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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.
Only admins can grant or revoke external access. Shared links are not anonymous — every recipient signs in before they can view anything.
Adding the first email or domain grant turns Share externally on automatically, so the toggle always reflects whether anyone currently has customer access.

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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.
Sharing with a specific email gives the smoothest experience. Prefer it when you know exactly who should have access.

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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, each field has two independent switches: Visible (shown in your internal project view and task table) and Share (shown to the recipient on the shared link). 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).
Custom fields with no value may not appear on the shared link — only fields that actually have a value on the task (or project) are shown.

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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:

Viewer

Can view the shared item. This is the only access level available for external grants today.

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Choosing what’s visible and shared

Open the project’s Customize (gear) menu and choose Edit field visibility. Every field — standard and custom — has two independent checkboxes:
  • Visible — the field shows in your internal project view and task table. Turn this on for custom fields you want your team to see and edit inline.
  • Share — the field is exposed to the customer on the shared link. Turn it off to keep a field internal-only.
Because they’re independent, a field can be visible internally but not shared, shared but hidden from your own view, both, or neither.
  • Fields are grouped into Project and Task sections and configured independently — changing the task Status does not affect the project Status. Use the search box to find a field quickly.
  • Standard fields (Status, Due date, …) are always visible in your app, so only their Share switch is editable. Title and any mandatory custom field are always on and can’t be switched off.
  • Custom fields are visible by default but not shared — each custom field starts with Visible on (so your team sees it in the project view / task table) and Share off (so it is not exposed to the customer). Turn Share on to include the field on the shared link.
  • The same dialog is available on project templates (the tabs read Project Template / Task).
The Share switch only affects external viewers; the Visible switch controls whether you see the field in the internal app. There’s no separate “add field” step anymore — every field is listed with both toggles.

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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.
External viewers only ever see comments that were shared with the customer — internal comments are filtered out of the portal.

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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.