External Project Portal - Share Project Files

Last Modified On: February 10, 2025

Inspire Planner provides you with the ability to share projects with external contacts by adding them as a project collaborator. 

When a project is shared with an external contact, the contact receives an email with a link that lets them view the project and update their assigned tasks via the Inspire Planner External Project Portal. 

You are also able to share project files with external contacts in the Inspire Planner External Project Portal. You can enable external project file sharing on a per-project basis, and you can choose which files in the project are shared with external collaborators. When external file sharing is enabled for a project, contacts are also able to upload files to the external project portal. 

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.

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.