Sharing Portfolios by Adding Portfolio Collaborators

Last Modified On: January 6, 2025

The default organization-wide sharing setting for both Projects and Portfolios is set to "Private". This means that the Project/Portfolio owner is the only one who has read and write access to the Project/Portfolio.

For more information on how to share Projects, please see Options for Sharing Projects.

If you would like to grant another Inspire Planner user access to your Portfolio, you will need to add them as a Portfolio Collaborator.

Please note:

• When adding portfolio collaborators to a static portfolio, they are also automatically added as collaborators with "Read-only" access to the Projects included in your static portfolio. 
   
• Since dynamic portfolios use list views, adding collaborators to a dynamic portfolio only grants the user access to the portfolio. You must ensure that the user also has access to the list view used by the dynamic portfolio, and that the user has access to the projects themselves.

For more information on static and dynamic portfolios, please see Portfolio Lightning Web Component (LWC).

This help article will walk you through how to add Portfolio Collaborators.

Adding Portfolio Collaborators

This section will walk you through how to add collaborators to your portfolios.

1. Open the Portfolio you would like to share. Then, click on the Add Collaborators Icon in the top right corner.
   
   
    
2. Enter the name of the user you would like to share your Portfolio with and click on Search. You can only share your Portfolio with Salesforce users and not contacts.
   
   Please note:
   The user must also have an Inspire Planner license to be able to see the Portfolio.
   
    
3. Select the user(s) you would like to add as a portfolio collaborator, then specify their permission level for your Portfolio. 
   
   Viewer will grant them read-only access while Editor will grant them read/write access. Next, click on Add Collaborators.
   
   Please note:
   For static portfolios, even when the portfolio collaborator is granted "Editor" permissions, the user is still only granted "read only" access to the projects contained in the portfolio. If you would like to grant the user editing permissions to a project, you will need to adjust their collaborator permissions directly in the project or adjust your project-sharing settings. For more information on how to share projects, please see Options for Sharing Projects.
   
   Since dynamic portfolios use list views, adding collaborators to a dynamic portfolio only grants the user access to the portfolio. You must ensure that the user also has access to the list view used by the dynamic portfolio, and that the user has access to the projects themselves.
   
   
4. You can add as many portfolio collaborators as needed. Click on Save when finished.
   
   

Editing Portfolio Permissions

This section will walk you through how to change a Portfolio collaborator's permissions.

1. Click on the Add Collaborators Icon in the top right corner.
   
   
    
2. You will need to first remove the existing collaborator record for the user by clicking on the Remove icon to the right.
   
   
    
3. Then, re-add the same user with your desired permission level. Remember to save your changes when finished.

Removing a Portfolio Collaborator

This section will walk you through how to remove a collaborator from your portfolio.

1. Click on the Add Collaborators Icon in the top right corner.
   
   
    
2. Click on the Remove icon to the right of the user. Remember to save your changes when finished.
   
   Please note:
   When removing portfolio collaborators from a static portfolio, Inspire Planner also automatically removes the user as a collaborator in the Projects contained within the Portfolio. If the user is added as a collaborator on the Project itself, then they will continue to have access to the Project even if they no longer have access to the Portfolio.
   
   When removing portfolio collaborators from a dynamic portfolio, the user's access to the dynamic portfolio is removed, but the user still has access to the list view and projects used in the dynamic portfolio.