Set Up a Public Site for External Communication

Discontinuing the Public Site

On the April 28th the Public site will be discontinued. After this date it will only be possible to share workspace information with internal and external stakeholders through the Reports page available in a workspace.

Here you can view how the features provided in the Public site will be supported in the Reports page:

• Activating and sharing the Public site - From the Reports page, the workspace administrator will be able to share customized workspace information by generating and providing a link to a read-only version of the Reports page. Any internal and non-ProjectPlace users will be able to access the page. Password protection will not be offered, but instead the link can be disabled and a new one generated by the workspace administrator, providing at least equal protection. To learn more, visit Share workspace reports
• Public documents - The functionality for Public documents will remain the same, with the documents soon available in the new Public documents widget. The launch of this widget is planned to be released in Mid of April. It will not be visible by default for existing workspaces but can be added to the Reports page by a workspace administrator. To learn more, visit Customize Workspace Reports
• News - We will not provide the same functionality as in the Public site. Instead we recommend that you to use the Notes widget. The workspace administrator will be able to publish custom notes to the report with relevant information.
• Milestones - Same information will be available in the Milestones widget
• Workspace description and logotype - Same information will be available in the About the workspace widget
• List of stakeholders - The functionality to add stakeholders to be notified about changes will no longer be supported.

You can reach out to our Customer Care if you have any concerns regarding the Public site.

Activate a Public Site

To activate a public site for the workspace:

1. Navigate to a workspace you are a member of.
2. In the workspace toolbar, click the Administration menu and select Publishing.
3. In the Public site section, click Open settings for Public site.

   

4. In the new window that opens, click Public site in the Change publishing... sidebar.

   

5. Click the Activate checkbox to activate a public site for the workspace. 
6. Share the web address (URL) to all stakeholders that might be interested in the information you provide on the public site.
7. Select if you want the public site to be password protected or not.
8. Select what content you want to publish on the public site:
   • Workspace description and logotype (if there is one) are always published. 
   • Contact information of the workspace members.
   • Milestones included in the plan connected to the workspace.
   • Public documents are documents that can be put in the special Public documents folder in the Documents tool, and can be published on the public site. Only administrators can make changes to this folder and it cannot be deleted. See About the Public Documents Folder for more information on using the public documents folder.
   • News or updates that are displayed on the public site only. 
9. Select the language you want the public site to be displayed in.
10. Add a list of stakeholders that can be used to notify about public site changes. 
11. Click Save.

    

Add News to a Public Site

To add news to the public site:

1. Navigate to a workspace you are a member of.
2. In the workspace toolbar, click the Administration menu and select Publishing.
3. In the Public site section, click Open settings for Public site.

   

4. Select the News tab in the toolbar.
5. Type a Title and Text for the update.
6. Click Add to publish it to the public site.

   

Notify Stakeholders About Public Site Changes

To notify stake holders about public site changes:

1. Navigate to a workspace you are a member of.
2. In the workspace toolbar, click the Administration menu and select Publishing.
3. In the Public site section, click Open settings for Public site.

   

4. In the new window that opens, click Notify project stakeholders about changes in the Change publishing... sidebar.

   

5. In the new window that opens, type your message and click Send. The message will be sent as an e-mail to the stakeholders defined for the public site.