As you begin working in TaskRay, it is important to understand the basics of how you can structure your work. In summary, TaskRay is a collection of custom objects. The main objects in TaskRay are: Projects, Task Groups, Tasks, and Checklists. This article will go over the uses for each of these objects and provide an idea of how you can incorporate each of them into your project management process.
Projects
Projects are the top level object in the TaskRay schema. They can be used to hold a series of tasks that need to be completed to meet a specific outcome or to achieve larger business goals. Projects can have defined start and end dates for completing work to reach a specific goal, or they can be used for ongoing purposes (no clear start or end dates). Additionally, Projects can be used for reporting.
To start working in TaskRay, your first step is to create a project, which can then be used to hold tasks that are necessary to reach the final goal that has been defined. As you create projects, they will appear in the left sidebar. As your list of projects starts to grow, you can use Board Filters to keep the sidebar clean and make it easy to find the necessary projects.
Except for a few exceptions, the Project object is completely customizable. The exceptions are the API names of the fields already created, the API name of the object, Apex sharing rules, Apex Sharing Reasons, and the Validation Rule that is included in the package. Admins can edit and add custom fields, automations, and relationships to the Project the same way they would with a custom object built internally.
Relation to other objects:
- Tasks have a lookup relationship to Projects
- Task Groups are in a master detail relationship with Projects, Projects are the parent
Task Groups
While not required, Task Groups are a great way to define the structure of projects and keep tasks organized, thus improving visibility and manageability. Task Groups can be used to keep related tasks together by representing phases, sprints, themes, or any other attributes that are relevant to the project. Additionally, Task Groups can be used for reporting purposes.
When building a project, you can start by defining its structural foundation by adding task groups and then adding tasks to those task groups. In fact, you can even think of task groups as the building blocks of the project.
Admin Tips
Task Groups are a way to group the tasks and are not recommended as a place to store data. Data and information is best stored in the Tasks and Projects.
Relation to other objects:
- Task Groups are in a Master Detail relationship with Projects, meaning that security and ownership is inherited from Project; Task Groups cannot exist without Projects
- Tasks have an (optional) lookup relationship to Task Groups
Tasks
Tasks are the core object in TaskRay and are the main object most users interact with. You can think of tasks as pieces of work that need to be completed in order to reach a larger end goal.
In TaskRay, you can add tasks to projects or, if using task groups, add tasks directly to task groups. Tasks can be scheduled, allowing you to set deadlines and create dependencies between them. As tasks are being worked on, they are moved through the defined stages, or status lists (i.e. columns in Kanban View), of the project where the final status generally indicates task completion. Tasks can be used for reporting purposes.
In Kanban and Row Views, tasks are represented as cards and in Plan and Calendar Views, tasks are represented as bars on the timeline/calendar. For more information on how tasks are visualized in TaskRay, see TaskRay Views support article.
Tasks can also be turned into milestones to indicate goals or specific important events of the projects.
Admin Tips
Except for a few exceptions, the Task object is completely customizable. Admins can edit and add custom fields, automations, and relationships to the Task the same way they would with a custom object built internally.
Relation to other objects:
- Tasks have a lookup relationship to Projects
- Tasks have an (optional) lookup relationship to Task Groups
Checklists
Checklist Items are granular steps within tasks. They are intended to divide and detail out steps for tasks that may require multiple contributors. They are not as customizable as projects and tasks, but they are a custom object that can be automated, tracked, and reported on.
As you work on tasks, you can use Checklists to make sure that you address every detail of the task at hand. You can then check off checklist items to track your progress.