Template Builder

The Template Builder is a utility that guides administrators through the step-by-step process of building TaskRay project templates by creating a project structure, adding a team, scheduling tasks, and optionally creating task dependencies.

The Template Builder can be accessed from the TaskRay Template Hub.

Structure

The first step of the Template Builder is the Structure step.  In this step, you'll create a new Template Project, then add Task Groups and Tasks.

Create a Project

Important fields like the Name, Status, and Template Description are included in the top section of the Project details.  You can also access all other fields available on the assigned TaskRay Project page layout by clicking Add Details:

After saving the Template Project, you can optionally Add Files/Links:

 

Create Task Groups

Task Groups are great for organizing the Tasks in your Template Project into phases or logical groupings of work.  You can create Task Groups to organize the Tasks in your Template Project by clicking Add Task Group:

You can also optionally Add Files/Links to Task Groups.

 

Add Related Products to Task Groups (Optional)

If you use TaskRay for customer onboarding, you can also Add Related Products to your Template Task Groups.  This allows you to create a relationship between Salesforce Products and the Template Task Groups that specify the Tasks necessary to deliver the various products or services you sell.  When Products are associated with Template Task Groups, automations like the Customer Onboarding Kickoff Flow allow you to stitch together TaskRay Projects based on exactly which Products are included on a given Opportunity. For example, if you have an Opportunity with Product A and Product B included as Opportunity Line Items, and those Products are related to a given Template Task Group, the Template Task Groups for each of those Products can be automatically stitched into an active Project.

To add related Products, click the Add Related Products section on the Task Group detail and select Product(s) to relate to the template Task Group:

 

Create Tasks

Create Tasks for the Template Project by clicking Add Task:

You can also Add Checklists and Add Files/Links to Tasks.

When you've created all your Task Groups and Tasks, you can move on to the Team step.

 

Team

The second step of the Template Builder is the Team step, where you can create a Template Project Team by adding Queues or Users.  The Queues and Users you add here can later be assigned ownership of Tasks in the Template Project.

In the Queues section, the TaskRay Unassigned Queue is included as part of the Template Project Team by default.  This Queue serves as a placeholder owner for Tasks in the Template Project until Tasks are assigned ownership in the Assignment step.

In the Users section, the Project Owner is included as part of the Template Project Team by default.

After adding Queues and/or Users to the Template Project Team, you can move on to the Assignment step.

 

Assignment

The third step of the Template Builder is the Assignment step, where you can assign ownership of Tasks in the Template Project to members of the Project Team.  Click and drag a Queue or User from the right sidebar to a Task to assign ownership to that Queue or User, or use the action links to assign Tasks to a Queue or User in bulk.

 

Scheduling

The fourth step of the Template Builder is the Scheduling step, where you can schedule Tasks in the Template Project by placing them on the Timeline.  The Template Builder Timeline allows you to map out your Template Project based on the expected business duration of each Task.

To schedule a Task, click and drag its scheduling pin onto the Timeline.

You can then adjust the duration of each Task by clicking and dragging the progress bar to the left or right.

You can also adjust the duration of a Task by clicking its progress bar and using the popup menu.  Using this menu, you can also control whether a Task has Locked Dates.

After scheduling Tasks, you can move on to the Dependencies step.

Green box note: If you're editing an existing Template Project that has Dependencies on the Scheduling step, those Dependencies will be ignored when making changes to the schedule of Tasks on this step. You can then further adjust Dependencies on the Dependencies step.

 

Dependencies

The fifth step of the Template Builder is the Dependencies step, where you can optionally create Dependencies to link Tasks that should be executed in a specific order or require a certain amount of lag to be maintained between them.

Hover over a Task to show the Dependency connectors, then click and drag Dependencies between the dots to create Dependencies between different Template Tasks.

To delete Dependencies, click to select a Dependency arrow and use the Delete key or click the Delete button in the Dependency Menu.

After creating Dependencies, you can move on to the Summary step.

 

Summary

The final step of the Template Builder is the Summary step, where you can review your Template Project and decide to either save it as a draft or activate it for immediate use.

Draft Templates are not available for users to clone into active Projects in TaskRay until they're activated.  To save the Template Project as a draft, click Save As Draft.

Active Templates are available for users to clone into active Projects in TaskRay.  To activate the Template Project, click Activate Template.