External Sharing and Customer Workspace both run on the same underlying sharing mechanism - this article covers how to design the experience and control exactly what gets shared, regardless of which of the two patterns you're using.

Designing Your Customers' Experience

External Sharing and Customer Workspace run on Salesforce Experience Cloud to share access to Projects, Phases, Lists, Tasks, Insights, and Health. With the Digital Experience Builder, you can include your company branding, custom colors, and logos, build pages for the records you want to share, and include standard, custom, and third-party components. If you don't intend to share certain records, your Digital Experience site can be configured to hide those components.

Share Projects and Phases with Customers

You can share Projects with customers from both the Project and Phase level. You can decide which Phases are shared, and once done, control which related records are shared (Lists, Tasks, Health, and Insights).

1. Navigate to the Projects tab and select your chosen Project.
2. From the Project, open the dropdown menu in the upper right corner and click "Share with Customer."
3. From the "Share with Customer" modal, select the "Customer Workspace" or "External Sharing" tab depending on how you plan to share the Project.
4. If you have multiple Phases, a switch appears for each one, so you can choose which Phases to share.

Share Records with Customers

As a security mechanism, records aren't automatically shared. To make a record visible to customers, it needs to be marked as Shared with Customer - either manually or via Templates. When a record is Shared with Customer, it's shared to whichever of the two patterns you've chosen for that Project - there's no option to share the same record differently to each. For Tasks to be shared, the Task List must also be shared.

Share Records Manually

• Navigate to the record and click Edit
• Check the Shared with Customer box

Share Records by Default Using Templates

When using List and Task Templates, add a column headed Shared with Customer. Use the values True or False to define whether the record should be shared.

Impact on Related Records

Due to a Master-Detail relationship, when certain records are shared, their "child" related records are also shared, and it isn't possible to hide them individually:

• When Tasks are shared, any associated Contributors and Checklist Items are also shared. This includes Contact Contributors - Salesforce Contacts assigned as Task Contributors who aren't Resources.
• When Phases are shared, Participants are also shared. This includes Contact Participants - Salesforce Contacts assigned directly to a Phase as a Customer Participant.

Related Resources

• Customer Workspace
• External Sharing