Admin Guide - Enable File Sharing in External Project Portal

Inspire Planner provides you with the ability to share projects with external contacts by adding them as a project collaborator. 

When a project is shared with an external contact, the contact receives an email with a link that lets them view the project and update their assigned tasks via the Inspire Planner External Portal. You may also choose to share project files that are then visibile to external contacts.

This help article will walk you through the necessary configurations to support your users' ability to share project files.

Please note:

The steps outlined in this help article must be completed by a Salesforce System Administrator as it requires access to Salesforce Setup.

Grant Access to Objects, Fields and Apex Classes

The following Inspire Planner standard permission sets already include access to the objects, fields and Apex classes used by this feature.

• Inspire Planner Standard User - v1.12 Permission Set
• Inspire Planner Standard User - Agile Project Management
• Inspire Planner Standard User - Customer Community Plus
• Inspire Planner Standard User - Lite User
• Inspire Planner Standard User - Read-Only User

If you are using the Inspire Planner standard permission sets, you can skip this step. However, if you are using custom permission sets, you will need to edit them to grant access.

1. In Setup, enter "Permission Sets" in the Quick Find box and click on Permission Sets.
   
   
    
2. Click on your custom permission set. The image below is just an example.
   
   
    
3. Go to Object Settings.
   
   
    
4. Go to Projects.
   
   
    
5. Click on Edit.
   
   
    
6. Look for the field called "Enable External File Sharing" and enable Read Access and Edit Access. Click on Save when you are done.
   
   
    
7. Next, go to Apex Class Access.
   
   
    
8. Click on Edit.
   
   
    
9. Add the following apex classes and click on Save.
   
   Inspire1.ContentDocumentLinkTriggerHandler
   Inspire1.ContentDocumentLinkTriggerHandlerTest
   
   
    
10. Repeat the steps above for all custom permission sets.

Adjust Project Page Layout

You will need to adjust your project page layouts for waterfall projects and add the "Enable External File Sharing" field.

1. In Object Manager, go to the Project object.
   
   
    
2. Go to Page Layouts and edit the page layout you are using for waterfall projects. The image below is just an example.
   
   
    
3. From the list of available fields on top, drag and drop "Enable External File Sharing" to your desired area on the page. Click on Save when finished.
   
   
    
4. Repeat the steps above for all page layouts you use for waterfall projects.

Adjust Project Lightning Record Page

If you are using dynamic forms for your project Lightning record page, you will need to adjust it and add the "Enable External File Sharing" field on the page.

1. In Object Manager, go to the Project object.
   
   
    
2. Go to Lightning Record Pages and click on the Lightning record page you use for projects. The image below is just an example.
   
   
    
3. Click on Edit.
   
   Please note:
   If you are using the out-of-the-box project Lightning record page that comes with Inspire Planner, you will need to clone it first and then edit the clone.
   
   
    
4. Click on the Details tab.
   
   
    
5. In the panel on the left, go to Fields and then drag the "Enable External File Sharing" field to your desired area in the Details tab.
   
   
    
6. Click on Save when you are finished. If you haven't yet, you will also need to activate the page by clicking on the Activation button in the top right.

Adjust Content Version Page Layout

You will need to adjust the Content Version page layout and add the "Share Externally" and "Uploaded From Portal" fields.

1. In Object Manager, go to the Content Version object.
   
   
    
2. Go to Page Layouts and click on the page layout name.
   
   
    
3. From the list of available fields on top, drag the following fields to your desired area on the page.
   
   Share Externally
   Uploaded From Portal
   
   
    
4. Click on Save when you are finished.