EDITIONS Available in: • Enterprise • Performance • Unlimited • Developer USER PERMISSIONS To create partner users:
• “Manage External Users” To create customer users:
• “Manage External Users” OR
“Edit Self-Service Users” Important: When creating customer users, the account that the new contact is associated with must have an account owner that is assigned a role.
To log in as an external user:
• “Manage Users” AND
“Edit” on Accounts To allow an external user to access your community, you must enable the external user’s contact
record as a customer user or partner user, depending on their license type. Your community can contain users with Partner Community, Customer Community, and Customer Community Plus licenses.
Keep in mind that if your organization has person accounts, they can’t be used as partner accounts and you can’t create partner users that are associated with them. Only business accounts can be used as partner accounts.
1. To create partner users:
a. View the external account you want to create a user for.
b. Create a new contact. Click New Contact from the Contacts related list. Fill in the appropriate details, then click Save.
Note: Partner contacts can’t be owned by a non-partner account. Partner users can’t be owned by person accounts.
c. On the contact detail page, click Manage External User, then Enable Partner User. d. Edit the user record for this external user.
• Select the Partner Community user license.
• Select the appropriate profile. Remember that profiles give users access to tabs in your community, so be sure you choose a profile that has the appropriate tabs exposed.
Note: The available profiles for external users are limited to the Partner Community User profile or profiles cloned from it. Unlike a standard user, the partner user role is automatically assigned based on the account name. The partner user role is a subordinate of the account owner's role, therefore, all data for the partner user role rolls up to the partner account owner's role. Keep in mind that if you disable a partner user, their partner user role becomes obsolete and their data no longer rolls up to the partner account role.
• Deselect Generate new password and notify user immediately so that users
don’t receive a password before the community is activated. When you activate the community, the user will receive a welcome email with their login information, as long as the Send welcome email option is selected for the community.
Note: If you select this option, but your organization doesn’t have any Activecommunities that the user is a member of, Salesforce doesn’t send an email with login information.
If Send welcome email is disabled for your community, the user won’t receive an email with their username and password. You must manually send them the information.
Creating Communities Users Set Up Your First Community
e. Click Save.
Note: Creating an external user with a Customer Community Plus license is similar to creating a partner user. On the contact record, you must select Manage External User, then Enable Partner User. Additionally, when editing the user record, you select the Partner Community User profile or a profile cloned from it.
2. To create customer users: a. Create a new contact.
b. On the contact detail page, click Manage External User, then Enable Customer User. c. Edit the user record for this external user.
• Select the appropriate profile. The available profiles are limited to the Customer Community User profile and any profiles cloned from it.
Remember that profiles give users access to tabs in your community, so be sure you choose a profile that has the appropriate tabs exposed.
• Deselect Generate new password and notify user immediately so that users don’t receive a password before the community is activated. When you activate the community, the user will receive a welcome email with their login information, as long as the Send welcome email option is selected for the community.
Note: If you select this option, but your organization doesn’t have any Activecommunities that the user is a member of, Salesforce doesn’t send an email with login information.
If Send welcome email is disabled for your community, the user won’t receive an email with their username and password. You must manually send them the information.
d. Click Save.
Note: Customer Users don’t see the Notes & Attachments related list on accounts or contacts.
To troubleshoot issues or ensure the community is configured appropriately, on the contact detail page, click Manage External User and choose Log in As Partner User or Log in as Customer User. You must have Edit permission on Accounts to log in as a Partner User or Customer User. A new browser window opens and you are logged into the community on behalf of the external user.
Note: When you log in as an external user, you see the behavior that the external user sees. For instance, external users only see the community drop-down menu if they have access to more than one Activecommunity. Additionally, if an external user who is only a member of one Activecommunity is given the URL for Previewcommunity, they won’t see the drop-down menu when in the Previewcommunity.
Consider the following when creating external users.
• External users can’t be deleted. If you no longer want an external user to have access to a community, deactivate the user.
Creating Communities Users Set Up Your First Community