Smarter Workflows with FormAssembly + TaskRay

Feb 19, 2016 | Form Design, Integrations, Salesforce, Security + Integrations, Tips and Best Practices, Web Form Creation

About TaskRay

TaskRay is an awesome project management app that’s made even better with FormAssembly. It’s Salesforce native and has an awesome rating on the AppExchange. TaskRay allows you to prioritize tasks with different lists and views. The tool is very flexible and has a variety of use cases.

FormAssembly + TaskRay Together

The main draw of this integration is to create super powerful forms that can create, update, and lookup TaskRay Projects and Tasks. With the two platforms, you can establish and implement smarter workflows inside and outside of Salesforce. This is especially useful for Salesforce admins, HR groups, IT departments, and marketing teams.

Let’s take a closer look at how FormAssembly + TaskRay can help you tackle your workload:

Salesforce Admins: Streamline Internal Processes

If you’re a Salesforce admin, you face all kinds of challenges — managing duplicate data, keeping track of all sorts of requests, and serving your users. FormAssembly and TaskRay together will help alleviate the stresses of managing incoming data with standardized processes that save you time and your users headaches.

Custom Salesforce object support

Salesforce apps like TaskRay have their own objects in Salesforce that FormAssembly can pass data to. This allows you to not only edit TaskRay Task and Project objects, but also kick off workflows and other Salesforce internal processes.

Change Requests

Instead of using clunky Cases that have to push to third party software, the entire experience can be seamless and contained inside Salesforce. With a FormAssembly form pushing to a TaskRay project, any user can submit feature requests and changes with one click.

FormAssembly, in this case, acts as a utility for data input to TaskRay. Email-to-Case or Web-to-Case can miss a lot of pertinent information. With the FormAssembly Salesforce connector, you can see exactly what data you’re mapping, and what conditionals you’re processing before writing the data to Salesforce. You’ll still have access to all the normal functions in a connector, allowing you to have further control over your data.

The best way to utilize this is to replace the need for Cases and make an inbound request form. These forms can be as simple or as complex as you need. A simple form would look something like this:
This form is mapping to a static TaskRay Project behind the scenes, so essentially a “catch-all” solution. With this type of form, you can establish different assignment rules in TaskRay based on the type of question that’s being asked.

For a more advanced solution, you can use prefilling to create one dynamic form that can be used for multiple projects! Here’s an example of what that may look like:

Here you can see that we’re prefilling the Project name, “Awesome New Product.” This will allow any form recipient to map tasks directly to this specific project. Since we’re prefilling that Project, you can also pre-fill a different Project with this same form, and map Tasks that way. One form to rule them all, so to speak.

HR and IT Departments: Automate Hiring & Onboarding

The main goal of all HR departments is to manage your potential employee applications and simplify your hiring process. Efficiency and streamlined processes means lower cost of hiring and a better experience for the applicant. One of the best applications of this integration is to manage onboarding to-dos with automated emails and forms.

From the human resources perspective, FormAssembly and TaskRay are a natural fit. HR professionals can automate application and applicant screening processes, while creating Tasks and updating information in TaskRay. Applicants have a seamless and branded experience applying and managing their application, while the HR professionals can internally see where every applicant is in the process and how much information is left to gather.

Automated workflows in Salesforce and TaskRay can be triggered with the FormAssembly connection, giving you robust web forms with Salesforce connections. The implementation of this is very similar to the example given for Salesforce admins, with more complex forms and connections in Salesforce and TaskRay.

Marketing Teams

Canvassing your team for marketing content ideas can be messy and disorganized — everyone has experienced the frustration of being CC’d on an email chain that they have no part of.

End all that with simple web forms flowing into TaskRay and other Salesforce objects with the FormAssembly integration. With one form, every member of your team, as well as those outside your team, can seamlessly input creative content ideas to your TaskRay Project. This will allow marketing managers to prioritize and start the Tasks and ideas they see as most relevant, while still preserving all the content that comes in.

Your web forms are much smarter than email — able to check for existing ideas to avoid data duplication. All this data can be prioritized and delegated in TaskRay, keeping your marketing team on task and focused on creating awesome content. FormAssembly and TaskRay work together to determine which leads are the best to pursue, and which can wait a bit. This is achieved by using conditional logic (a native function of FormAssembly) when routing leads or inquiries inside of TaskRay.

Inbound marketing efforts need to be measurable and scalable, both of which are attainable with the FormAssembly and TaskRay integration. Managing special cases (nonprofit discounts, etc.) are automated perfectly with smarter web forms that create follow up Tasks in TaskRay. Create special workflows in TaskRay for these cases, and support that logic with FormAssembly forms to make sure that all data captured through your web forms is uniformly handled and filtered.

No matter the use case, FormAssembly and TaskRay work in perfect harmony, effortlessly pushing and pulling information between the two platforms, saving you valuable time and money.


Ready to test out FormAssembly and the TaskRay integration? Start your free trial!

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