External roles, super users and role optimization
How partner and customer account roles are created under the account owner's role, what the number-of-roles setting changes, how account role optimization assigns a shared person role and when it creates account roles, how to stay under the 50,000-role allocation, and how Partner and Portal Super User access differ.
Describe roles for external users.
~8 min read · 9 practice questions ·
What the exam expects
- Describe how partner and customer roles are created for an account and where they sit in the role hierarchy.
- Explain what changing the number of partner or customer roles affects, and what deleting a partner role does.
- Describe account role optimization (ARO): the shared person role, what happens when a second role-based user is activated, and its limits.
- Keep an org under the external role allocation with ARO and role clean-up.
- Choose between Partner Super User access and the Portal Super User permission.
Key terms: account roles (the 1-3 roles created per account, User, Manager and Executive); number of roles (the Digital Experiences setting for 1-3 customer or partner roles); shared person role (one role ARO assigns to the only role-based user on an account); role-based user (a Customer Community Plus or Partner Community user, who must hold a role); super user (an external user who sees peers' and subordinates' records).
Key facts
- Detail
- First external user enabled on the account; 1-3 per setting
- Detail
- Doesn't affect existing accounts
- Detail
- Executive renamed to Manager; object ID unchanged
- Detail
- Partner roles move under the new owner's role
- Detail
- Default number of roles created; all get the lowest role
- Detail
- Sharing Settings > Minimize the number of roles created
- Detail
- 50,000 roles for role-based external users
- Detail
- Incompatible
- Detail
- Cases, leads, custom objects, opportunities
- Detail
- Portal Super User permission in a permission set
Sources for this section (5)
- Roles automatically created for accountshelp.salesforce.com (opens in a new tab)
- Partner User Roleshelp.salesforce.com (opens in a new tab)
- Optimize Account Roleshelp.salesforce.com (opens in a new tab)
- External Account Hierarchies Considerationshelp.salesforce.com (opens in a new tab)
- Grant Portal Super User Accesshelp.salesforce.com (opens in a new tab)
- Why do partner roles follow the account owner when ownership changes?
- When does ARO stop using the shared person role for an account?
- When a middle partner role is deleted, why does the role above it change its name?
- What must be on before a partner contact can be given super user access, and where is it then granted?
The questions are free to read. Answers with their sources and self-grading are included with the pack.
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