This feature is available on the following TaskRay Product Editions:
- Starter
- Standard
- Premium
Over time, projects and task groups in TaskRay can accumulate, making it important to keep your workspace clean and relevant. Whether you’re wrapping up a completed phase or decluttering older data, TaskRay provides options for archiving or deleting task groups depending on your needs.
In this article, we’ll walk through the differences between archiving and deleting, explain when to use each option, and provide step-by-step instructions for managing task groups at the end of their lifecycle. By understanding these options, you’ll ensure that your team maintains focus on active work without losing visibility into what’s been completed
Archiving
Task groups can be archived, which hides them and their tasks from TaskRay, yet still allows using them for reporting. Additionally, archived task groups can also be viewed in the standard Salesforce interface.
Archiving is often done at the project level, which automatically archives all related task groups and tasks. As a best practice, it is recommended to archive projects when they reach completion or when they are no longer actively managed to ensure optimal experience throughout the TaskRay app. When it comes to task groups, they can be archived on a one-off basis while their projects are still active.
Archive a Task Group in Plan View
- In Plan View, locate the task group that you want to archive in the Projects & Tasks sidebar, hover over its name, and click on the three-dot More Actions icon that appears.
- Select Archive Task Group.
- In the dialog that comes up, click on Archive.
This will archive the task group and remove it and its tasks from the TaskRay interface. If needed, the task group can still be viewed in the standard Salesforce interface and referenced in reports. If the task group needs to be unarchived, that can be done by navigating to the task group's record page in Salesforce and updating the Archived checkbox to false (unchecked).
Deletion
It is possible to delete task groups and their associated tasks if needed.
Generally, deleting records might not always be the best approach, as they may be needed later for reporting or analysis. As an alternative, consider archiving task groups instead. Archived task groups remain accessible for reference and reporting purposes.
Deletion of task group records will adhere to Salesforce rules regarding permissions and role hierarchy.
Deleting a task group will also delete all tasks within that group. If you want to keep any of the tasks, make sure to reassign them to another task group or project before deleting.
Similar to archiving, one of the main places to delete task groups is in Plan View.
- In Plan View, locate the task group that you want to delete in the Projects & Tasks sidebar, hover over its name, and click on the three-dot More Actions icon that appears.
- Select Delete Task Group.
- In the dialog that comes up, click on Delete.