TaskRay Public Dashboard - Additional Admin Information

This article includes information on the "behind the scenes" configurations that are related to the TaskRay Public Dashboard feature. The purpose of this article is to provide Salesforce Administrators with information for reference, if needed. 

Step-by-step instructions on configuring the TaskRay External Sharing feature can be found in this article: Configure TaskRay Public Dashboard.

This article will include the following information for reference:

• Get Site Guest User ID and Site URL
• Assign TaskRay License to Site Guest User
• Assign TaskRay Permission Set to Site Guest User
• Configure TaskRay Global Settings
• Configure Sharing Rules

Get Site Guest User ID and Site URL [Admin]

If you ever need to get the ID of the TaskRay Public Dashboard Site Guest User or the Site URL for other configuration purposes, this section will provide instructions on how to do so.

These items might be necessary in the event that you need to make some manual configurations or adjustments related to this feature.

Get User ID

The easiest way to retrieve the Site Guest User ID is directly from the page URL.

1. From Setup, navigate to:
   • Lightning: User Interface | Sites and Domains | Sites.
   • Classic: Build | Develop | Sites.
2. In the Sites section, click on the label for the TaskRay Public Dashboard site.
3. On the Site Details page, click on Public Access Settings. 
4. Click on View Users.
5. Click on the Site Guest User.
6. This will open the Site Guest User Details page:
   • If you are in Lightning, the user ID will be in the URL following "address=%2F" and before the other "%" when on the Site Guest User Details page:
     
   • If you are in Classic, the user ID will be at the end of the URL after the "/" when on the Site Guest User Details page:
     

Get Public Site URL

Return to the Sites page and follow these steps to assemble the Public Site URL.

1. From Setup, navigate to:
   • Lightning: User Interface | Sites and Domains | Sites.
   • Classic: Build | Develop | Sites.
2. In the Sites section, click on the TaskRay Public Dashboard site that you created to access Site Details.
3. Scroll down to the Custom URLs section to find your Domain Name.
4. Copy the Domain Name that ends in "secure.force.com".
5. Assemble your full Public Site URL:
   • Open a document editor or note-taking application.
   • Type "https://" and then immediately paste your Domain Name.  This should end in "secure.force.com".
   • Find and copy the Path for the Domain Name.
   • Paste the Path at the end of your Public Site URL.
   • Keep this Public Site URL readily available. You will use it in the next step.

Assign TaskRay License to Site Guest User [Admin]

This section will outline the details on where to assign a TaskRay license to the external Site Guest User. Remember, a full TaskRay license is necessary to be assigned to the Site Guest User in order to provide read-only access to TaskRay.

The TaskRay license gets automatically assigned via a button click in the TaskRay Public Dashboard Utility, but for manual assignment or troubleshooting, see below. 

1. From Setup, navigate to:
   • Lightning: User Interface | Sites and Domains | Sites.
   • Classic: Build | Develop | Sites.
2. In the Sites section, click on the label for the TaskRay Public Dashboard site.
3. On the Site Details page, click on Public Access Settings. 
   
4. Click on View Users.
5. Click on the Site Guest User.
   
6. On the User Details page, scroll down to the Managed Packages section and click on Assign Licenses.
7. In the Unassigned Packages section, select TaskRay.
8. Click Add.
   

Assign TaskRay Permission Set to Site Guest User [Admin]

This section will outline the details on how to manually assign the TaskRay External - Read Only Access permission set to the external Site Guest User. This is the permission set provided by TaskRay that will grant standard read-only access to TaskRay objects in the Public Dashboard Link. However, if you need to have more control over the fields that are available in the Public Dashboard Link (open up or restrict access), you will need to do so using custom permissions.

This permission set gets automatically assigned via a button click in the TaskRay Public Dashboard Utility, but for manual troubleshooting or more complex permission assignment, see below. 

1. From Setup, navigate to:
   • Lightning: User Interface | Sites and Domains | Sites.
   • Classic: Build | Develop | Sites.
2. In the Sites section, click on the label for the TaskRay Public Dashboard site.
3. On the Site Details page, click on Public Access Settings. 
4. Click on View Users.
5. Click on the Site Guest User.
6. From the Site Guest User Details page, scroll down to the Permission Set Assignments section and click on Edit Assignments.
   
7. On the Permission Sets page, select TaskRay External - Read Only Access under Available Permission Sets and move it over to the Enabled Permission Sets.
8. Click Save.

Configure TaskRay Global Settings [Admin]

This section will provide details on what gets updated in TaskRay Global Settings for reference. Specifically, there are two fields that are related to this feature: TaskRay Public Site URL and Site Guest User ID.

These custom settings get populated from the TaskRay Public Dashboard Utility automatically, but can be manually managed or viewed for troubleshooting purposes. 

1. From Setup, navigate to:
   • Lightning: Custom Code | Custom Settings.
   • Classic: Develop | Custom Settings.
2. Click Manage next to TaskRay Global Settings.
3. Enter the TaskRay Public Site URL. This is the full URL of your public site that you assembled earlier.
   
   
   Important! Make sure that the URL that you assemble and enter in this field starts with "https://" and includes "secure.force.com".
   
4. Enter the TaskRay Public Site User Id. This is the ID of the Site Guest User that you saved earlier.
5. Click Save.
   
   
   Note: There are multiple TaskRay custom settings for configuring access to external sites. Ensure that you populate the TaskRay Public Site URL and TaskRay Public Site User Id custom settings to set up External Sharing.

Configure Sharing Rules [Admin]

The TaskRay Public Dashboard feature requires sharing rules to be configured on three TaskRay objects to open up read access to the Site Guest User. Specifically, the objects are:

• TaskRay Project
• TaskRay Task
• TaskRay Checklist

This section will provide the details on how these sharing rules are configured.

With that said, these sharing rules can also be configured directly in the TaskRay app with a matter of a few clicks in the Public Dashboard Utility, which makes it easier to set up.

However, if you need specifics on these sharing rules for reference, the steps below will provide the details:

1. From Setup, navigate to:
   • Lightning: Security | Sharing Settings.
   • Classic: Security Controls | Sharing Settings.
2. Scroll down to the TaskRay Checklist Sharing Rules section and click on New.
3. Rule Name: enter Label (e.g. ‘TaskRay Checklist External Site Access’. The Rule Name will auto-populate.
4. Select your rule type: select Guest user access, based on criteria.
5. Select which records to be shared:
   • For Field, select Viewable in Public Dashboard.
   • For Operator, select equals.
   • For Value select True.
6. Select the users to share with: Share with TaskRay Public Dashboard Site Guest User.
7. Select the level of access for the users: Set Access Level to Read Only.
8. Click Save.
9. Repeat the steps 2 through 8 to create sharing rules for the TaskRay Project object.
10. Repeat the steps 2 through 8 to create sharing rules for the TaskRay Task object.