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Using the TaskRay Email Assistant, it is possible to manage your projects and view progress right from your mailbox. TaskRay Email Assistant can be used with Outlook and Gmail via Lightning for Gmail or with Outlook via Lightning for Outlook and the installation instructions will vary depending on the client.
Once Lightning for Gmail or Outlook is set up, you can add the TaskRay Email Assistant to it to expand its functionality. The TaskRay Email Assistant includes five TaskRay components: My Projects, Today, Snapshot, To Do, and Time. You can read more about the components in the TaskRay Lightning Components article.
Install TaskRay Email Assistant [Admin]
The first thing that you will need to do is make sure that TaskRay is installed in your org in order to use the TaskRay Email Assistant. In addition, the TaskRay Email Assistant is only available to users with active TaskRay licenses. For detailed installation instructions, please refer to our Install TaskRay support article.
Lightning for Gmail Setup [Admin]
Install Chrome Extension
Install the Salesforce Lightning for Gmail Chrome extension in your browser. This is necessary to access the Lightning for Gmail sidebar in your mailbox.
Set Up Lightning for Gmail + TaskRay Email Assistant
- From Setup, navigate to:
- Lightning: Email | Lightning for Gmail.
- Classic: Administer | Lightning for Gmail | Settings.
- Enable Lightning for Gmail: toggle to on.
- Customize content with App Builder: toggle to on.
- In the Email Application Panes section, click New to create a new pane. Alternatively, if you already have a saved pane that you would like to use, you can edit it and add the TaskRay Email Assistant. This is the page layout that will display for your users in the Lightning sidebar in Gmail.
Tip: You can create multiple different Email Application Panes and assign them to users by profile. - You will be taken to the Lightning App Builder - Standard Email Application Pane. In the left Lightning Components sidebar, in the Custom - Managed list, locate TaskRay Email Assistant and drag it onto the canvas.
- Optional: Further adjust the layout by rearranging the order of the components, as well as removing or adding other compatible components.
- Click Save.
- In the Page Saved prompt, click Activate.
- Activate Standard Email Application Pane: Select one of the options:
- Assign this Email Application Pane to specific profiles: If you choose this option, you will be asked to select the profiles that you want to assign the Email Application Pane to.
- Set this page as the default Email Application Pane: If you choose this option, the Email Application Pane will be available to all user profiles in your org.
- Click Next.
- Review Assignments: Make sure that the Email Application Pane is assigned to the correct profile(s). Click Activate.
- You will be taken back to the Lightning App Builder. Click <- Back.
Setup for Users
Now that you have Lightning for Gmail and TaskRay Email Assistant ready to go, the next step is to set up the Chrome extension for your TaskRay users. Remember, in order for your users to have access to the extension and be able to use it, they must be in Chrome and they must have active TaskRay licenses assigned to them.
- Install Salesforce Lightning for Gmail Chrome extension for each desired user.
- Once installed, users should see a Salesforce logo in the top right corner in their Gmail mailboxes.
- Once they click on the logo, they will be prompted to sign in using their Salesforce credentials. After they sign in, they should see the Lightning for Gmail sidebar, which should include the TaskRay Email Assistant.
Lightning for Outlook Setup [Admin]
Install Outlook Extension
Install the Salesforce Lightning for Outlook extension. This is necessary to access the Lightning for Outlook sidebar in your mailbox.
Set Up Lightning for Outlook + TaskRay Email Assistant
- From Setup, navigate to:
- Lightning: Email | Lightning for Outlook.
- Classic: Administer | Lightning for Outlook | Settings.
- Enable Lightning for Outlook: toggle to on.
- Customize content with App Builder: toggle to on.
- In the Email Application Panes section, click New to create a new pane. Alternatively, if you already have a saved pane that you would like to use, you can edit it and add the TaskRay Email Assistant. This is the page layout that will display for your users in the Lightning sidebar in Outlook.
Tip: You can create multiple different Email Application Panes and assign them to users by profile. - You will be taken to the Lightning App Builder - Standard Email Application Pane. In the left Lightning Components sidebar, in the Custom - Managed list, locate TaskRay Email Assistant and drag it onto the canvas.
- Optional: Further adjust the layout by rearranging the order of the components, as well as removing or adding other compatible components.
- Click Save.
- In the Page Saved prompt, click Activate.
- Activate Standard Email Application Pane: Select one of the options:
- Assign this Email Application Pane to specific profiles: If you choose this option, you will be asked to select the profiles that you want to assign the Email Application Pane to.
- Set this page as the default Email Application Pane: If you choose this option, the Email Application Pane will be available to all user profiles in your org.
- Click Next.
- Review Assignments: Make sure that the Email Application Pane is assigned to the correct profile(s). Click Activate.
- You will be taken back to the Lightning App Builder. Click <- Back.
Setup for Users
Now that you have Lightning for Outlook and TaskRay Email Assistant ready to go, the next step is to set up the Outlook extension for your TaskRay users. Remember, in order for your users to have access to the extension and be able to use it, they must have active TaskRay licenses assigned to them.
- Install Salesforce Lightning for Outlook extension for each desired user.
- Once installed, users should see a Salesforce logo next to the sender's information when they open an email.
- Once they click on the logo, they will be prompted to sign in using their Salesforce credentials. After they sign in, they should see the Lightning for Outlook sidebar, which should include the TaskRay Email Assistant.
Using the TaskRay Email Assistant
The TaskRay Email Assistant includes five TaskRay components. To navigate between the components, use the tabs across the top of the TaskRay section in the sidebar. The components are:
- My Projects
- Today
- Snapshot
- To Do
- Time (available if time tracking is enabled in your org)
The components that will be visible and available to a user will depend on where that user is in his or her mailbox.
For example, when viewing a list of emails in the inbox, only the My Projects and Today components will appear in the sidebar. These components are not contextual and will show all projects and tasks for the logged in user.
The other components (Snapshot, To Do, Time) will show up when a user views an email from someone who is identified as a Contact on an Account in your Salesforce org. In order for these components to show up correctly and display data from the appropriate accounts, there are a few things that need to be in place:
- The email must be sent from someone who is a Contact on an Account in your org. The sender's email address is used to link the email to the appropriate account in Salesforce. With that connection, the sidebar will pull up TaskRay Projects and Tasks associated with the contact's account. Therefore, it is important to include the correct sender's email address when you create a contact on the account. If the sender's email does not match any contacts in your org, no connection will be made.
- A lookup relationship must exist between TaskRay Projects and Account records. This is necessary to display the appropriate projects and tasks in the TaskRay Email Assistant. You can read about adding lookup relationships to TaskRay Projects in the Integrate TaskRay with Salesforce Objects article.
