Share Projects by Creating a Global Sharing Rule

Projects, by design, are private in Inspire Planner. This means that the project owner is the only one who has read/write access to the Project. To share a project with another user, you would need to add them as a Project Collaborator. 

Another option is to create a global sharing rule that will grant a set of users read/write access to Projects. This involves creating a public group and then configuring a sharing rule for the group. This makes it easier to share projects between users without needing to add them as project collaborators. This help article will walk you through how to:

• Create a Public Group
• Configure a Sharing Rule

Create a Public Group

The first step would be to create a public group that contains the users you would like to grant read/write access to for Inspire Planner Projects.

1. Click on the Gear icon at the top right corner and go to Setup.
   
   
    
2. Enter "Public Group" in the Quick Find box at the top left corner and click on Public Groups.
   
   
    
3. Click on New at the top of the page.
   
   
    
4. In the box for Label, enter a name for the public group you are creating. When you navigate away from this field, it will automatically populate the Group Name which is a unique identifier for the public group within Salesforce.
   
   
    
5. Next, in the "Search" dropdown, select the type of member to add. In the example below, we are going to select "Users" which will display all Salesforce users as available members. Select the users you would like to add to the group and click on Add (Tip: You can hold down the Shift or CTRL key on your keyboard to select multiple users and add them at once.)
   
   Once you've added all the group members, click on Save.
   
   
    

Configure a Sharing Rule

Once you've created a Public Group, you can now configure a sharing rule for the group.

1. While still in Setup, enter "Sharing" in the Quick Find box and click on Sharing Settings.
   
   
    
2. Within the Sharing Settings page, scroll down until you find the section called "Project Sharing Rules" and click on New.
   
   
    
3. In the box for Label, enter a name for the Sharing Rule. When you navigate away from this field, it will automatically populate the Rule Name which is a unique identifier for the public group within Salesforce. You may also choose to provide a brief description of the sharing rule.
   
   
    
4. Next, select a rule type. See options below.
   
   Based on record owner - will share records based on who record owner. This is an ideal option to choose if you simply want to grant the members of a public group read/write access to projects based solely on project owner. 
   
   When this option is selected, you will need to define which records to be shared. In the example below, we are specifying that projects owned by those who are members of the public group will be shared.
   
   
   
   Based on criteria - allows you to define criteria for when to share a project. When you select this option, you will need to then specify the criteria for when to share a project. In the example below, we are specifying that only projects that are templates will be shared.
   
   
5. Once you have specified a rule type and criteria for which records to share, you will need to specify who these projects should be shared with. Select "Public Groups" in the "Share with" dropdown. Then, select the Public Group you created in the second dropdown.
   
   
    
6. Lastly, you will need to specify the level of access for the members of the Public Group.
   
   Read (access level) - will grant the public group read-only access to Projects.
   
   Read/Write (access level) - will grant the public group read and write access to Projects.
   
   Click on Save when you are finished.