Available in: Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
To manage partner portal users:
“Manage External Users”
To create, edit, and delete profiles:
“Manage Profiles and Permission Sets”
To create, edit, and delete page layouts:
To set field-level security:
“Manage Profiles and Permission Sets”
To set sharing rules:
Starting in Summer ’13, the partner portal is no longer available for organizations that aren’t currently using it. Existing organizations continue to have full access. If you don’t have a partner portal, but want to easily share records and information with your partners, try Communities.
Existing organizations using partner portals may continue to use their partner portals or transition to Communities. Contact your Salesforce Account Executive for more information.
Because your Salesforce partner portal has functionality that is similar to Salesforce, you manage your partner portal users in much the same way as you manage your Salesforce users.
Consider how the following items affect how you manage partner portal users:
Partner Portal Profiles
The permissions you assign to partner portal users define what functions they can perform within your organization's partner portal, such as whether users can view, create, or edit cases and custom object records. When you enable a partner portal, the Partner User profile is automatically created for your organization. The Partner User profile cannot be modified.
To enable partner users to log in to a partner portal, create profiles for your partners cloned from the Partner User profile. For each cloned profile, verify that the “API Only User” permission is not selected; if this permission is selected, users associated with the profile will not be able to log in to the partner portal. Cloning these profiles or creating permission sets also allows you to specify what portal users can do.
Partner Portal Sharing Rules
After you enable your partner portal, the following groups and sharing rule category are created:
Group or Category
All Partner Portal Users group
Contains all partner portal users in your organization
All Internal Users group
Contains all Salesforce users in your organization
Roles and Internal Subordinates sharing rule category
Allows you to create sharing rules in which you can choose specific Salesforce users in your organization by role plus all of the users in roles below that role, excluding any partner portal roles
You can use these groups and the sharing rule category to easily create sharing rules that grant all of your partner portal or Salesforce users access to specific data. You can also create sharing rules between partner portal users and Salesforce users, but not between partner users associated with different partner accounts.
If Salesforce Knowledge is enabled in your partner portal, portal users can see articles as permitted by the category group visibility settings.
Partner Portal Role Hierarchy
A portal user role hierarchy is created for an account and its contacts when you enable the first partner portal user on that account. The account is added to the role hierarchy beneath the user that owns the account. Whenever you enable a contact as a partner portal user, he or she is automatically assigned to the User role in the account's portal role hierarchy. The default number of roles in portal accounts is three. You can reduce the number of roles or add roles to a maximum of three. Partner users can be assigned one of three roles:
The Partner Executive role is immediately under the channel manager's role in the role hierarchy. The Partner Manager role is immediately under the Partner Executive role. The Partner User role is immediately under the Partner Manager role. Each role includes the partner account name as part of the role name. For example, if the partner account name is Acme, the three roles are Acme Partner Executive, Acme Partner Manager, and Acme Partner User. If the ownership of a partner account is changed to another channel manager, the partner user role is moved to that location in the role hierarchy.
Be careful managing your role hierarchy. Partner users at a given role level are always able to view and edit all data owned by or shared with users below them in the hierarchy, regardless of your organization’s sharing model. Use administrative reports to manage your partner roles.
Accounts with different portal types have a separate role hierarchy for each portal. Role names include the portal type with which they are associated. For example, if Account A has both a partner portal and a Customer Portal, then roles for the Customer Portal are named “Account A Customer User” and roles for the partner portal are named “Account A Partner User.”
All users in a partner user role have read access to all contacts under their partner account even when the contact sharing model is private. Partner users have read-write access to tasks associated with any object they can access. They also have read access to events associated with any object they can access. Partner users have the same access to Salesforce Knowledge articles as the account owner.
To view the roles assigned to your partner portal users, create a custom report, choose Administrative Reports, select Users as the data type, and add Role to your report columns.
Deletion of Partner Portal Roles
When you delete partner portal roles, the roles are renamed to maintain the hierarchy. For example, if the Manager role is deleted from a three-role hierarchy of Executive, Manager, and User, then the Executive role is renamed to Manager but its ID remains the same. When you create a partner portal role, the hierarchy of the new portal role is automatically determined and created bottom-up.
You can delete multiple roles in bulk for better performance. For example, if most of your users are assigned the User role, you can delete the Executive and Manager roles. For more information on deleting partner roles, see the SOAP API Developer's Guide.
Super User Access
Users can be assigned super user access to give them access to data owned by other users belonging to the same role or those below in the hierarchy. For example, a Partner Manager with super user access can see data owned by other users in the Partner Manager role and the Partner User roles.
Partner Portal User Licenses
Partner portal users cannot perform all of the functions that a Salesforce user can because partner portal users are assigned to a special type of user license.