TaskRay Public Dashboard - Additional Settings

This article includes instructions for the optional configurations that apply to the TaskRay Public Dashboard feature. If you are using this feature, you will need to configure it first prior to going through the optional configurations in this article. The instructions for configuring TaskRay Public Dashboard can be found in this article: Configure TaskRay Public Dashboard.

Once Public Dashboard setup is complete, you can then apply the optional configurations to tailor this feature further to align it to your specific use case. This article will include instructions for the following configurations:

• [Optional] Configure Field Permissions
• [Optional] Enable Validation Rule to Restrict the Ability to Share Projects
• [Optional] Designate Certain Tasks as Internal Only
• [Optional] Secure Topics for Public Site 
• Team Member Icons Not Showing Up?

[Optional] Configure Field Permissions [Admin]

If you wish to configure field level security on different TaskRay Objects within the public dashboard link, you can do so using custom permissions. By default, the permission set that is assigned to the TaskRay External Sharing Site Guest User is TaskRay External - Read Only Access.

If you need to restrict access to any of the TaskRay Project, Task Group, or Task fields included in the standard TaskRay External - Read Only Access permission set, then you will need to make a custom permission set, modify levels of access on the applicable TaskRay objects, and assign it to the Site Guest User in place of the standard one. Similarly, if you need to open up access to additional TaskRay Project, Task Group, or Task fields that are not included in the TaskRay External - Read Only Access permission set, you will also need to do so using custom permissions.

For reference, these article will provide instructions on how to locate the Site Guest User and review permission set assignment: Assign Permission Set to Site Guest User.

[Optional] Enable Validation Rule to Restrict the Ability to Share Projects [Admin]

By default, any user with access to the project can make a project viewable in public dashboard and generate the public dashboard link for that project. However, TaskRay comes with one inactive validation rule that you can enable to restrict this ability to project owners. If you would like to have this restriction for an added layer of security, follow the steps below.

1. From Setup, navigate to:
   • Lightning: Objects and Fields | Object Manager.
   • Classic: Create | Objects.
2. Click on TaskRay Project.
3. Under Validation Rules, click on External_Sharing_Restricted_to_Owner.
4. Click Edit.
5. Check the Active checkbox.

With the validation rule enabled, any time a user who is not the project owner tries to check the Viewable in Public Dashboard checkbox the following error will appear:

[Optional] Designate Certain Tasks as Internal Only

If you need to control the visibility of tasks that can be viewed in the Public Dashboard Link, you can do so using the Internal Only Tasks functionality. This feature will allow you to specify the tasks that can only be viewed internally, and thus will not surface those tasks in the Public Dashboard Link.

[Optional] Secure Topics For Public Site [Admin]

If you want guest and authenticated users in Salesforce Sites and Portals to have access to Topics, you will need to take one extra step in Salesforce setup.

1. From Setup, navigate to:
   • Lightning: Feature Settings | Chatter | Chatter Settings.
   • Classic: Build | Customize | Chatter | Chatter Settings.
2. Click Edit.
3. Scroll down to the Topics section and select the Allow topics in Salesforce Sites and Portals checkbox.
4. Click Save.

Now, your external sites and portal users will be able to access Topics, depending on their profile and permissions.

Team Member Icons Not Showing Up?

If team member icons aren't showing up when viewing a project via the public dashboard link, that means that those team members have not checked the Show my photo on publicly accessible pages in their profiles.

If you want to see team member icons on the public dashboard link, every team member would need to follow these steps:

Lightning

1. In Salesforce, click on the User icon in the top right corner of the page and then click on the User icon again in the dropdown.
   
2. On the user profile page, click on the User icon and select Update Photo.
   
3. In the Update Photo dialog, check the Show my photo on publicly accessible pages. 
4. Click Save.

Classic

1. In Salesforce, click on the User Name in the top right corner of the page and select My Profile.
2. Hover over the User picture and click on Update.
3. In the Upload Profile Photo dialog, check the Show my photo on publicly accessible pages.
4. Click Save.