Automatically Update Ongoing Task Progress by List Status

When using the Custom mode for Ongoing Task Progress, there is a higher degree of flexibility in how you can set the Ongoing Task Progress Percent. While it is possible to manually update that field as users work on a particular task, automation allows frictionless updates aligned with your process, without manual intervention!. To ensure that Ongoing Task Progress Percent is accurate and consistent, we recommend pairing the Custom mode of Ongoing Task Progress with some additional automation. That way it will be a smooth process for end users while also ensuring your data is clean and consistent. 

One way to automate this is to have the Custom Ongoing Task Progress  driven by the List Status field. The idea is each List Status value would be associated with a certain percentage of Task Completion. (e.g. Holding = 10%,  Started = 25% completion, Prioritized = 50% completion, Finished and N/A = 100% completion). 

You will need to build an automation to update the Ongoing Task Progress Percent value whenever the List status field is changed. Below are the instructions to build the automation

Build the Process Using the Process Builder [Admin]

1. From Setup, navigate to:
2. Lightning: Process Automation | Process Builder.
3. Classic: Create | Workflow & Approvals | Process Builder.
4. Click New.
5. Enter the Process Name, API Name, and Description.
6. For The process starts when field, select A record changes.
7. Click Save.

SELECT THE OBJECT FOR THE PROCESS

The first thing that you need to do is select the object that will trigger the automated process. In this case, we will select the TaskRay Task object, because that is where the initial action will take place.

1. On the canvas, click on + Add Object.
2. For the Object field, select TaskRay Task.
3. Under Start the process, select When a record is created or edited.
4. Click Save.

DEFINE THE CRITERIA THAT TRIGGERS THE PROCESS

The next part of building the process is to define the criteria that will trigger the process. In our example, it would be whenever the List Status field is updated. 

1. On the canvas, click on + Add Criteria.
2. Enter the Criteria Name.
3. Under Criteria for Executing Actions, select Conditions are met.
4. Under Set Conditions, select the following:
   • Field = [TASKRAY__Project_Task__c].TASKRAY_List__c
   • Operator = Equals
   • Type = Picklist
   • Value = Holding
5. Under Conditions, select All of the conditions are met (AND).
6. Under Conditions, select All of the conditions are met (AND).
7. Click on Advanced to expand additional settings and select the Yes checkbox. 
   • This means that we want to execute this action only when the specified changes are made to the record. In our case, we want the action to fire only when the List status is changed to Holding.
8. Click Save.

DEFINE THE IMMEDIATE ACTIONS WHEN THE PROCESS RUNS

Next, you need to define the actions that should occur when the process is fired. In our example, the action that should occur when the process is fired is to update the Ongoing Task Progress Percent to reflect the value we want to set for ‘Holding’ Status, which for this example we are setting at 10%.

1. On the canvas under Immediate Actions, click on + Add Action.
2. For Action Type, select Update Records.
3. Enter the Action Name.
4. For Select a Record to Update screen, select Select the TASKRAY__Project_Task__c record that started your process and click Choose
5. For Criteria for Executing Actions section, select No criteria—just update the records!
6. Select + Add Row and select the following:
   • Field = Ongoing Task Progress Percent
   • Type = Number
   • Value = 10
7. Click Save.
8. Repeat this process for the other list status values with corresponding Ongoing Task Percentages by moving onto the next blue criteria diamond. 
9. Click Activate in the top right corner.

Test It Out!

It's time to see how all of this works together. Go to a Task record and move the task to a different list status. Navigate back to the TaskRay details tab  to see if the Ongoing Task Progress Percentage is updating to reflect the correct values.