Configure External Sharing
Step-by-Step Guide:
How to Configure External Sharing| Salesforce User Permissions Needed: | |
|---|---|
| To create and edit Salesforce Sites: | Customize Application |
Before setting up this feature, read these important Public Share Settings Considerations
Step 1: Create a Public Share Services Force.Com Site
In this step, you will create a specific subdomain for Precursive Public Share Services, for use in Precursive External Sharing and Calendar Sync features.
Go to Setup > Sites
If your company has not yet defined a Force.com domain name, define one now. Note that you won’t be able to change the domain name once it has been defined.
Next, In the Sites section, Click New to define a subdomain.
Fill in the following:
Site Label: Precursive Public Share Services
Site Name: Precursive_Public_Share_Services
Site URL: MyCompany.force.com/taskfeed
Active Site Home Page: iCalService
The Site Label and Name are created at your discretion, but we suggest a name that clearly identifies the purpose of the site, such as “Precursive Public Share Services”. You may also include a description, but leave all other options as is
4. Check the box for Require Secure Connections (HTTPS)
5. Click Save. A new page will load.
Once saved, Salesforce will generate two new subdomains with the “Precursive” suffix (we will refer to the secure Custom URL in later steps). It also generates a new “Site Guest User”, who is essentially anyone you share the public URL with.
6. Click Activate.
Step 2: Assign a Precursive License to the newly created “Site Guest User"
7. From the Site Details page, click Public Access Settings.
8. Next, click View Users
9. Select the Site Guest User and click under Full Name to assign this user a Precursive License*. The User’s detail page will load.
10. Under Managed Packages, click Assign Licenses.
11.Click Add to assign a Taskfeed license.
*Note: this counts as one full Taskfeed License in Production and Sandbox environments. One (1) extra license for External Sharing is automatically included with Launch, Growth and Enterprise plans.Step 3: Assign the “Site Guest User” a Precursive OBX Read-Only Permission Set
- From the User’s detail page, click Permission Set Assignments.
- Select Taskfeed External User
- Click Save.
Step 4: Create a sharing rule to automatically grant access to boards that are public
Navigate to Setup > Security > Sharing Settings
Select Edit and scroll to the bottom to find the option “Secure guest user record access” check this box and save.
This will enable a new type of sharing rule which we will now use.
From the “Manage sharing settings for” picklist choose Precursive Boards
Create a new Sharing Rule called “External Sharing”
Choose “Guest user access, based on criteria”, set the criteria as “Precursive Board: External Sharing EQUALS Public”
Then choose “Share with” as the Public Guest Site User for the Site you created for External Sharing (unless you are using Sites or Communities you will just have one option)
Leave “Access Level” as Read-only.
For "Current" users" changes to External Sharing Rule are to be updated. Please follow the steps as documented.
Add Category Sharing Rules
Navigate to Setup > Security > Sharing Settings
Select Edit and scroll to the bottom to find the option “Secure guest user record access” check this box and save.
This will enable a new type of sharing rule which we will now use.
From the “Manage sharing settings for” picklist choose Precursive Boards
Create a new Sharing Rule called “External Sharing”
Choose “Guest user access, based on criteria”, set the criteria as “Precursive Board: External Sharing EQUALS Public”
Then choose “Share with” as the Public Guest Site User for the Site you created for External Sharing (unless you are using Sites or Communities you will just have one option)
Leave “Access Level” as Read-only.
- Navigate to Setup > Security > Sharing Settings
- From the “Manage sharing settings for” picklist choose Precursive Category
- Create a new Sharing Rule called “External Sharing”
- Choose “Guest user access, based on criteria”, set the criteria as “Precursive Category: Active EQUALS True”
- Then choose “Share with” as the Public Guest Site User for the Site you created for External Sharing (unless you are using Sites or Communities you will just have one option)
- Leave “Access Level” as Read-only.
Go to Setup > Sites, click View on the Secure URL domain name created earlier. It should look like “MyCompany.secure.force.com/taskfeed”
Copy this URL
In Setup > Installed Packages, find Taskfeed, and click Configure.
Select the External Sharing tab.
Paste the URL into External Sharing Force.com Site URL and add a “/” (forward slash) to the end of this URL. For instance: MyCompany.secure.force.com/taskfeed/
For the other options, you may include an identifying APP name, your company’s logo, and color.
Click Save.