Sharing, Visibility, and Licensing

Question 1

External site members should not be able to see each other in a customer site.

Answer 1

‘Site User Visibility’ can be deselected on the Sharing Settingspage in order to ensure that external site members cannot see each other.

Question 2

The external members of a site who belong to the same customer or partner account should be able to see each other, but other external users should not be able to see each other.

Answer 2

‘Site User Visibility’ can be deselected on the Sharing Settingspage in order to ensure that external site members cannot see each other. On the same page, ‘Portal User Visibility’ can be selected to ensure that external users in the same customer or partner account can see each other.

Question 3

The members of a particular site should be able to see each other, regardless of whether they belong to the same account.

Answer 3

‘Site User Visibility’ can be selected on the Sharing Settingspage in order to enable an option that would allow site members to see each other. In the Preferences section of Administration, ‘See other members of this community’ can be selected to ensure that the members of the site can see each other.

Question 4

All of the external users of a site who are assigned to a particular profile should be able to see all of the other users in the org.

Answer 4

The ‘View All Users’ permission can be enabled in the profile of the site’s external users.

Question 5

The external users of an Experience Cloud site should not be able to view certain personal information fields in user records, including Username, Address, Email, Mobile, and Phone.

Answer 5

The ‘Enhanced Personal Information Management’ setting can be enabled on the ‘User Management Settings’ page in Setup. This setting blocks view and edit access to 30 personal information fields. The fields that should be hidden can be configured as personal information by adding ‘PersonalInfo’ in the Compliance Categorization area. The same can be removed for the fields that should be visible.

Question 6

Support agents of Cosmic Service Solutions require access to cases created by customers in the customer site of the company.

Answer 6

A share group can be created to share case records owned by users with the Customer Community license with the role of support agents.

Question 7

Support agents of Cosmic Service Solutions typically create cases on behalf of customers. These cases need to be made accessible to the customers in the customer site.

Answer 7

A sharing set can be created by navigating to ‘Settings’ under ‘Digital Experiences’ to grant customers access to cases associated with their contact record.

Question 8

Users with the role Team Manager who have a Customer Community Plus license require access to all cases created within their account for all contacts of the Account.

Answer 8

A sharing set can be used to grant access to all cases that have the same account as the Team Manager user.

Question 9

All opportunities related to a particular account need to be shared with users with the Partner Community license. They should have Read/Write access to it.

Answer 9

Sharing rulescan be created for the Partner Community license type. In this case, a criteria-based sharing rule can be created to share all opportunities with a certain Account ID. The ‘Read/Write’ access level can be specified while creating the rule.

Question 10

Partner users of a site need to be provided access to all cases, leads, opportunities, and records of custom objects belonging to users in their accounts at the same role or below them in the role hierarchy.

Answer 10

In this case, the Partner Super User Access can be enabled by navigating to Digital Experiences | Settings. Super user access can then be granted to a partner user by clicking ‘Enable Super User Access’ from the contact for the user on the partner account.

Question 11

A single record of the ‘Performance’ custom object needs to be shared with an Employee site user.

Answer 11

Manual Sharingcan be used to share a specific record with an Employee site user.

Question 12

Cosmic Enterprises uses a private external sharing model. A sales manager of the company needs to share an opportunity with a group of four partner users and provide ‘Read/Write’ access to it.

Answer 12

Opportunity Team Sharing can be used to share a specific opportunity with a group of up to five partner users. ‘Read/Write’ access can be provided to the users.

Question 13

Cosmic Enterprises is setting up an Experience Cloud site. The external users of the site would require access to leads, campaigns, and opportunities. The Salesforce Administrator of the company needs to determine the user profile that should be assigned to the external users.

Answer 13

The default user profile with the Partner Community license allows access to leads, campaigns, and opportunities.

Question 14

Customers of an Experience Cloud site being set up by Cosmic Solutions require read and edit access to their own accounts only.

Answer 14

A private external sharing model can be used for accounts, and the Customer Community profile can be assigned to the customers.

Question 15

Partners with the Partner Community default profile need to read, create, and edit campaigns in the site.

Answer 15

In addition to the access provided by the profile, partners would also require the ‘Marketing User’ permissionon their user records in order to create and edit campaigns.

Question 16

Cosmic Solutions has a custom object named ‘Hobby’. Only external users with the Customer Community Plus profile should be able to read, create, and edit records of this custom object. In addition, external users should not be able to view ‘Hobby’ records owned by other external users.

Answer 16

Since profiles determine access to Salesforce custom objects, access to the custom object can be added to the Customer Community Plus profile. The external sharing model for the object can be set to ‘Private’ to ensure that external users cannot access each other’s records.

Question 17

A Salesforce Administrator needs to grant all external user profiles access to the Salesforce mobile app.

Answer 17

Since the Salesforce mobile app is available for all external user profiles, all external users can be granted access to the Salesforce mobile app on their user records. The ‘API Enabled’ profile permission needs to be granted to access the community via Salesforce for Android and Salesforce for iOS.

Question 18

Cyril Corporation is setting up a new Experience Cloud site for partners who require access to Territory Management features.

Answer 18

The default user profile with the Partner Community licensecan be assigned to site users, since it is the only one that can access Territory Management functionality.

Question 19

Cosmic Solutions has set up a partner site. Partner accounts have been set up with three roles. One of the partner users with the ‘Partner Executive’ role requires access to all records owned by users with the same role, as well as ‘Partner Manager’ and ‘Partner User’ roles.

Answer 19

Super user accesscan be granted to the user who requires access to data owned by users with the same role, as well as roles below them. The user can be enabled as a super user by clicking ‘Enable Super User Access’ on the contact record for the user.

Question 20

Users of a particular partner account belonging to the ‘Partner User’ role require read access to all the records of a custom object called ‘Suggestion’ on which the value of the ‘Status’ field is set to ‘New’. Several records owned by high-volume site users.

Answer 20

A criteria-based sharing rulecan be created for this requirement. The partner users’ role can be selected by choosing ‘Portal Roles’. While defining the role, ‘Include records owned by users who can’t have an assigned role’ should be selected to ensure that records owned by high-volume site or system users are included.

Question 21

All users with the ‘Customer Manager’ role on an account require access to cases owned by internal users with the ‘Support Manager’ role.

Answer 21

An ownership-based sharing rulecan be created for this requirement. Cases owned by users with the ‘Support Manager’ role can be shared with users with the ‘Customer Manager’ role.

Question 22

Cosmic Solutions has a large number of accounts with only one site member. They want to avoid a large number of roles so it does not affect performance.

Answer 22

Account Role Optimizationcan be used, which will apply one person role for the single site users instead of creating multiple roles based on the account.

Question 23

A company uses a custom object to store comments created by the users of its customer site. Guest users of the site need Read Only access to all the comments that have been marked as visible using a custom checkbox field. They should have access to comments owned by high-volume site users, such as external users who have been assigned to the Customer Community or External Apps license.

Answer 23

A guest user sharing rule can be created to give guest users access to comments based on custom criteria which can include the custom checkbox field. An option can be selected in the rule to include records owned by high-volume site users.

Question 24

Cosmic Travels has built a partner site which can be accessed by internal and partner users. Internal users who access the site should be able to view all the opportunity records regardless of their ownership. But partner users should only be able to view the opportunities owned by them.

Answer 24

The internal organization-wide default setting of the Opportunity object can be set to Public Read Only to allow internal users to view all the opportunities. The external organization-wide default setting of the object can be set to Private to ensure that external users such as partners cannot view opportunities owned by others.

Question 25

Cosmic Electronics has built an Experience Cloud site for partners. Four partner accounts have been created for companies which are subsidiaries of a certain corporation. The data owned by the partner users with roles of these subsidiary accounts need to be shared with the users of the account that represents the corporation.

Answer 25

An external account hierarchy can be created. The four subsidiary accounts can be added aschild accounts of the corporation account in the hierarchy. The hierarchy can be activated to share child account data with the parent account.

Question 26

Cosmic Solutions needs to share leads and opportunities related to records of some accounts with supplier accounts.

Answer 26

Account Relationshipsand Account Relationship Data Sharing Rules can be used to share data with Partner Community and Customer Community Plus users. They can be used to allow members of the accounts to see records associated with other specific accounts based on the defined criteria.

Question 27

The leads associated with a partner account need to be shared with the users of another partner account. Many of the leads are owned by internal users. The users of the account that gains access should be able to view and edit the leads.

Answer 27

An Account Relationship Data Sharing Rule and an Account Relationship that uses the rule can be used to share the leads. When defining the data sharing rule, the Access Level, Object Type, and Account To Criteria Field should be Read/Write, Lead, and Partner Account ID. An account relationship that uses the Account Relationship Type defined in the rule can be created to share the leads.

Question 28

A system administrator recently set up an account relationship data sharing rule to share opportunities owned by the partner users of an account with the partner users of another account. Another administrator would like to define an account relationship that uses this rule.

Answer 28

The Account Relationships: Account To or Account Relationships: Account From related list on an Account record can be used to create a new account relationship between two accounts. The Account To field should be used to select the account that shares the records, while the Account From field should be used to select the account that gains access. The Account Relationship Type field should use the same value that is selected in the rule.

Question 29

An account relationship data sharing rule and an account relationship that uses the rule have been defined to share orders related to a partner account with the users of a customer account. The administrator of a customer site needs to ensure that the customers can access the shared records on the site.

Answer 29

The administrator must ensure that the Order object has been added as a navigation menu item to the navigation menu that is visible to the customers on the site. A custom list view can be created for the shared orders and used as the default list viewfor the navigation menu item.

Question 30

A company that sells wearable technologies wants to give customers access to an online forum where they can discuss the products offered by the company and share tips with one another. The site will also be used to create and access cases.

Answer 30

A Customer Community license allows access to Cases and Chatter, which they can use for an online forum.

Question 31

Partners of a company need access to an online solution for collaboration with the company’s account managers. Features are needed such as streamlined onboarding, deal registration and opportunity management.

Answer 31

A Partner Community license allows access to sales features such as Opportunities, and other features such as onboarding.

Question 32

Individual and business consumers of a computer manufacturing company need access to their account information with billing and shipping details, as well as past order details.

Answer 32

A Customer Community license will give access to Accounts and Orders.

Question 33

External resellers of a home appliance manufacturing company manually receive company-sourced leads from the marketing department. The sales director would like to automate lead assignment and routing to channel partners.

Answer 33

A PartnerCommunity license will give access to Leads, and allows users to view Lead queues and be assigned Leads.

Question 34

A startup company that sells computer accessories is currently using Salesforce. They want to create a public website that allows online registration and payment processing that integrates directly with Salesforce.

Answer 34

A CustomerCommunity license will enable registering online and paying via a payment portal. Customer Community licenses would also be suitable in case the website becomes a high-volume customer portal.

Question 35

A company wants to create an Experience Cloud site for public users to access public content, view Knowledge articles, and create cases.

Answer 35

If the intended use of the site is as a public knowledge base for unauthenticated/guest users, purchasing community licenses is not necessary. For example, guest users can access publicly available site pages to read content, review Knowledge articles, and perform tasks which do not require them to log in. Guest users can create Cases when web-to-case is set up with a Case quick action.

Question 36

A company wants to give some of their customer site users access to Leads, Quotes, and Analytics within the community, to allow them to handle leads and quotes, and view dashboards based on lead and quote reports. The company also needs additional data storage based on the requirements of these users, who currently have either Customer Community or Customer Community Plus license.

Answer 36

Neither Customer Community nor Customer Community Plus license allows access to Leads and Quotes. In addition, Customer Community license does not allow access to Analytics. To achieve this,Partner Community licenses will need to be used, which will allow access to Leads, Quotes, and Analytics within a customer site, while also providing increased data storage.

Question 37

Cosmic Solutions wants to create a support site for its local user groups. Most members of each local user group will need read-only access to an event calendar, and should be able to update their personal information and open support cases. User Group leaders will need to be able to add events to calendars and run reports about user activities.

User group leaders will access the site at least weekly, with some leaders more active in the site. User group members are expected to access the site one or two times a month. In addition, some of the site pages should be visible to individuals without requiring that they log in.

What would you recommend as the appropriate license types to meet these requirements?

Answer 37

Group leaderswill need the Customer Community Plus license, which gives them read/write access to calendars and the ability to run reports. User group leaders who access the site more frequently will require member-based licenses. Users needing access less frequently should have login-based licenses.

Other group members will need the Customer Community license so they can log in, maintain their information and open support cases. Since the group members are expected to access the site infrequently, a login-based license would be appropriate.

Some pages of the site site can be exposed publicly and visitors accessing these pages will notneed a license.

Question 38

Cosmic Insurance provides life insurance both directly to customers and via a financial advisor network. The financial advisor network collaborates with Cosmic Insurance using an Experience Cloud site. Cosmic Insurance would like to collaborate with its financial advisors on campaigns, leads and opportunities. It has developed custom commission functionality that has used five custom objects. It has also purchased access to an AppExchange app for its financial advisors to help generate quotes. This app contains twenty custom objects in a managed package.

There are three groups of users that require frequent access to the site: financial advisors, admin assistants and the marketing managers that work for financial advice firms. The financial advisors require access to manage leads, accounts, contacts, opportunities, custom commission functionality and the quote AppExchange app. Administrative assistants need access to view and edit accounts and contacts, but do not need access to any other sales or custom objects. The marketing managers will be managing campaigns and leads.

What would you recommend as the appropriate license types to meet these requirements?

Answer 38

Since the financial advisors require access to sales objects, including campaigns, and access to a custom app with fewer than ten custom objects, they will need Partner Community licenses with the PRM SKU. The financial advisors are expected to log in daily, so member-based login licenses would be required. The custom objects in managed packages do not count towards the custom object allocation, so the requirement for the five custom objects in the custom app means that a Partner Community license would be sufficient, because it allows up to ten custom objects.

The marketing managers would also require a Partner Communitymember-based license to manage campaigns and leads. Although they do not require access to the custom app, the Partner Community license is still sufficient to provide access to the sales objects such as campaigns, leads, accounts and contacts that they would be working with.

Since the administrative assistants only need access to view and edit accounts and contacts, External Appsmember-based licenses would be sufficient.

Question 39

Since the financial advisors require access to sales objects, including campaigns, and access to a custom app with fewer than ten custom objects, they will need Partner Community licenses with the PRM SKU. The financial advisors are expected to log in daily, so member-based login licenses would be required. The custom objects in managed packages do not count towards the custom object allocation, so the requirement for the five custom objects in the custom app means that a Partner Communitylicense would be sufficient, because it allows up to ten custom objects.The marketing managers would also require a Partner Communitymember-based license to manage campaigns and leads. Although they do not require access to the custom app, the Partner Community license is still sufficient to provide access to the sales objects such as campaigns, leads, accounts and contacts that they would be working with. Since the administrative assistants only need access to view and edit accounts and contacts, External Appsmember-based licenses would be sufficient.

Question 40

Cosmic Kitchen and Bath is a franchisor based in Orlando, Florida. It has over 200 franchisees nationwide.

It would like to give its franchisees access to a portal to collaborate on Leads, Opportunities, Campaigns, and Quotes, as well as providing them with the ability to run reports and dashboards. Franchisees will be expected to access the community at least several times a week, if not daily.

What would you recommend as the appropriate license type to meet these requirements?

Answer 40

For franchisees, a business-to-business portal is required. Salesforce provides two license options for a business-to-business portal that would be suitable in this situation: a Partner Community or Channel Account license.

Both of these community licenses provide access to Sales objects and provide the ability to run reportsand dashboards. The Channel Account license has the same permission and feature access as the Partner Community license, but it is priced per partner account.

In this case, Partner Community licenses would be sufficient. Since the franchisees are expected to log in frequently, member-based licenses can be purchased.

Question 41

Cosmic Travels has an Experience Cloud site that allows its customers to access their account information and manage cases related to products and services offered by the company. Customers are assigned to the Customer Community license. The community director of the company would like to allow them to create tasks related to their account and also update tasks that have been shared with them.

Answer 41

The Customer Community license allows customers to read, create, edit, and delete tasks. In the profile assigned to the customers, the ‘Edit Tasks’ permission can be enabled to give them the ability to create and edit tasks related to their account. They can also update the tasks that have been shared with them.

Question 42

Cosmic Solutions plans to develop a custom app for managing employee entitlements. The custom app would have 5 custom objects and would be used only by the HR team. The requirements of the app include access to standard objects such as contacts and tasks. It should also have calendar, reports, and dashboard functionality. The HR team does not need access to sales cloud objects.

Answer 42

In order to develop a custom app for internal users that do not need access to Sales Cloud functionality, Lightning Platform Starteror Lightning Platform Plus can be used. These contain a Salesforce Platform License which provides access to a custom app and core platform functionality including accounts, contacts, assets, tasks, events, reports, dashboards, documents, and custom tabs. Lightning Platform Starter provides access to 10 custom objects and Lightning Platform Plus provides access to 110 custom objects. In this case, Lightning Platform Starter would be sufficient.

Question 43

Stellarwear is a company that sells innovative wearable devices. They have an existing public community being used as a help center. They would like to start utilizing case management in Salesforce.

Customers will be allowed to create, view, and edit their own cases from their respective accounts on the Experience Cloud site.

Support agents can also create cases on behalf of customers, like when they call the hotline or visit the official service center. Customers should be able to access those cases too.

Answer 43

Since customers will start logging into the site, Customer Community licenses are needed.

The external org-wide default on cases should be set to ‘Private’, to ensure that customers can only see their own cases. Create, read, and edit permissions on cases should be granted on the profile assigned to the customer user.

A sharing set can be created in ‘Digital Experience Settings’ to grant customers access to cases associated with their contact record.

Question 44

Omega Solutions plans to start selling outside of the US. They would like to establish a portal where all opportunities related to particular accounts can be assigned to Canadian resellers.

Each reseller has a manager and at least one user. The users will be allowed to create contacts and opportunities, and to edit records they own. However, only their managers can delete contact and opportunity records.

One opportunity is related to a local account that also has a branch in Canada. The opportunity record needs to be shared with three specific users from the portal.

Answer 44

The Experience Cloud site will require Partner Community licenses in order to access the Opportunity object. A criteria-based sharing rule can be created to share all opportunities that has a certain Account ID to the portal users.

The external org-wide default on contacts and opportunities need to be set to ‘Private’. Create, read, and edit permissions should be granted to partner users. The same should be granted to partner managers, plus permission to delete records.

Opportunity team sharing can be used to share the opportunity with the three partner users.

Question 45

Cosmic Tools and Equipment has a partner site for suppliers and retailers. All suppliers require ‘Read’ access to sales orders stored in an external ERP system. They should not have direct access to the system.

On a case-by-case basis, a supplier would need access to certain retailers’ accounts and opportunities in order to support them with order fulfillment.

Answer 45

Salesforce Connect can be set up for suppliers to view data from an ERP system. ‘Read’ access to the external object that represents sales orders can be enabled in the profile assigned to the suppliers to allow them to view the sales orders in Salesforce.

Account Relationships can be enabled, which will allow an administrator to set up Account Relationship Data Sharing Rules and create Account Relationships for partner accounts. This will allow members of other partner accounts to see records owned by the account with which they have been shared.