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Optimize Account Roles to Improve Performance and Scale
If you expect a large volume of business accounts with a single Experience Cloud user, we recommend enabling Account Role Optimization (ARO) to ensure the best performance possible. ARO minimizes the number of roles created for users with licenses that require external user records to be associated with roles. The fewer the roles, the better the performance of your Experience Cloud site.
Without ARO, the default number of site roles (1 to 3) is created for every user created, even if they aren’t required to share data. A high volume of roles impact performance and can potentially reduce the scale of your site.
With ARO enabled for an external role-based user who is the only external role-based user for an account, a shared person role is created and assigned to them. It rolls up to the account owner. When a second user with a role-based license is added to the account, more roles are necessary to support sharing data. The number of account roles are created based on the default number of roles, and the lowest level (Worker) role is assigned to all external role-based account users. In a three-role hierarchy, the Executive, Manager, and User roles are created. The top-most role rolls up to the account owner.
Account Role Optimization interacts with experience cloud licenses independently. For example, if an account has a single user with a Customer Community Plus license and two users with Partner Community licenses, ARO applies only to the Customer Community Plus license user. The user with the Customer Community Plus license is assigned to the shared customer site person role. Each user with the Partner Community license is individually assigned to one of the account’s partner site roles. This feature doesn’t affect role usage for person accounts.
| Role or Community User Allocations | Allocation | Details |
|---|---|---|
| Total roles for users with licenses that require external users to be associated with roles. | 50,000 | This allocation includes all roles associated with users who hold licenses that require external users to be associated with roles, such as Customer Community Plus and Partner Community licenses. If you need more roles, contact Salesforce Customer Support and ask for a Large User Volumes assessment. |
| Maximum person account site users that a Salesforce user can own | 50,000 | Contact Salesforce Customer Support to increase this allocation. |
From , enable Minimize the number of roles created, which improves performance by cutting down processing loads.
Review how account role optimization responds to account changes.
| Change to Account | Account Role Optimization Response |
|---|---|
| Account merges | A shared person role is used when an account merge results in a single Experience Cloud site user, a single portal user, or one of each type. |
| Change in account ownership | The single Experience Cloud site user assigned to the original account owner is reassigned to the new owner’s shared person role. |
| Community user license upgraded to a role-based community user license | If the account owner doesn’t already have another role-based Experience Cloud site user, a shared person role is assigned to the site user. |
| Contact moved to a different account | Regular Experience Cloud site roles are used regardless of whether a role-based site user exists in the new parent account. |
If you require additional roles after enabling account role optimization configure person account owner power users. Person account owner power users can own as many customer or partner portal accounts as are needed. They can’t change their role, look up to a parent role, or reparent their role. Person account owner power user objects can't be created if deferred sharing is turned on for your org.
Create a PersonAccountOwnerPowerUser object via API. Enter the user ID of the power user and
the type of users that they can own, Customer or Partner.
- Sharing Considerations for Using Account Role Optimization in Experience Cloud Sites
The combination of role-based sharing and account role optimization (ARO) provides access to records and reports across accounts in Experience Cloud sites. Consider using targeted sharing access when you activate account role optimization. By using ARO and role-based sharing, an account’s records are exposed to other accounts that roll up to the same shared person role. - Use a Shared Person Account Role for Site Users
Convert single-user accounts associated with sites to use a shared person account role. A shared person account role is one role that the platform creates and assigns to all external role-based users that are in a single-user account.
