1. TaskRay
  2. TaskRay Support Guide
  3. Enhanced Filtering

Create and Assign Flex Filter Sets

This feature is available to the following product editions: 
  • Starter
  • Standard
  • Premium

Flex filters give TaskRay users the ability to refine board filter data further, in an ad hoc fashion. When used in conjunction with Board Filters, users are empowered to drill into their data as needed. These flex filters are set up by the TaskRay Admin or user that has access to configuring the filters, via the 'Enhanced Filtering Admin' custom permission. 

The TaskRay - Admin Access permission set, or the trEnhancedFiltering custom permission are required to perform the operations described in this article. 

 

Standard Flex Filter Set

TaskRay comes with a standard flex filter set that is intended to capture common use cases for flex filters. It is assigned as the default for the org, but can be overridden with custom flex filter sets.

The standard flex filter set includes: Account, Record Type, and Owner fields from the Project, and List and Estimated End Date fields form the Task.

 

Flex Filter Setup

To set up a new Flex Filter Set, click on +New Flex Filter Set. That will open the Flex Filter Setup screen. You will see Three Columns:

  • Flex Filter Set Info: Enter the name of the flex filter set. This is a required field. 
  • Add & Arrange Flex Filters Fields:  This column will show you which fields you have selected for the set. Click on Add Fields to access the list of fields you can add to your flex filter. 
Tip: If you are using Project record types, and your users are accustomed to filtering by record type in the left sidebar, consider adding record type as a field in their flex filter set. The standard record type selector that is available in classic filtering is not available in enhanced filtering. 
  • Configure & Preview Flex Filters: This area will allow you to preview how the flex filter set will look like in the left sidebar.
Fields from the Project, Account, Opportunity, and Task objects will be available to All Editions. For access to additional fields and related objects, check out the Premium Edition.

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It is important to remember that field level security applies in flex filter sets. If fields are added to a flex filter set that an assignee does not have access to, they will not be able to see them.

 

Adding and Arranging Flex Filter Fields

Starter Edition will have access to one flex filter set for their org. If you need to have more than one Flex Filter then please check out the other TaskRay editions. 

Once you click on the Add Fields button you will have access to TaskRay Project fields and TaskRay Task fields. Anywhere that you see the > you will have access to the related fields. Any fields that are greyed out are not supported fields for flex filters. Supported flex filter data types are:

  • Picklist
  • Lookup
  • Number
  • Percent
  • Currency
  • Date
  • Checkbox

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Once you find the field you want to add to your filter, click on it and then select Insert Field. Once you have your fields chosen, you can arrange the way they display by selecting the field and using the up and down arrows. This will arrange the fields in the Flex Filter the way in which you want them to show. 

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In the Configure & Preview Flex Filters column you can see a preview of how the filters will display in the left sidebar. The Flex Filter label shows how the field name will appear to the assigned users in the left sidebar. 

Premium edition filter admins can rename flex filter labels.

If you want to delete a field from the flex filter set, you can select the field and then click on the trashcan icon.  Once you have the fields selected and arranged the way you want, click on Save and your Flex Filter will now display in a new column.

It is best practice to keep your flex filter set fields to ~5 fields.

 

Adding Assignees to Flex Filters

The Org-Wide Default assignee is standard in all orgs and cannot be removed. To add new assignee, click on the drop down under Add New Assignee. You will have a list of assignee types as options from which to choose. 

Assignee_drop_down.jpg

Once you select the Assignee type you will use the Search Salesforce field to search the group, user  role or individual to add as an Assignee. Once you have the assignee added you will be able to assign them the desired flex filter set. 

Tip: If certain users do not need flex filters, like Digital Experience (Community) users, creating and assigning an empty flex filter set will hide Flex Filters from their left sidebar.

 

Note: Public Groups configured to include any of the default Salesforce Groups (e.g. All Internal Users, All Customer Portal Users) or Roles are not supported for Flex Filter Sharing. Alternatively, applicable users can be added directly to Public Groups. In other words, users must have an individual assignment in a Public Group for Flex Filter Assignment to apply.

Assignees_with_filter_sets.jpg

 

An assignee can only be assigned one(1) Flex Filter Set. 

 

Assignee Hierarchy

It is important to understand that there is a hierarchy when it comes to assignees. If a user is assigned to multiple flex filter sets via multiple assignee types, the most narrow or lowest level assignment will prevail. For example, if Jane Smith is part of the 'Director of CS roles and subordinates' assignee but also has been added as an individual user with a different flex filter set, the individual user flex filter set will be the one that Jane Smith has access to. 

The hierarchy of assignee types is:

  • Org-Wide Default
  • Public Groups
  • User Roles and Subordinates
  • User Roles
  • Individual Users