Taskfeed Community Setup Guide

Implementing Taskfeed in a Customer or Partner Community

Extending Taskfeed to your Customer or Partner Community can drive even further engagement, collaboration and accountability during their Onboarding, Implementation and ongoing Success.

Pre-Requisites:


SALESFORCE USER PERMISSIONS NEEDED

To access Community Workspaces or Community Management:

  • Access Community Management OR Manage Communities OR Create and Set Up Communities

  • AND is a member of the community

To access moderation rules and criteria:

  • Manage Communities OR Create and Set Up Communities

  • AND is a member of the community

To customize administration settings or use Community Builder:

Create and Set Up Communities

AND is a member of the community



Setting up the Taskfeed Community User Permissions

Step 1: Create the Taskfeed Permission Set for Community Users

The Taskfeed Permission Set you assign to Community Users will determine what they can DO in Taskfeed. You can give Community Users Create, Read, Write, Delete or Read Only permission to Taskfeed Boards and Taskfeed Tasks. You will also have the ability to make certain fields visible, not visible or read only.

Instead of creating a brand new permission set from scratch, you can clone a Taskfeed Permission Set and tweak it as needed.

  1. From your internal Salesforce organization, go to Setup > Permission Sets

  2. Create a unique permission set or clone one of the existing Taskfeed Permission Sets for your Community Users.

💡Tip: Clone the Taskfeed Read-Only permission. Then edit the permission to allow Community users to edit tasks but not create or delete.

Step 2: Set Up Sharing Sets for Community user access to Taskfeed Boards

Who Should See Taskfeed in the Community?

Salesforce Admins can identify which Contacts will or should have access to Taskfeed.

If you only want a certain group of people to have access and you do not already have a field in Contact that defines this, then a custom checkbox field on Contact is a simple way to identify and report which Contact Users should have access to Taskfeed within your Community.

Before provisioning Taskfeed licenses and permissions to Contact Users, follow the next steps to embed Taskfeed within your Customer or Partner Community.

  1. Follow the instructions in this article to set up the appropriate Sharing Set

    1. Select the profiles of the users to whom you want to provide access.

    2. Select Taskfeed Board for the object you want to grant access to. Access to Taskfeed Tasks is Controlled by Parent (both internally and externally)

  2. In the Configure Access section, click Set Up next to an object name to configure access for the selected profiles.

    1. Select the appropriate criteria such as allowing Contacts.Account that match the Taskfeed Board’s Account to have Read Only or Read/Write access to Boards (further granularity can be controlled through permission sets and validation rules).

    2. Save.

💡Tip: To further restrict which Boards Community Users can see through the Sharing Set, try creating a custom Lookup Relationship on Taskfeed Board for Primary Contact or a second Lookup Relationship to Account that will only be populated for Boards that should be visible by a Community User that meets the criteria.

Embedding Taskfeed within a Customer or Partner Community

You will now edit a Community Page in Community Builder to include the Taskfeed embedded page. Access to Boards and permissions are configured separately.


  1. Access your Community Workspace

  2. Go to the Community Builder tab

  3. Depending on your Community Template and layouts, you may have different choices about how and where to embed the Taskfeed Visualforce page element.

    1. In our example, we will create a separate tab for the Taskfeed page.

  4. Next, Click the Components panel icon to open the Components panel.

  5. Find the Visualforce Page under the Content section

    1.  Drag and drop the Visualforce Page element onto the desired area within your Community page (in our case, it will be within the tab we created in step 3.a.)

  6. Next, select the Taskfeed1 Visualforce Page Name in the modal options pop-up by clicking on the current Visualforce page displayed

    1. Adjust the Height to at least 500 pixels (recommended: 650 pixels)

    2. And leave the default Record ID value as is.


  1. Publish when you’re done. The next step will be to set the Community User access to Taskfeed Boards and the appropriate permissions.

  2. âš  Make the Visualforce page available to Community users by following steps 1 and 2 in this article: Give Visualforce page access to users by profile.

  3. âš  Make sure the user Profiles and the appropriate Taskfeed permissions sets are selected in the Members section of the Community Administration Settings for the Community where Taskfeed will be used. Learn More


Giving Community Users Access to Taskfeed

Once Taskfeed is embedded within your Community, you can start giving users access to Taskfeed Boards within the Community.

A Taskfeed License and the appropriate permission set must be assigned to any contact who should see and interact with Taskfeed within your Community.

Provisioning Taskfeed Licenses to Community Users

To allow an external user to access your community, with or without Taskfeed access, a contact record must be enabled as a customer user or an account record as a partner user, depending on your business relationship.

A Taskfeed license must be given to the contact User and can be done at the same time a contact is set up as community user, or after.

The Taskfeed license and permission set can be provisioned to each contact user manually or automatically through a managed package Login Flow*.

💡Tip:  In addition to provisioning your Community users a Taskfeed license and permission set, we recommend adding them as Board Team Member as well, with or without a specific Team Role, such as ‘Customer’ or ‘Primary Contact’.

If a community user is not added as a Board Team Member, they won’t see the Board automatically when they log in, even if they have access to Taskfeed. They will need to search the Board by name. By adding them as Board Team Member, they will see the Board in the Board Menu under My Boards.

 

If any tasks are assigned to a community member with access to Taskfeed, they will also receive Task notifications.


 

If you haven’t set up a Contact as a Community User yet, follow steps 1 through 3

below.

If you want to grant existing Community Users a Taskfeed license and a Permission Set, follow steps 4 onwards.




  1. Go to the contact record for the person you want to add to a community.

  2. Enable the contact record as a customer user


*For Partner Communities, go to the Related Account(s) and Enable Partner User.

This will create a new Salesforce User for this Contact.

3. In the User record detail page, grant the appropriate Community License and Profile.
    a. Next, from the User’s record detail page, grant a Taskfeed License

Follow the next step to grant the user a Taskfeed Permission Set.


Provisioning a Taskfeed Permission Set to Community Users


  1. From the Community User’s record detail page, go to the Permission Sets section and select the appropriate Taskfeed Permission set (created previously for your Community Users).

    1. Save.

When the User logs in, and if there is a Board they have permission to view and/or edit (granted via their Permission Set and Sharing set), they will have access to Taskfeed.


Provisioning Taskfeed Licenses Automatically

If your organization Customer or Partner Community Login Users, where a number of Contact Users may need provisioning and deprovisioning of Taskfeed Licenses, Taskfeed provides an add-on package with an automatic user login flow.

  • Contact Us to learn more about the add-on package.


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