You can read more about the TaskRay Dashboard Pack in the Dashboard support article.
Additionally, some parts of TaskRay can be exported and/or printed. You can read more about that in the Exporting and Printing article. You also have the ability to set up external sharing and generate a read-only link for selected projects that you can share with anyone not on Salesforce. You can read more about that in the TaskRay External Sharing article.
There are also several hidden gems of the Salesforce platform that can help ensure your data gets to your stakeholders, whether they live inside or outside of Salesforce. Here's more information on those:
It is possible to schedule reports to be automatically emailed to any user.
- In Salesforce, click on the Reports tab.
- Open the report that you want to schedule.
- Click on the down arrow on the Run Report button.
- Select Schedule Future Runs...
You will have the option to select the users that will receive the report (including non-TaskRay users!), as well as specify the frequency at which the users will receive the report.
However, it does not allow sharing reports externally with vendors or clients. There is a Salesforce idea to add this functionality. Be sure to vote and comment here.
Sharing With External Users
In the meantime, there are some viable workarounds for sharing TaskRay data with stakeholders outside of Salesforce.
One option is to schedule a report to send to an internal Salesforce user and then have their email configured to automatically forward that report to someone outside of Salesforce (e.g. a customer or vendor).
Or you could take advantage of another app such as Conga Courier or Report Scheduler, which will allow you to automatically create and send reports and documents from Salesforce to anyone internal or external.
Salesforce/TaskRay Permissions And Licensing
In general, Salesforce only allows users who have a license to an app (such as TaskRay) to view and access its data. This means that users who do not have a license to TaskRay will not be able to see the project and task objects or any related data or reports.
But what if we have a number of internal users (e.g. Executive team or Sales Managers) who do not have a license to TaskRay but just need to see a Report or Dashboard showing the project?
Here are a couple of ways we can achieve this:
- Public Folder and Scheduled Reports: Reports in the TaskRay folder can only be scheduled to be sent to users who have a license to TaskRay. So, if you copy and move a few key reports to another "Public" folder you can then schedule those reports to be sent to non TaskRay license holders. The report recipient will be able to see the data of that report in the body of their email. They will, not, however, be able to click through to view the report in Salesforce.
- View Dashboard as Running User: Once you've customized your TaskRay Dashboards it is possible to allow non-TaskRay users to view them. To do that, first place the Dashboard in a Public Folder. Next, go into your Dashboard report and click Edit. In the top right corner, you'll see a dropdown next to View Dashboard as: that looks like this:
Click on the dropdown and make sure that "Run as specified user" is selected and click OK. If that specified user is a TaskRay license holder, then anyone who does not have a license can select and view that Dashboard as that person at any time. They will not be able to click into any of the Dashboard components to view its underlying report. Nevertheless, being able to view TaskRay project management data can be extremely valuable.
If you have a number of internal users who do not have a TaskRay license and are not creating, editing or managing tasks, but do want to check in and view the status - this is a great option.