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            Sharing CRM Data in an Experience Cloud Site

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            Sharing CRM Data in an Experience Cloud Site

            Sharing CRM data in an Experience Cloud site can seem like a daunting task. You need to consider the various layers of sharing data in an internal Salesforce org, and then add the extra security layers included in a portal or community implementation. Here’s a cheat sheet of all the resources you need when setting up data sharing for your Experience Cloud site.

            Before implementing your site, familiarize yourself with how Experience Cloud sites coexist in a Salesforce org. Check out this video information:

            Warning
            Warning In Salesforce orgs created before February 8, 2024 that enabled digital experiences before the “Enable Secure Roles Behavior and Update Sharing Group References in Production” release update was enforced Winter ’26, record access was automatically extended to external members. Records previously accessible to Roles and Subordinates are available to Roles, Internal and Portal Subordinates. Opening up access to the site and portal subordinates could expose your org’s data to external users. To secure your sites, use the Convert External User Access Wizard to help ensure that no records or folders are shared with external users. For more information, see Use the Convert External User Access Wizard.

            In all orgs created on February 8, 2024 or later and in all orgs that enabled digital experiences after Winter ’26, access is secure by default. Records shared with the Roles and Internal Subordinates group through sharing rules or other mechanisms remain accessible only to internal users.

            Another important concept is that the type of license your users have affects the types of sharing available to them. Based on the licenses used to access an Experience Cloud site, users have standard or simple sharing capabilities.

            Standard sharing refers to all the sharing mechanisms available to internal Salesforce org users, plus various sharing mechanisms that come with Experience Cloud licenses (sharing sets, share groups, super user access). Standard sharing is available to Customer Community Plus and Partner Community licenses.

            Simple sharing means that users don’t have access to roles and sharing using the role hierarchy, and is normally employed in sites with a high volume of users. Simple sharing is available to Customer Community license holders. For more information about what’s included in the various licenses, check out Experience Cloud User Licenses.

            Resources for Sharing and Security
            Org-Wide Defaults

            Salesforce Org Resources

            Experience Cloud Resources

            Account Roles and Role Hierarchies

            Salesforce Org Resources

            Experience Cloud Resources

            Sharing Rules

            Salesforce Org Resources

            Experience Cloud Resources

            Sharing for Experience Cloud Sites

            Resources

             
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