External sharing

External sharing lets you give people outside your organization read access to a specific project or document — without adding them to your workspace. You share by email address or by email domain, and recipients open a private link to view.

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How to share

Prerequisites

• You’re an admin of the workspace — only admins can grant or revoke external access.
• The item is a project or a document — both expose a Share button in the header.

Steps

1. Open the project or document you want to share.
2. Open the Share dialog. For a project, turn on Share externally — this enables customer access and unlocks the sharing controls. (Turning it off later cuts customer access even if grants remain.)
3. Enter either an email address (e.g. jordan@acme.com) or a domain (e.g. acme.com).
4. Click Share. The recipient can now open the share link and view the item.

Recipients you add by email are notified automatically. For domain shares, copy the link from the share dialog and send it to them yourself.

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What recipients experience

The first-time experience depends on how you shared: Why the difference? When you share with a specific email, we provision that person’s access ahead of time, so they only ever need to sign in. A domain share can’t be provisioned for one person — any address at the domain may use it — so each new recipient creates an account on first use.

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What’s visible on a shared project

You control what a recipient sees, per project (or project template):

• Fields — in Customize → Edit field visibility, a field is either on the project (listed in the dialog) or removed, and each listed field is either Internal Only or shared with the recipient. See Choosing what’s visible and shared below.
• Tasks & milestones — in Customize → Edit task/milestone visibility, hide individual tasks or milestones. Hiding a milestone also hides its child tasks; making a hidden task visible again re-shows its milestone.
• Comments — post each comment as a Reply (visible to the recipient) or an Internal note (kept in the app).

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Access level

Each external grant is scoped to the shared item only — it doesn’t give access to your workspace. External shares currently grant Viewer access:

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Choosing what’s visible and shared

Open the project’s Customize (gear) menu and choose Edit field visibility. The dialog works on a simple rule: a field is either on the project or it isn’t.

• Listed fields are shown in your internal project view, task table, and task drawer. Click a field’s ✕ to remove it — a removed field disappears both from your internal views and from anything shared with the customer.
• Use the + button to add a field back (or add a new one). The picker offers Standard fields you’ve removed and the full Custom fields catalog — any custom field in your workspace can be put on projects or project tasks.
• Each listed field has one checkbox: Internal Only. Checked (the default for newly added custom fields) keeps the field out of the customer portal; uncheck it to share the field on the shared link.

Details worth knowing:

• Fields are grouped into Project and Task tabs and configured independently — the task Status setting does not affect the project Status. Use the search box to find a field quickly.
• Title is always on and always shared — it’s the only field you can’t remove or change.
• On the shared link, the standard task fields a recipient can see are Title, Status, Due date and Assignee; the standard project fields are Title, Status and Due date. Other standard fields (Description, Start date, Priority, Account, Type, Tags, Created At…) are internal-only for now, so their checkbox is locked.
• Some custom field types can’t be shared: lookup fields, list fields (lookup list / text list), and object/JSON fields are not supported on the shared link or customer portal. Their rows show Internal Only checked and locked. All other types — text, number, currency, percent, date, checkbox, picklist — can be shared.
• The same dialog is available on project templates (the tabs read Project Template / Task), and a project created from a template inherits the template’s field setup.

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Choosing which tasks the customer sees

To hide specific tasks or milestones from the customer, open Customize → Edit task/milestone visibility. Toggle any task to Hidden and it is dropped from the customer portal; everything else stays Visible. The list is ordered to match your project view, so it’s easy to find the right row.

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Sharing comments

On a shared project, comments can be kept internal or shared with the customer:

• Each comment has a Share externally toggle. Off (the default) keeps it internal to your team; on shares it with the customer through the portal.
• The toggle only appears once the project is shared externally — on an unshared project every comment is internal.
• Comments the customer posts from the portal are always shared.
• Whoever writes a comment, and anyone @mentioned in it, is automatically added as a follower so they’re notified of future activity. They can unfollow at any time.

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Managing and revoking access

Open the Share dialog again to see everyone who currently has access. From there you can revoke access or copy a recipient’s share link. Revoking takes effect on the recipient’s next sign-in; an already-open session may persist briefly until it expires.

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Notes

• Public email providers (e.g. gmail.com, outlook.com) can’t be used as a domain grant — add those people as individual email grants instead.
• Sharing works for both projects and documents.