Configure TaskRay Sharing Settings for Digital Experience Sites (Communities) – TaskRay

This feature is available to the following product editions:

Standard
Premium

Before adding members to your Digital Experience Site (formerly known as Community), it's important to configure the desired sharing settings to determine the visibility and access that Community Users will have to TaskRay Projects and Tasks.

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.

From the Digital Experience Workspaces, navigate to Administration.
Select the Members tab in the left menu.
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.
Click Save.

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

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

Note: 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.

From Setup, navigate to Feature Settings | Digital Experiences | Settings
Scroll down to the Sharing Sets section and click New.
Enter a Label (i.e. "TaskRay Community"). Sharing Set Name should populate automatically based on the Label.
In the Select Profiles section, select the Profile(s) to be assigned to the Sharing Set.
For Available Objects, select TaskRay Project, TaskRay Task, and TaskRay Checklist.
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/Write
- Click Update.
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.
- Click Update.
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.
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: 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: 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 External Sharing Links.