---
schema_version: "1"
id: 85989cfc43acce13049ea5425956ca680c966f49cd33f90e6d35e91f1c13e2cb
title: Sharing CRM Data in an Experience Cloud Site
collection: admin
version: current
locale: en-us
portal_url: https://docs.salesforce.com/admin/current/en-us/experience/264-0-0/networks_sharing_CRM_data_cheatsheet.md
canonical_url: https://help.salesforce.com/s/articleView?id=experience.networks_sharing_CRM_data_cheatsheet.htm&release=264.0.0&type=5
source_site: help.salesforce.com
content_type: documentation
content_hash: 750169a54e6ea0a51c122d3581b332a2ac064df5d2d6a211b9bfaf6af108988c
description: Sharing CRM data in an Experience Cloud site can seem like a daunting task. You need to consider the various layers of sharing data in an internal Salesforce org, and then add the extra security layers included in a portal or community implementation. Here’s a cheat sheet of all the resources you need when setting up data sharing for your Experience Cloud site.
products:
  - Experiences
release: "264"
---
# Sharing CRM Data in an Experience Cloud Site

Sharing CRM data in an Experience Cloud site can seem like a daunting task. You need to consider the various layers of sharing data in an internal Salesforce org, and then add the extra security layers included in a portal or community implementation. Here’s a cheat sheet of all the resources you need when setting up data sharing for your Experience Cloud site.

Before implementing your site, familiarize yourself with how Experience Cloud sites coexist in a Salesforce org. Check out this video information:

- [Experience Cloud Sites and Users in Your Salesforce Org](https://salesforce.vidyard.com/watch/5kixavmXPC372dCZ37Z2dv)

![Warning](https://sf-zdocs-cdn-prod.zoominsoftware.com/tdta-experience-communities-264-0-0-production-enus/bf7df212-91a1-4fa3-a007-4d6f3e3b470b/images/icon_warning.png)

Warning In Salesforce orgs created before February 8, 2024 that enabled digital experiences before the “Enable Secure Roles Behavior and Update Sharing Group References in Production” release update was enforced Winter ’26, record access was automatically extended to external members. Records previously accessible to Roles and Subordinates are available to Roles, Internal and Portal Subordinates. Opening up access to the site and portal subordinates could expose your org’s data to external users. To secure your sites, use the Convert External User Access Wizard to help ensure that no records or folders are shared with external users. For more information, see [Use the Convert External User Access Wizard](https://help.salesforce.com/s/articleView?id=platform.customer_portal_access_wizard.htm&language=en_US).

In all orgs created on February 8, 2024 or later and in all orgs that enabled digital experiences after Winter ’26, access is secure by default. Records shared with the Roles and Internal Subordinates group through sharing rules or other mechanisms remain accessible only to internal users.

Another important concept is that the type of license your users have affects the types of sharing available to them. Based on the licenses used to access an Experience Cloud site, users have standard or simple sharing capabilities.

Standard sharing refers to all the sharing mechanisms available to internal Salesforce org users, plus various sharing mechanisms that come with Experience Cloud licenses (sharing sets, share groups, super user access). Standard sharing is available to Customer Community Plus and Partner Community licenses.

Simple sharing means that users don’t have access to roles and sharing using the role hierarchy, and is normally employed in sites with a high volume of users. Simple sharing is available to Customer Community license holders. For more information about what’s included in the various licenses, check out [Experience Cloud User Licenses](https://help.salesforce.com/s/articleView?id=platform.users_license_types_communities.htm&type=5&language=en_US).

<table class="slds-table slds-table_bordered slds-max-medium-table_stacked slds-m-bottom_small ">
      <colgroup>
        <col style="width:100%">
      </colgroup>
      <thead class="slds-text-title_caps ">
        <tr class="">
          <th scope="col" class="slds-cell-wrap" style="vertical-align:top;" id="d110690e75">Resources for Sharing and Security</th>
        </tr>
      </thead>
      <tbody>
        <tr class="">
          <td data-label="Resources for Sharing and Security" class="slds-cell-wrap" style="vertical-align:top;" headers="d110690e75 ">
            <em>
              <strong>Org-Wide Defaults</strong>
            </em>
          </td>

        </tr>
        <tr class="">
          <td data-label="Resources for Sharing and Security" class="slds-cell-wrap" style="vertical-align:top;" headers="d110690e75 ">
            <p>
              <strong>Salesforce Org Resources</strong>
            </p>
            <ul>
              <li>
                <strong>Video</strong>
                <ul>
                  <li>
                    <a href="https://salesforce.vidyard.com/watch/B1bQnMFg2VyZq7V6zXQjPg" target="_blank">Who Sees
                      What: Organization Wide Defaults</a>
                  </li>

                </ul>

              </li>

              <li>
                <strong>Salesforce Help</strong>
                <ul>
                  <li>
                    <a href="https://help.salesforce.com/articleView?id=security_sharing_owd_about.htm&amp;language=en_US" target="_blank">Organization-Wide Sharing Defaults</a>
                  </li>

                </ul>

              </li>

              <li>
                <strong>Trailhead</strong>
                <ul>
                  <li>
                    <a href="https://trailhead.salesforce.com/modules/data_security" target="_blank">Module: Data Security</a>
                  </li>

                </ul>

              </li>

            </ul>
            <p>
              <strong>Experience Cloud Resources</strong>
            </p>
            <ul>
              <li>
                <strong>Video</strong>
                <ul>
                  <li>
                    <a href="https://salesforce.vidyard.com/watch/eYT4KM8SPS2JXEeujm6yJe?" target="_blank">Who Sees What
                      in Communities: External Org-Wide
                      Defaults</a>
                  </li>

                </ul>

              </li>

              <li>
                <strong>Salesforce Help</strong>
                <ul>
                  <li>
                    <a href="https://help.salesforce.com/articleView?id=security_owd_external.htm&amp;language=en_US" target="_blank">External
                      Organization-Wide Defaults Overview</a>
                  </li>

                </ul>

              </li>

              <li>
                <strong>Trailhead</strong>
                <ul>
                  <li>
                    <a href="https://trailhead.salesforce.com/projects/communities_share_crm_data" target="_blank">Share CRM
                      Data with Your Partners</a>
                  </li>

                </ul>

              </li>

            </ul>
          </td>

        </tr>
        <tr class="">
          <td data-label="Resources for Sharing and Security" class="slds-cell-wrap" style="vertical-align:top;" headers="d110690e75 ">
            <strong>
              <em>Account Roles and Role
                Hierarchies</em>
            </strong>
          </td>

        </tr>
        <tr class="">
          <td data-label="Resources for Sharing and Security" class="slds-cell-wrap" style="vertical-align:top;" headers="d110690e75 ">
            <p>
              <strong>Salesforce Org Resources</strong>
            </p>
            <ul>
              <li>
                <strong>Video</strong>
                <ul>
                  <li>
                    <a href="https://salesforce.vidyard.com/watch/B1bQnMFg2VyZq7V6zXQjPg" target="_blank">Who Sees
                      What: Record Access via Roles</a>
                  </li>

                </ul>

              </li>

              <li>
                <strong>Salesforce Help</strong>
                <ul>
                  <li>
                    <a href="https://help.salesforce.com/articleView?id=admin_roles.htm&amp;language=en_US" target="_blank">User Role
                      Hierarchy</a>
                  </li>

                </ul>

              </li>

              <li>
                <strong>Trailhead</strong>
                <ul>
                  <li>
                    <a href="https://trailhead.salesforce.com/modules/data_security" target="_blank">Module: Data Security</a>
                  </li>

                </ul>

              </li>

            </ul>
            <p>
              <strong>Experience Cloud Resources</strong>
            </p>
            <ul>
              <li>
                <strong>Video</strong>
                <ul>
                  <li>
                    <a href="https://salesforce.vidyard.com/watch/AS2eb5tKSs2EctvMfhqGoK?" target="_blank">Who Sees What
                      in Communities: Accounts and Role
                      Hierarchies</a>
                  </li>

                </ul>

              </li>

              <li>
                <strong>Salesforce Help</strong>
                <ul>
                  <li>
                    <a href="https://help.salesforce.com/articleView?id=networks_create_external_users.htm&amp;language=en_US" target="_blank">Create
                      Community Users</a>
                  </li>

                  <li>
                    <a href="https://help.salesforce.com/articleView?id=networks_default_roles.htm&amp;language=en_US" target="_blank">Set the
                      Default Number of Community Roles</a>
                  </li>

                  <li>
                    <a href="https://help.salesforce.com/articleView?id=networks_partners_sharing_rules.htm&amp;language=en_US" target="_blank">Sharing Data
                      with Partner Users</a>
                  </li>

                </ul>

              </li>

              <li>
                <strong>Trailhead</strong>
                <ul>
                  <li>
                    <a href="https://trailhead.salesforce.com/projects/communities_share_crm_data" target="_blank">Share CRM
                      Data with Your Partners</a>
                  </li>

                </ul>

              </li>

            </ul>
          </td>

        </tr>
        <tr class="">
          <td data-label="Resources for Sharing and Security" class="slds-cell-wrap" style="vertical-align:top;" headers="d110690e75 ">
            <strong>
              <em>Sharing Rules</em>
            </strong>
          </td>

        </tr>
        <tr class="">
          <td data-label="Resources for Sharing and Security" class="slds-cell-wrap" style="vertical-align:top;" headers="d110690e75 ">
            <p>
              <strong>Salesforce Org Resources</strong>
            </p>
            <ul>
              <li>
                <strong>Video</strong>
                <ul>
                  <li>
                    <a href="https://salesforce.vidyard.com/watch/pC88Jy7-Q3e4R51zh1XFYA" target="_blank">Who Sees
                      What: Record Access via Sharing Rules </a>
                  </li>

                </ul>

              </li>

              <li>
                <strong>Salesforce Help</strong>
                <ul>
                  <li>
                    <a href="https://help.salesforce.com/articleView?id=security_about_sharing_rules.htm&amp;language=en_US" target="_blank">Sharing
                      Rules</a>
                  </li>

                </ul>

              </li>

              <li>
                <strong>Trailhead</strong>
                <ul>
                  <li>
                    <a href="https://trailhead.salesforce.com/modules/data_security" target="_blank">Module: Data Security</a>
                  </li>

                </ul>

              </li>

            </ul>
            <p>
              <strong>Experience Cloud Resources</strong>
            </p>
            <ul>
              <li>
                <strong>Video</strong>
                <ul>
                  <li>
                    <a href="https://salesforce.vidyard.com/watch/UWy5gsp8sg6cnveyunm8py" target="_blank">Who Sees What in Communities:
                      Sharing Rules</a>
                  </li>

                </ul>

              </li>

              <li>
                <strong>Trailhead</strong>
                <ul>
                  <li>
                    <a href="https://trailhead.salesforce.com/projects/communities_share_crm_data" target="_blank">Share CRM
                      Data with Your Partners</a>
                  </li>

                </ul>

              </li>

            </ul>
          </td>

        </tr>
        <tr class="">
          <td data-label="Resources for Sharing and Security" class="slds-cell-wrap" style="vertical-align:top;" headers="d110690e75 ">
            <strong>
              <em>Sharing for Experience Cloud
                Sites</em>
            </strong>
          </td>

        </tr>
        <tr class="">
          <td data-label="Resources for Sharing and Security" class="slds-cell-wrap" style="vertical-align:top;" headers="d110690e75 ">
            <p>
              <strong>Resources</strong>
            </p>
            <ul>
              <li>
                <strong>Video</strong>
                <ul>
                  <li>
                    <a href="https://salesforce.vidyard.com/watch/N5j4icGBKK1Cb5uQrZAXm7?" target="_blank">Who Sees What
                      in Communities: Community-Specific
                      Sharing</a>
                  </li>

                </ul>

              </li>

              <li>
                <strong>Salesforce Help</strong>
                <ul>
                  <li>
                    <a href="https://resources.docs.salesforce.com/latest/latest/en-us/sfdc/pdf/customer_portal_guide.pdf#customer_portal_sharing_set" target="_blank">Sharing Set Overview</a>
                  </li>

                  <li>
                    <a href="https://help.salesforce.com/articleView?id=networks_setting_light_users.htm&amp;language=en_US" target="_blank">Use Sharing
                      Sets in Communities</a>
                  </li>

                  <li>
                    <a href="https://help.salesforce.com/articleView?id=networks_sharing_light_users.htm&amp;language=en_US" target="_blank">Share
                      Groups</a>
                  </li>

                  <li>
                    <a href="https://help.salesforce.com/articleView?id=networks_super_user_access.htm&amp;language=en_US" target="_blank">Super User
                      Access</a>
                  </li>

                </ul>

              </li>

              <li>
                <strong>Trailhead</strong>
                <ul>
                  <li>
                    <a href="https://trailhead.salesforce.com/projects/communities_share_crm_data" target="_blank">Share CRM
                      Data with Your Partners</a>
                  </li>

                </ul>

              </li>

            </ul>
          </td>

        </tr>
      </tbody>
    </table>