Admin Guide - External Project Portal - Define Project Task Columns

Last Modified On: October 14, 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.

Inspire Planner Administrators can use the External Default Settings Template to define which standard and custom Project Task fields appear as columns in the External Project Portal. This configuration sets the default task view for all projects, giving external collaborators a consistent and relevant view while respecting Salesforce field-level security and sharing settings.

Create an External Settings Template

Start by creating a project template that defines the layout for projects shared through the External Project Portal.
 

1. Create a new project and set "Is Template" to TRUE.
   
   
    
2. Configure which columns are visible to external collaborators in the External Project Portal, and drag and drop columns to set the display order.
   
   

Set External Default Project Settings

Next, you will need to configure the External Default Project Settings on the Inspire Planner Settings page.

Please note:

You must be a Salesforce System Administrator to complete the steps in this section as it requires access to Salesforce setup.

1. In the App Launcher, enter "Inspire Planner Settings" in the Quick Find box and click on Inspire Planner Settings.
   
   
    
2. In External Default Project Settings, locate and select the template you created with your desired column layout for the External Project Portal.
   
   
    
3. Click on Save.

When an external collaborator views a project in the External Project Portal, the project displays using the column layout defined in the selected template.