Who Can See What in Experience Cloud Sites

The dropdown in the global header shows a list of sites the user created or can access. Also links back to their internal org.

Can access setup for all sites, regardless of status.

Can see sites in Preview status.

The dropdown in the global header shows a list of sites that the user created or an org. Also links back to their internal org.

Can't access sites in Inactive status. If a link is provided, can see sites in Preview status.

The dropdown in the global header shows a list of sites that the user can access.

Can't access sites in Inactive status. If a link is provided, can see sites in Preview status.

Same as in internal org.

Chatter Free users see a My Settings menu, an Edit Contact Info menu, and a Logout link. For Chatter Free users, the My Settings menu opens an overlay where they can update location settings, security settings, email settings, and approved connections. These settings apply across the internal org and all sites that users can access. This overlay is different from the My Settings page that other internal users see if the org has enabled the improved Setup user interface.

Admins or users with “Manage Sites” can see the menu and use it to preview the site. Such users can also access site settings in Experience Builder, Site.com Studio, and Lightning Platform. The Experience Builder option doesn’t appear for sites created from the Salesforce Tabs + Visualforce template.

This menu only appears within site Management.

Users with “Manage Sites” can see the menu and use it to preview the site or access Experience Builder, Site.com Studio, and Lightning Platform. The Experience Builder option doesn’t appear for sites created from the Salesforce Tabs + Visualforce template.

This menu only appears within site Management.

A user can see all groups within a site and join them. The user can't see groups from other sites they belong to or their internal org.

Can create groups. In groups user is a member of, can post, comment, post files or links, or share someone else's post.

Admins can also control whether users in the org and external users can create groups through the “Create and Own New Chatter Groups” user permission.

A user can see all groups within a site and join them. The user can't see groups from other sites they belong to or their internal org.

Can create groups. In groups user is a member of, can post, comment, post files or links, or share someone else's post.

A user can see all groups within a site and join them. The user can't see groups from other sites they belong to or their internal org.

Can create groups. In groups user is a member of, can post, comment, post files or links, or share someone else's post.

Regardless of the current site, users see all their files. They see the files that they own, that are shared with them directly, that they can access in a library, or that are posted to a record that they can access.

Files posted to groups and shared with an entire site can be viewed only in that site.

There’s a difference between when files are visible and when they’re shareable through feeds.

Visible: Files in libraries are visible, regardless of the site where the files were uploaded. For a file on a record to be visible, the site must be able to access the record and the library that the file is in.

Shareable: A user can share a file across sites if they’re sharing to a record and the file is in a library. A file can be shared to a Chatter group only within the same site where it was originally uploaded. A user can’t share a file from the file detail page in sites, even for files that can be shared through Chatter.

Regardless of the current site, users see all their files. They see the files that they own, that are shared with them directly, or that they can access in a library. Portal users see files that are posted to records that they can access, unless the record post was marked “Internal Only”.

There’s a difference between when files are visible and when they’re shareable through the Chatter publisher. Files in libraries are visible, regardless of the site where the files were uploaded. A user can share files across sites through the Chatter publisher as long as those files are in libraries that the user can access. However, they can share files that aren’t in libraries only within the site where the files were uploaded.

Can see profiles for all members in the current site. Can’t see profiles of users in the internal org.

Profile visibility enforces user sharing.

Can see activity statistics and influence for the current site.

All activity on records, such as posts and comments, is counted in the user's internal org and not in the site where the activity occurred.

Can see activity statistics and influence for the current site.

All activity on records, such as posts and comments, isn’t counted in the user's activity statistics and influence.

Email notification preferences are set per site. Within a site, users can control their Chatter email notifications in their personal settings.

Can control email notifications for their internal org from their personal settings. (Enter Chatter in the Quick Find box, then select Email Notifications.)

Within a site, all users can control group email notifications on each group's page.

Chatter personal email digests aren’t supported in Experience Cloud. Group digests are supported, but the option to receive email notifications for every post is disabled when groups exceed 10,000 members. All members who have this option selected are automatically switched to daily digests.

Email notification preferences are set per site. Within a site, standard Salesforce user can control their Chatter email notifications in their personal settings.

Can control email notifications for their internal org from their personal settings. (Enter Chatter in the Quick Find box, then select Email Notifications.)

Chatter Free user can control Chatter emails for their sites under Your Name | My Settings | Email Settings. The chosen settings apply to the current site.

Within a site, all users can control group email notifications on each group's page.

Chatter personal email digests aren’t supported in Experience Cloud. Group digests are supported, but the option to receive email notifications for every post is disabled when groups exceed 10,000 members. All members who have this option selected are automatically switched to daily digests.

Email notification preferences are set per site. Within a site, external users can control their Chatter email notifications under Your Name | My Settings | Email Settings. Portal users can also control group email notifications on each group's page.

Chatter personal email digests aren’t supported in Experience Cloud. Group digests are supported, but the option to receive email notifications for every post is disabled when groups exceed 10,000 members. All members who have this option selected are automatically switched to daily digests.

In their list of Chatter messages, can see private messages that they’ve sent or received in their internal org and any sites that they're a member of.

Can send a Chatter message to a member of a common site. But must initiate the message within the site that the target user is a member of.

Administrators with “Manage Chatter Messages” and “API Enabled” permissions can delete messages.

The API allows users to send Chatter messages across sites.

In their list of Chatter messages, can see private messages that they’ve sent or received in their internal org and any sites that they're a member of.

Can send a Chatter message to a member of a common site, but must initiate the message within the site that the target user is a member of.

In the user's list of Chatter messages, can see all messages that they’ve sent or received in any site they're a member of.

Can send a Chatter message to a member of a common site, but must initiate the message within the site that the target user is a member of.

Chatter messages are accessed through the Chatter tab, which can be disabled for external site members. When using Chatter messages in sites, ensure that the Chatter tab is enabled.

People

Users

People specific to the current site.

• Other partners and customers in the site can’t search information in hidden fields on a profile. But users in the company's internal org can search this type of information.
• Portal users can't search for users in the site when sidebar search is enabled.
• When external site members search for users, global search and enhanced user lookups (All Fields selected) query the following limited set of fields on user records:
  • Name
  • Username
  • User ID
  • Body
  • Email
  • Phone
  • Custom fields

With global search from the internal org, uneven results can occur when searching for a site User record. Here’s why and what to do about it.

Each site has a unique network ID. When a site user is created through Contact record | Create External User, the new User record is assigned to a site's network ID.

Global search looks for records in the internal org, which has a different network ID than the site. A global search doesn't search inside sites. Since the User record is associated with a site network ID, global search doesn't return results for that record.

The workaround is to create User records in the internal org, and then associate the records to a site. It’s possible to associate an internal User record to a site by linking the internal record to a Contact record. After the link is forged, the User record is discoverable through global search. The User record's network ID is now associated with the internal org.

Visibility in the current site:

• Owned files
• Files shared with the user in a public or private group
• Files shared with the entire site

Visibility in any site:

• Files posted on accessible records and record feeds
• Salesforce CRM Content library files that the user can access

Files owned by a user are always visible in search results for that user, regardless of how they were uploaded.

Visibility in the current site:

• Owned files
• Files shared with the user in a public or private group
• Files shared with the entire site

Visibility in any site:

• Files posted on accessible records and record feeds (unless the file posted on the record is marked “Internal Only”)
• Salesforce CRM Content library files that the user can access

Files owned by a user are always visible in search results for that user, regardless of how they were uploaded.

Feed posts and comments from within the site where the search is performed.

Global search returns information from all feed contexts. Contextual feed search returns information from the context where the search is performed. For example, results can come from the context of a feed on a user profile, a record, or a group. To find information in a different site feed, users must search from within that site.

Users who are members of all sites that the user is also a member of, and other external users associated with the same external account. Users with the partner portal license also see the owner of the portal account.

The Recently Viewed Users list in the lookup shows all users that they can access via their license, profile settings, permission sets, and sharing rules. If user sharing is enabled in the org, this behavior varies depending on how it's configured.

For external site members, enhanced user lookups search within a limited set of fields when the All Fields option is selected.

Lookups in site Management and Experience Workspaces initially return the items that the user most recently viewed from within the site. If an object that the user is looking for isn’t in the Recently Viewed Documents list, they can try typing all or part of the object name and searching again.