Admin Guide - External Project Portal - Control Task Visibility

Last Modified On: October 1, 2025

Inspire Planner makes it easy to collaborate with people outside your organization by allowing you to share projects with external contacts as Project Collaborators.

When you share a project with an external contact, they’ll receive an email with a link to access the project through the Inspire Planner External Project Portal. From there, they can view project details and update any tasks assigned to them—helping to keep everyone informed and aligned.

Having the ability to share only specific project tasks with external collaborators helps keep everyone aligned without exposing unnecessary details. Depending on the type of collaboration—whether it’s with clients, vendors, partners, or stakeholders—you can choose which tasks to make visible in the External Project Portal.

This article provides step-by-step instructions on configuring Inspire Planner so users can share selected project tasks with external collaborators.

Grant Access to Share Externally Field

Begin by granting access to the Share Externally field in the Project Task object.

The following Inspire Planner Permission Sets already include access to this field:

• Inspire Planner Standard User - v1.12 Permission Set
• Inspire Planner - Lite User
• Inspire Planner - Read-Only User

If you are using custom permission sets, you will need to edit them and grant access to this field.
 

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 Project Tasks.
   
   
    
5. Click Edit.
   
   
    
6. Grant Read Access and Edit Access to the "Share Externally" field. Then, click on Save when finished.
   
   
    
7. Repeat the steps above for each custom permission set assigned to Inspire Planner users.

Add Share Externally Field to Field Set

The next step is to add the Share Externally Field to the Inspire Planner Custom Fields field set so that it appears as a column option in the Project Gantt.

1. In Setup, go to Object Manager.
   
   
    
2. Enter "Project Task" in the Quick Find box and click on Project Task.
   
   
    
3. Go to Field Sets and click on Inspire Planner Custom Fields.
   
   
    
4. From the list of available fields on top, drag Share Externally into the box labeled "In the Field Set". Then, click on Save.
   
   

Add Share Externally Field to Project Task Page Layout

You may also want to consider adding the Share Externally field to your project task page layout.

1. In Project Task Object, go to Page Layouts and click on the page layout you are using. The image below is just an example.
   
   
    
2. From the list of available fields on top, drag Share Externally to your desired area on the page. Then, save your changes.