Clone templates using Process Builder
- Use case example: Many of our customers use an opportunity stage to trigger TaskRay project creation. When an opportunity is closed won a TaskRay project is automatically created and related to the opportunity and account.
- Things to consider: This process is fully automated. There are certain aspects of the project, like the above relationship to the account that can be set during the automation, but the project creation is automated and can't be edited until its been created.
Customer Onboarding Kickoff Flow
- Use case example: When an opportunity is closed, the sales rep begins the kickoff and is guided through a flow template that ensures a smooth handoff from Sales to Onboarding, as well as creates a related onboarding project in TaskRay. This works great for Orgs that use Opportunity Products and a combo of products could be sold on the opportunity. This flow is dynamic and will only include the onboarding activities related to the products that were sold.
- Things to consider: You can clone full templates or stitch templates together to create unique projects using the Customer onboarding Kickoff Flow. You can also edit the kickoff flow template to better suit your requirements.
Stitch a project using Flow
- Use case example: This is a similar use case as kickoff flow above, however, this is fully automated. You will set the criteria you need in order to create the project, and the flow will take care of the rest. It's great if you don't need input from the user at the time the project is created.
- Things to consider: Flow can have a steep learning curve and is not meant for admins who do not have prior experience with flow.
Automatically Complete Checklist Items When a Task is Finished
- Use case example: Having users manually click through and complete each individual checklist item can cause click fatigue. Automatically complete them when a task is completed reduces the click path to task completion for users.
- Things to consider: Automatically completing checklist items can increase the risk that steps are missed. If users don't actively complete individual items they may forget to do them.
Automatically Create Project Baselines Using the Process Builder
- Use case example: Baselines capture a snapshot of a project and its tasks in order for organizations to report on maturations of those projects. For example, you can take a baseline and get all of the important dates captured at the beginning of the project, and then again 50% of the way through as well as at the very end. You can see at any point if there was a delay in the project, at which task exactly that it happened.
- Things to consider:
Automatically Archive Completed Projects
- Use case example: We highly recommend archiving projects after they've been completed. Part of that process could be to do this automatically. This allows users to complete their work as they normally would, and the system can take care of the rest.
- Things to consider: Make sure to train your users on what to expect when they complete their projects because when a project is archived it will move to another filter in TaskRay, and this may confuse users if their project suddenly disappears from their view and they don't know where it went or what happened.