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            Give External Users Access to Automotive Objects

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            Give External Users Access to Automotive Objects

            Provide users the required, but minimum, level of access to automotive objects and records. In this example, we see how Neo Motors creates a partner user, Paula Zhu for Meridian Auto Spare Parts Dealer, and gives her the required level of access to manage business from an external site.

            Required Editions

            Available in: Enterprise, Unlimited, and Developer Editions
            User Permissions Needed
            To create a Digital Experience site and create users Manage External Users, Manage Profiles and Permission Sets, and Create and Set Up Experiences

            Neo Motors uses the Partner Community user license for partners and dealers. They use the Customer Community Plus user license for customers. The admin has set up roles in the org. She has created a role for dealers and also assigned herself a role that’s higher in the hierarchy because that’s a prerequisite for creating partner users.

            Paula Zhu requires the following access:

            • Ability to create, edit, and transfer leads.
            • Ability to view a list of vehicles on the home page of the site.
            • Ability to create topics for Knowledge.
            • Ability to create and edit vehicle definitions and vehicles.
            • Ability to submit proof-of-sale documents and create rebate claims.
            • Ability to view transaction journals, sales agreements, and the forecast for the partner account.
            • Ability to create business milestones, asset milestones, asset account participants, and asset contact participants.
            1. Clone the Partner Community user profile.
              1. From Setup, enter Profiles in the Quick Find box, then select User Profiles.
              2. Click Clone for Partner Community.
              3. Enter a name such as Dealers Portal Profile.
              4. Save your changes.
            2. Edit the user permissions.
              1. Click Edit on the Dealers Portal Profile page.
              2. In the General User Permissions section, select the following.
              • Convert Leads
              • Create Topics
              • Manage Leads
              • Transfer Leads
              1. Save your changes.
            3. Edit the object permissions.
              1. Click Edit on the Dealers Portal Profile page.
              2. In the Standard Object Permissions section, provide the required object permissions.
              3. Save your changes.
            4. Create a partner user.
              1. From the App Launcher, find and select Accounts.
              2. Select the Meridian Auto Spare Parts Dealer Account record.
              3. Click Quick Actions, and select Enable as Partner.
              4. Go to the Related tab of the Account.
              5. Select the Contact record for Paula Zhu.
              6. Click Quick Actions, and select Enable Partner User.
              7. On the New User page in Setup, make sure you specify the following.
              • Role: The role associated with partner users.
              • User License: Partner Community
              • User Profile: Dealers Portal Profile
              1. Save your changes.
            5. Assign the permission set licenses to the user.
              1. On the newly created User page, click Permission Set License Assignments.
              2. Click Edit Assignments.
              3. Click Enabled for the following.
              • Action Plans
              • Actionable Relationship Center
              • Automotive Foundation for Experience Cloud
              • Automotive Scheduler for Experience Cloud
              • Manufacturing Advanced Account Forecast For Community Psl
              • Manufacturing Sales Agreements For Community Psl
              • OmniStudio Runtime for Communities
              • Partner Lead Management for Experience Cloud
              • Partner Performance Management for Experience Cloud
              • Partner Visit Management for Experience Cloud
              • Vehicle and Asset Finance Foundation for Experience Cloud
              • Fleet Management for Experience Cloud
              • Warranty Management For Experience Cloud
              • Rebate Management for Experience Cloud
              1. Save your changes.
            6. Assign the permission sets to the user.
              1. On the newly created User page, click Permission Set Assignments.
              2. Click Edit Assignments.
              3. Move the following permission sets to the Selected list.
              • Action Plans
              • ARC Access
              • Automotive Foundation for Experience Cloud
              • Manufacturing Advanced Account Forecast For Community Psl
              • Manufacturing Sales Agreements For Community Psl
              • Automotive Scheduler for Experience Cloud
              • OmniStudio Runtime for Communities
              • Partner Lead Management for Experience Cloud
              • Partner Performance Management for Experience Cloud
              • Rebate Management for Experience Cloud
              1. Save your changes.
            7. Edit the sharing settings and sharing rules for objects.
              1. From Setup, enter Sharing in the Quick Find box, then select Sharing Settings.
              2. Click Edit in the Organization-Wide Defaults list view.
              3. For Asset, select Default External Access as Controlled By Parent.
                All Asset records have an Account lookup relationship. Partner users for Meridian Partners would be able to manage assets and in turn, vehicles, that are associated with the Meridian Partners Account record.
              4. For Product, select Default External Access as Public Read/Write.
                The default sharing setting on Product is inherited by Vehicle Definition. To allow partner users like Paula create and edit vehicle definition records, they must have create and edit access for the corresponding Product records.
            8. Click Save.
            9. For other objects, you can create criteria-based or record-owner based sharing rules.
              For example, create a criteria-based sharing rule for Leads so that all records filtered by the Zip or Postal Code are shared with a specific dealership. See Sharing Rules for details.
            10. Create a partner site.
              1. From Setup, enter Sites in the Quick Find box, and select All Sites under Digital Experiences.
              2. Click New.
              3. Select the Automotive template and click Get Started.
              4. Enter a name for the site, the domain name, and click Create.
            11. Customize the home page and the Vehicle Detail page of the site.
              1. On the All Sites page in Setup, click Builder beside the new site name you created.
              2. Click the Automotive Site Header component.
              3. For Navigation Component, select Multilevel Navigation Menu.
              4. Click Experience Cloud component icon and drag the Record List component to the page.
              5. To show a list of vehicles owned by Meridian Partners on the home page, select the following values.
              • Layout: Compact
              • Object Name: Vehicle
              • Filter Name: My Vehicles
              1. On the builder’s header, select the click Home, and search for the Vehicle Detail page.
              2. Click Experience Cloud component icon and drag the following components to the required areas of the page.
              • Events and Milestones: Select the Asset Milestone types you want to hide from the partner user.
              • ARC Relationship Graph: If you’ve created an ARC graph to show the stakeholder relationships related to a vehicle, select the graph you want to display.
              • Relationship Card: If you’ve created relationship cards to show the stakeholder relationships related to a vehicle, select the card types you want to display.
              • Related List: You can also display work orders, action plans, and rebate claims related to a vehicle as related lists on the Vehicle record page.
              • Timeline: Select one or more Timeline configurations to display events and other records related to the Vehicle or its parent Asset record.
              1. To activate the changes, click Publish.
            12. Add the user profile as a site member and activate the site.
              1. Click Administration, and go to the Members tab.
              2. Move the Dealers Portal Profile user profile to the Selected list.
              3. Click Save.
              4. Go to the Settings tab and click Activate.
            13. Create a sharing set to determine object access in relation to an account.
              1. From Setup, enter Digital in the Quick Find box, and select Settings under Digital Experiences.
              2. Click New in the Sharing Sets section.
              3. Provide a label for the sharing set.
              4. Move the Dealers Portal Profile from the Available to the Selected list.
              5. Grant access to objects based on an account or contact lookup. Select the objects and click Set Up to define the level of access.
                For example, Badger Parts wants to provide read access to Paula only on the rebate claims that she has submitted. Set up the access as User= Contact.Account, Target Rebate Claim= ClaimedByAccount, and Access Level = Read Only.
              6. Click Update.
              7. Repeat the process for all object you select.
                See Create a Sharing Set for details.
              8. Click Save.

            Paula can now log in to the site with her credentials she received in a welcome email. She can see the list of vehicles, cases, active orders, leads, and opportunities on the home page. She can also see the list of navigation items using which she can manage vehicles, claims, stakeholders, and more.

             
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