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It’s become more important now than ever to keep your customers and external stakeholders informed of project progress and updates. This is a crucial component of customer onboarding, as it’s essential to keep everyone in the loop in order for a project to be successful. 

As you think about sharing progress with external stakeholders, there are many considerations that might come to mind:

  • What is the best way to share this information externally without sacrificing security? 
  • How can this information be accessible to someone who isn’t using TaskRay or even Salesforce? 
  • How do you make sure that only the most relevant information is shared?
  • And many other questions

The good news is that TaskRay has just the right feature that provides read-only access to customers, executives, and other external business stakeholders. And that feature is called TaskRay External Sharing.

How TaskRay External Sharing Works

The ability to share project progress to external stakeholders without having to log into Salesforce is not only easy to configure, but it’s safe and secure. TaskRay External Sharing allows organizations to generate links for projects that can be shared externally. Using these links, external stakeholders can see the designated projects in real-time in a read-only format, displayed as a Gantt chart. 

With this feature, organizations are able to designate specific projects to be shared, and then take away access when the project no longer needs to be accessed externally.  Additionally, it is possible to limit the information accessible via the link even further by configuring field security settings on different TaskRay objects. This can consist of anything from basic project details to other metrics that the customer or external shareholder might not need access to. 

One thing to keep in mind is that this feature does require one TaskRay license to work. With that said, external sharing only requires one TaskRay license regardless of how many users the project external link is shared with and regardless of the total number of projects that are shared externally in an org.

TaskRay External Sharing in Action

Let’s look at an example of how the TaskRay External Sharing feature works in a common scenario:

A SaaS company called Acme is onboarding a new customer and they are using a TaskRay Project to keep track of all the onboarding tasks. The customer is highly interested in staying up to date on the status of their onboarding plan to make sure they do not miss any important updates or deadlines. 

To make sure that the new customer has visibility into the onboarding project progress, Acme decided to enable TaskRay External Sharing in their org. As Acme works on configuring the External Sharing feature, they also know that they want their new customer to only have access to the most relevant information, so they decide to limit access to certain Project and Task fields using field-level security and permissions. Specifically, they know that the external stakeholders need to see task status, but do not need to have visibility into task priority. Therefore, they decide to limit access to the Priority field to ensure that the External Sharing Link contains only the most relevant details.

Once TaskRay External Sharing is configured, Acme can make the onboarding project available for external sharing and generate a link that can be shared with the customer. Now, Acme can be sure that the customer always has access to live project data, and thus have peace of mind that their project is completed on time and on budget. 

This is just one of the many applications of TaskRay External Sharing. If you are interested in learning more about this feature and how to configure it, you can refer to this article.

And, if you need an additional license to configure external sharing, reach out to our Customer Success Team!