Gantt LWC - Share Projects by Adding Project Collaborators

The default organization-wide sharing setting for Projects is private. This means that only the project owner has read and edit access to the project. This is to allow the project manager (owner) to choose when to share a project, who to share it with and what level of access to grant to another user. You share a project with another user by adding them as a Project Collaborator.

When you add a user as a project collaborator, they are still accessing the project within Salesforce. This means that the user will still need an Inspire Planner license to be able to see the project.

Salesforce contacts may also be added as Project Collaborators. When an external contact is added as a Project Collaborator, the contact is then able to view projects and update their tasks via the Inspire Planner External Project Portal. The contact does not require a Salesforce license nor an Inspire Planner license to access the external project portal. However, it limits what they are able to see and edit within the portal.

Before you are able to share projects with external contacts, you must:

• Have Streaming API enabled within your Salesforce org
• Enable the setting called "Enable sharing of projects to external contacts" in the Inspire Planner Settings page.

This article will walk you through how to add Project Collaborators in the Gantt Lightning Web Component (LWC).

• Share a Project with a User
• Share a Project with an External Contact
• Adjust Collaborator Permissions and Task Visibility
• Remove a Collaborator

Share a Project with another User

This section will walk you through how to share a project with another user.

1. Go to the project you would like to share.
    
2. Click on the Add Project Collaborator icon within the Project Toolbar on the left.
   
   
   
   
3. Click on Add Collaborators.
   
   
    
4. Select users as the search area. Then, search for the user by name. The search box will return users you've recently viewed. If the user you are searching for is displayed in the list, you can click on them to select. If they do not appear in the results picklist, you can click on "Show all results" to see all search results.
   
   
    
5. The user you selected will be displayed below the search box. You can search for another user if you would like to add multiple project collaborators. Each user you select will be displayed below the search box.
   
   You can remove a user by clicking on the "x" to the right of the user's name.
   
   Please note:
   When adding multiple collaborators, you can only add collaborators of the same type (i.e. all are users or all are contacts).
   
   
    
6. Next, specify the permission level. 
   
   Viewer - This provides read-only access to the project and does not permit the user to modify any of the project tasks or related records. The user, however, is able to add Chatter posts, customize the project view, save a copy of the project, export to MS Excel, print the project plan and upload and view files for project tasks.
   
   Editor - This provides full access to the project and permits the user to modify project tasks, add collaborators, add chatter posts and upload files.
   
   If you have selected multiple users, it will apply the same permission level to all of them.
   
   
    
7. When adding users as project collaborators, it will automatically set the Task Visibility to "Full Project". This is because the Project and Project Task objects have a master-detail relationship. This means that project tasks inherit the project permissions. 
   
   
    
8. Click on Add Collaborator. 
   
   Please Note:
   If the user you are adding to the Project is not an Inspire Planner User, set "Send Email" to FALSE. Otherwise, an error will display telling you that the user is not an Inspire Planner user.
    
9. Each separate collaborator record is created for each user. 
   
   

Please note:

You will need to wait for the Inspire Planner Beacon to process the collaborator record before the user is able to see the project you shared. This can take up to 2 minutes.

Did you know?

You can automatically add project team members as project collaborators if the project team member you are adding is a user. For more information, please see Auto Add Project Team Members as Project Collaborators.

Share a Project with an External Contact

This section will walk you through how to share a project with an external contact.
 

Before you are able to share projects with external contacts, you must:

• Have Streaming API enabled within your Salesforce org
• Enable the setting called "Enable sharing of projects to external contacts" in the Inspire Planner Settings page.
  
   

1. Go to the Project you would like to share.
    
2. Click on the Add Project Collaborator icon within the Project Toolbar on the left.
   
   
   
    
3. Click on Add Collaborators.
   
   
    
4. Select contacts as the search area. Then, search for the contact by name. The search results picklist will return contacts you've recently viewed. If the contact you are searching for is displayed in the list, you can click on them to select. If they do not appear in the results picklist, you can click on "Show all results" to see all search results.
   
   
    
5. The contact you selected will be displayed below the search box. You can search for another contact if you would like to add multiple project collaborators. Each contact you select will be displayed below the search box.
   
   You can remove a contact by clicking on the "x" to the right of the contact's name.
   
   Please note:
   When adding multiple collaborators, you can only add collaborators of the same type (i.e. all are users or all are contacts).
   
   
    
6. The Permission Level will default to "Viewer". This is the only permission you can grant external contacts.
   
   
    
7. Next, specify the Task Visibility. This determines what the contact sees when they open the project in the external project portal.
   
   Full Project - will display all project tasks
   
   Assigned Task Only - will only display the contact's assigned project tasks and their parent task.
   
   
    
8. Set Send Email to TRUE, then click on Add Collaborator.
   
   If you have selected multiple contacts, an email is then sent to each contact, which contains the link to the external project portal.
   
   The first time the contact goes to the Inspire Planner External Portal, they are prompted to create an account with a password. The contact can then go back and log in to the portal using the same email and password.
   
   Since the contact can only be granted viewing permissions on the project, the contact is not able to make changes to the project. However, if their are tasks assigned to the contact, he/she can update the task status, log actual effort and enter a description. The contact will need to click on the List my Salesforce Tasks icon to update their assigned tasks. For more information on how a contact would update their tasks, please see Using the Inspire Planner External Portal.

Adjust Collaborator Permissions and Task Visibility

You can adjust a project collaborator's permissions and task visibility after they've been added to the project. 

User Collaborators

For users, you are able to adjust their permission level for the project. However, task visibility will always be set to "Full Project" and cannot be adjusted. This is because the Project and Project Task object have a master-detail relationship. This means that project tasks inherit the project permissions. 

To adjust a user's permission level, simply open the Add Collaborator dialogue and hover over the permission for the user. An edit icon will display to the right. Click on the edit icon.


 

Then, adjust the user's permission for the project.

A confirmation message will be displayed. Click on Yes to proceed with your changes.


 

Please note:

You will need to wait for the Inspire Planner Beacon to process the adjustment to the collaborator's permission before the user is able to see the change in their access level. This can take up to 2 minutes.
 

Contact Collaborators

For contacts, you are able to adjust their task visibility for the project. However, their permission level will always be set to "Viewer" and cannot be adjusted. 

To adjust a contact's permission level, simply open the Add Collaborator dialogue and hover over the task visibility for the contact. An edit icon will display to the right. Click on the edit icon.

Then, adjust the contact's task visibility for the project.

A confirmation message will be displayed. Click on Yes to proceed with your changes.