Salesforce AppExchangeAutomate project management using Salesforce; how the process works
At PK4 TimeTracker, we believe that automation is crucial for streamlining workflows and reducing manual effort. To boost your project management capabilities, you can create a custom object and fields, along with a trigger that automatically applies project templates and assigns tasks based on predefined rules.
In this blog, I’ll guide you through the process of implementing this solution using the new Project Type object, some custom fields, and a trigger that automates task creation and assignment whenever a new project is initiated.
What does this mean for you? Imagine that every time a new Opportunity is created, a complete project can automatically kick off, assigned to the right team members to handle that Opportunity. This means tasks are assigned automatically, notifications are sent out, and everyone can jump right into what matters most, rather than wasting time creating and assigning tasks manually.
The Project Type Object:
A new custom object called Project Type serves as the backbone of this automation. It information about different types of projects and optionally links them to a predefined Project Template.
Project Type Fields:
- Name: The name of the project type (required).
- Description: A brief description of the project type (optional).
- Auto-apply Template: A lookup field to the Project Template object (optional). This is the key field that triggers the automation of task creation when a project is inserted.
By associating a Project Type with a Project Template, you can define a reusable structure for each project type, ensuring consistency in task assignments and project execution.
Enhanced Project Object:
To make use of the Project Type, two new fields are added to the Project object:
- Project Type: A lookup field to the Project Type object. This field is optional, but when populated, it links the project to a specific type and potentially to an auto-applied template.
- Project Owner: A lookup field to the TT User object. This field is also optional, but when filled, it specifies the user who will be automatically assigned tasks when a project is created.
These fields provide flexibility in defining and managing projects while enabling automation through relationships with other objects.
Trigger Automation on Project Creation:
Once the Project Type and Project Owner fields are set up, a trigger can be employed to automatically create tasks based on the associated Project Template. Here’s how it works:
Trigger Logic on Project Insert:
- When a new project is inserted, the trigger checks three conditions:
- Project Owner is populated.
- Project Type is populated.
- The related Project Type has a value in the Auto-apply Template field.
- If all conditions are met, the trigger reads the Project Template identified in the Auto-apply Template field.
- For every task defined in the Project Template, the trigger creates:
- A Task record in the newly created project.
- A Task Assignment for the newly created task, assigning it to the Project Owner.
This ensures that the necessary tasks are immediately available within the project, and the responsible user is assigned to each task without any manual effort.
Customize Case Conversion to Project:
In many organizations, cases are often converted into projects. In this scenario, the same trigger logic comes into play, but with a specific check for the Case Owner and the Project Type. Here’s how it works during case conversion:
When a Case is converted to a Project:
- The trigger checks if the Project Type and the Case Owner fields are populated.
- If these conditions are satisfied, the system creates the Project and automatically applies the associated Project Template.
- Any tasks defined in the Project Template are created as tasks in the new project.
- These tasks are then assigned to the Project Owner or the Case Owner (if no Project Owner is specified).
This seamless conversion ensures that cases are not only transformed into projects but also carry with them the appropriate tasks and assignments, reducing the need for manual follow-up.
Customizable Business Logic:
While the default automation covers many common use cases, there may be times when businesses need to apply their own logic to the project creation process. Salesforce provides the flexibility to customize this behavior.
You can override the default logic and implement your own using Salesforce Flow or additional triggers. For example, you might want different project templates applied under certain conditions or assign tasks to users other than the Project Owner or Case Owner.
Controlling the Default Logic:
- The custom setting dftlytime__Disable_Auto_App_Template_onProject__c allows administrators to disable the default trigger logic.
- When the setting is enabled, the default trigger is bypassed, allowing your custom flow or trigger to take control.
- This ensures that you can implement and deploy customized business processes while retaining full control over when and how automation occurs.
When you set up automated project management in Salesforce, you unlock some great benefits:
You’ll find that every project of a specific type follows a predefined structure. This means all the necessary tasks are automatically created, so nothing falls through the cracks.
Imagine how much smoother things will run when task creation and assignment happen automatically! It really cuts down on the manual workload and helps prevent those frustrating delays.
Plus, with custom settings, you can easily toggle the automation on or off whenever you need to. It’s all about giving you control over the process.
And if you ever want to tweak things, you can extend or modify the default logic using flows or triggers. This way, you can adapt the system to fit your specific business needs.
So, there you have it! Automating project management with Salesforce can really transform how you work. By using custom objects, fields, and triggers, you can create a smooth workflow that ensures consistency and boosts efficiency.
With automation in place, your team can save time and focus on what truly matters—getting projects done and achieving your goals. It’s all about working smarter, not harder. Embrace automation and see how it can change your project management game for the better!
Want to make your project management easier? Give PK4 TimeTracker a shot for 14 days! You’ll see how automation can really make a difference in your Salesforce projects.Let’s get started!
