External Project Portal - Share Project Files

Last Modified On: June 19, 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.

Sharing Project Files with External Contacts

You can also share project files with external collaborators. File sharing is enabled on a per-project basis, giving you full control over whether or not files are shared for each project.

• External file sharing must be enabled for the project in order for external contacts to access project files.

• Only contacts added as Project Collaborators will have access to the project in the External Project Portal.

• You control which files are shared by marking individual files for external sharing.

• All collaborators on the project will see all files marked for external sharing. There is no way to restrict specific files to certain collaborators—anyone with access to the project in the External Project Portal will be able to view all files flagged for external sharing.

• External collaborators can also upload files to the project through the portal, making collaboration more seamless.

This setup ensures that you stay in control of both who can access the project and what files are shared.

Please note:

• Files uploaded internally in the Project must be less than 2 GB in size.
• Files uploaded on the External Project Portal must be less than 30 MB in size.
• To enable file sharing in the external project portal, your Salesforce System Administrator must first complete the steps in the Admin Guide - Enable File Sharing in External Project Portal.

This help article will show you how to share project files in the Inspire Planner External Project Portal.

How to Share Project Files in the External Project Portal

This section shows you how to enable external file sharing for a project, and how to share project files in the external project portal.

1. Go to the Project and go to the Details tab.
   
   
    
2. Set "Enable External File Sharing" to TRUE. By setting this field to TRUE, external collaborators are able to view project files shared with them.
   
   
    
3. Next, you will need to go to the file you would like to share. Go to the Files Related List in the project. You can find it in the Related tab.
   
   
    
4. Upload/Add the file. Then, click on the file you would like to share. The image below is just an example.
   
   Please note:
   The file must be less than 2 GB in size. 
   
   
   
    
5. Click on the dropdown arrow and click on Edit File Details.
   
   
    
6. Set "Share Externally" to TRUE and then click on Save.
   
   

How to View Project Files and Upload Files in the External Project Portal

This section will show you how contacts (external collaborators) see project files shared with them, as well as how they can upload files for the project in the external project portal.

1. When external file sharing is enabled for a project, the View All Project Attachments icon becomes an active icon in the project toolbar. To view project files, click on this icon.
   
   
    
2. A dialogue window will open, displaying all project files that have been shared externally. Click on the download icon to download and view the file.
   
   
    
3. To upload a file, click on the Paperclip icon in the bottom right corner.
   
   Please note:
   The file must be less than 30 MB in size. 
   
   
4. Choose the file you wish to upload. After the file has been uploaded, you will now see it in the dialogue window. Click on the "X" in the top right corner to close the window.
   
    

How to View Files Uploaded from the External Project Portal

This section will show you how to view and identify files that were uploaded by a contact (external collaborator) in the project from the external project portal.

1. In the project, go to the Files Related List. Then, click on the file to view it.
   
   
    
2. Next, click on the dropdown arrow and click on Edit File Details.
   
   
    
3. If the file was uploaded by a contact from the external project portal, "Uploaded from Portal" is set to TRUE.