Collaboration Experience: Configuration Guide

This feature is available on the following TaskRay Product Editions

  • Standard
  • Premium

About Collaboration Experience Configurations

With the Collaboration Experience option, you can leverage TaskRay within an existing Digital Experience Site that incorporates other data and applications. For example, if you already have a Digital Experience site to manage other processes with external collaborators, such as invoicing or support, and you would like to add TaskRay into the mix, then the Collaboration Experience is a good option to explore.

The configuration process for the Collaboration Experience is mostly managed via the Salesforce Digital Experience Builder. TaskRay provides Lightning components that can be used to customize the experience specific to the TaskRay app.

Additionally, the configuration process will have some variations depending on the specific type of Digital Experience Licenses used in your organization.

Before you proceed: think about your external collaboration requirements alert.001.png

If you are looking to collaborate with external stakeholders using only TaskRay (i.e. without incorporating other applications or data in the Digital Experience Site), then we recommend reviewing the Collaboration Hub option. The Collaboration Hub feature allows setting up a portal specific to TaskRay to grant external users access to manage work within the app. However, if your business requires other applications and data for external collaboration, then the Collaboration Experience option might be a better fit.

 

Collaboration Experience Licensing

Every external collaborator who needs access to the TaskRay app needs to have a TaskRay license assigned. For more information, contact your TaskRay CSM or success@taskray.com to learn about licensing.

Additionally, considering that this option incorporates using Digital Experience Sites, every external collaborator will also need to have a Digital Experience License assigned to access the site. TaskRay is compatible with Customer Community, Customer Community Plus, Partner Community, Lightning External Apps, and Lightning External Apps Plus license types.

 

Collaboration Experience Requirements

  • Requires TaskRay Standard Edition or above
  • Requires Salesforce Enterprise Edition or above
  • Digital Experience Users must have a Salesforce Digital Experience/Community License
  • Digital Experience Users must have a TaskRay License

 

Configuration Details [Admin]

Digital Experience Site

The first step of the configuration process is to determine the Digital Experience Site that you will use for collaborating with external stakeholders with TaskRay. You have the option of either adding TaskRay to an existing Digital Experience Site and incorporating it as part of an existing process, or you can create a new site and customize it according to your requirements. For information on how to create and customize Digital Experiences, refer to the following Salesforce article: Build and Customize Your Experience Cloud Site.

 

Digital Experience Site Builder Customizations

Since the Collaboration Experience leverages Salesforce Digital Experience Sites, it is possible to customize the styling through the Site Builder in Salesforce Setup.

To access the Experience Builder, navigate to Setup | Feature Settings | Digital Experiences | All Sites, locate the applicable Digital Experience site, and click on Builder. You can read more about all possible customization options in the following Salesforce Help articles:

2024-06-13_20-43-59.png

 

TaskRay provides a set of Lightning components that can be used to customize the site. To manage components, navigate to the Builder, look to the icons in the top left corner, and select the Lightning (Components) icon

 

Digital Experience User Access

Before adding members to TaskRay within your Digital Experience Site, it's important to configure the desired sharing settings to define visibility and access that external users will have to TaskRay Projects and Tasks. Specific steps and details of this portion of the configuration will also depend on the type of Digital Experience licenses used in your organization.

Note | New Site Settings
The following instructions provide an overview of settings for a blank/net new Digital Experience Site. If you are adding TaskRay to an existing Digital Experience Site that is used for other purposes, your settings will look different.

 

Select Profiles & Permission Sets for Community Members

The first step to defining access to TaskRay in a Digital Experience Site is to determine which Salesforce Profiles and/or Permission Sets will be supported for Community members.

  1. From the Digital Experience Workspaces, navigate to Administration.Nav to Administration.png
  2. Select the Members tab in the left menu.
  3. Select the desired Profiles and/or Permission Sets to determine which Salesforce Users can be included as Digital Experience members. Keep in mind that all users with the selected Profiles OR Permission Sets can be included as Digital Experience members, so you can use either option to define who can be a member.Select Profiles and Permission Sets.png
  4. Click Save.

 

[Required for Customer Community License Types Only] Create a Sharing Set 

If you use Salesforce Customer Community licenses for your Community, you will need to create a Sharing Set to sefine which TaskRay Projects Community users will have access to.

Note | Digital Experience Licenses
If you use Customer Community Plus or Partner Community licenses for your Salesforce Community, this step is not required. Sharing Sets can be optionally used to extend sharing for users assigned to these types of Digital Experience licenses, but it's not required in order to grant these types of users access to TaskRay Projects or Tasks. You can learn more about Sharing Sets in this Salesforce Help Article.

A Sharing Set grants Customer Community users access to records that are associated with their respective Account or Contact record.  The next step will be to create a Sharing Set that shares TaskRay Project, TaskRay Task, and TaskRay Checklist records with a Community User if those Projects, Tasks, and Checklists are associated with their Account.

  1. From Setup, navigate to Feature Settings | Digital Experiences | Settings
  2. Scroll down to the Sharing Sets section and click New.
  3. Enter a Label (i.e. "TaskRay Community"). Sharing Set Name should populate automatically based on the Label.
  4. In the Select Profiles section, select the Profile(s) to be assigned to the Sharing Set.
  5. For Available Objects, select TaskRay Project, TaskRay Task, and TaskRay Checklist.Sharing Set - Profiles and Objects.png
  6. Scroll down to the Configure Access section. Find TaskRay Project and click Set Up.
    • For User, select Account
    • For Target TaskRay Project, select TASKRAY__trAccount__c
    • For Access Level, select Read/WriteSharing Set Access - TR Project.png
    • Click Update.
  7. In the Configure Access section, find TaskRay Task and click Set Up.
    • For User, select Account
    • For Target TaskRay Task, select TASKRAY__trAccountCommAccess__c
    • For Access Level, select Read/Write.Sharing Set Access - TR Task.png
    • Click Update.
  8. In the Configure Access section, find TaskRay Checklist and click Set Up.
    • For User, select Account
    • For Target TaskRay Checklist, select TASKRAY__TaskForGroup__c.TASKRAY__trAccountCommAccess__c
    • For Access Level, select Read/Write.Sharing Set Access - TR Checklist.png
  9. Click Save.

This Sharing Set configuration ensures that if a TaskRay Project is related to an Account associated with a Digital Experience User using the defined Salesforce Profile, they will have access to that TaskRay Project.

Note | Sharing Set
The recommended Sharing Set configuration for TaskRay Tasks is to use the TASKRAY__trAccountCommAccess__c lookup field to control access to TaskRay Tasks because it ensures compatibility with Internal Only Tasks. The same configuration applies to Checklists related to Internal Only Tasks.  You can learn more about using Internal Only Tasks in this article.

 

Note | Record Access
Tasks owned by Customer Community Users that use Sharing Sets to grant access are not available to be shared with Public Site Guest Users.  This means that Tasks owned by these kinds of Customer Community users will not be shown on the Collaboration View.

 

Using Collaboration Experience

After all configurations are complete, you can start using TaskRay within the Digital Experience Site to collaborate with external users. For the most part, the process for working with external users will be the same as for internal users. In other words, you can add external users to project teams, assign tasks, and collaborate with them using the same functionality within the TaskRay app.

 

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