Published at: 2026-10-12
Initialize External Apps and open configuration
Complete app initialization. Configure External Data Permission and business entry points.
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Prioritize site portals, then Partner Portal, and finally app views for downstream access.
Site portals provide the preferred experience. This guide covers only essential app-view entry points and configuration steps.
Before you begin
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Required Role: Use an External Administrator or app administrator account. Responsibilities depend on the app.
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Prerequisites: Activate required apps. Establish applicable External Organizations, External Users, and External Roles.
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Business preparation: Identify downstream business objects, Data Range, and entry points.
The platform manages external accounts, External Roles, and shared entry points.
Each app manages its own business objects and External Data Permission.
Follow the respective app guide for Business Process, dedicated initialization, and detailed configuration.
1. Open the app and confirm administrators
- In Setup, go to External Management > External Apps.
- Find the activated app and open its settings.
- Under Basic Info, check app information and confirm administrators according to app requirements.
- Complete out-of-box initialization according to the app guide.
Paying enterprises’ External Administrators manage activated apps, including activation, disabling, administrators, and internal and external usage permissions.
Non-paying enterprises see only Upstream Apps made available to them. They can set internal usage permissions.
App administrators are not universally the same as External Administrators.
For example, configure ShareOrder administrators under system Permission Management.
Maintain upstream business members and permissions separately in ShareOrder business configuration.
2. Configure business objects
Open Business Objects in the app and check required objects.
Most apps use standard business objects without unrestricted additions or changes.
Some apps support additional Standard Objects or Custom Objects according to business requirements.
Follow the app guide for object extensibility and process configuration.
3. Configure External Data Permission
In Application Details, open External Data Permission.
Review Basic Data Permission, External Team Data Permission, and External Data Sharing Permission in order.
These settings determine External Users’ Data Range. Configure them together with External Role functional permissions.
3.1 Basic Data Permission
Basic Data Permission is isolated by app.
For each business object, select a scope appropriate to the downstream collaboration model.
- Open External Data Permission > Basic Data Permission.
- Check the scheme’s Applicable Enterprise Scope and object permissions.
- Edit object permissions in Default Scheme, check them, and complete configuration.
The default scheme applies to all enterprises within the app, or to enterprises without a separate configuration.
Check enterprise applicability and object permissions together. Do not rely on the scheme name alone.
| Permission mode | External User Data Range |
|---|---|
| Private (individual only) | Read and write records where the user is External Owner or an External Related Team member. Superiors have the same permissions on subordinates’ records |
| Same Company read-only | Retains read/write permissions on private records. Adds read-only access to records owned externally by other users in the same External Organization |
| Same Company read/write | Retains private permissions. Adds read/write access to records owned externally by other users in the same External Organization |
| Public read-only | Retains read/write permissions on private records. Adds read-only access to all records in the object |
| Public read/write | Opens all object records to all External Organizations and External Users with read/write access |
“Same Company” means users within one External Organization, rather than all External Organizations.
Public scope is broader. Check each object against business requirements.
Screenshot selections are example configuration, not platform-wide defaults.
3.2 External Team Data Permission
Use External Team Data Permission when access depends on a record’s owner, collaborators, or Related Objects.
Review configuration entry points by object.
- Open External Data Permission > External Team Data Permission.
- Find the relevant business object.
- Open External Owner, External Related Team, or Related Object External Data Permission according to the business relationship.
- Check users, Teams, and Related Object access scope. Verify actual results together with Basic Data Permission.
| Configuration entry | Check |
|---|---|
| External Owner | External Users responsible for the object’s records and their permissions |
| External Related Team | external members collaborating on records and their access permissions |
| Related Object External Data Permission | external permissions on Related Objects. Avoid configuring only the current object and overlooking related business Data Range |
These entry points configure business object relationships.
They do not replace External Organization Related Team, External Department hierarchy, or role functional permission maintenance.
Follow object and app instructions for specific parameters and restrictions.
3.3 External Data Sharing Permission
Open External Data Sharing Permission to share selected records with downstream enterprises or personnel.
- Select the business object on the left, or the applicable Standard Object or Custom Object scope.
- Check Data Source Scope and Sharing Type. The screenshot uses Based on Data Source and Share Upstream Data with Downstream.
- Under Sharing Scope, select connected enterprises, enterprise groups, representatives, or External Roles.
- Click New Sharing Rule. Configure shared records and permissions according to business requirements.
- Return to the list. Check source, records, scope, permissions, and status. View or disable rules as needed.
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Sharing rules apply in object lists, details, object selection lists, and update imports.
Enabling or disabling usually takes approximately 2 hours to become effective. Actual time varies with data volume.
Allow processing time before checking access after changes.
External Data sharing opens access to existing records.
Cross-tenant object synchronization is handled by the separate data synchronization app.
Sharing rules are not synchronization strategies.
4. Choose the business access experience
After configuring app business and Data Permission, choose the downstream access experience in this order.
| Recommended order | Option and configuration entry |
|---|---|
| First: site portal | Preferred downstream experience. Organizes pages, navigation, and branding through sites. See Manage sites |
| Second: Partner Portal | Uses channel homepages, login pages, menus, and Custom Pages. See Configure Partner Portal |
| Last: app views | Maintain Web or Mobile Client app views when built-in pages are required. See the brief process below |
Portals and app views present entry points.
They do not replace business object, role functional permission, or External Data Permission configuration.
4.1 Web app views
In Application Details, open Web App Views.
Review template name, Applicable Scope, Priority, and status.
Use New Template, or Edit, Disable, and Copy existing templates.
When an app view is required, complete four steps: Template Information > Menu Item Configuration > Toolbar Configuration > Page Configuration.
Then click Save.
Check applicable roles, layout, and entry points. Prioritize site portals for the overall experience.
Web app-view editor examples
Template Information: Enter name, Priority, and Applicable Scope. Select the page layout.
Menu Item Configuration: Select required menus. Group them and adjust Sorting and display settings as needed.
Toolbar Configuration: Configure toolbar components. Select icon or button styles.
Page Configuration: Arrange components and maintain their properties. Save when complete.
4.2 Mobile app views
In Application Details, open Mobile App Views.
Review applicable roles, Priority, and status. Create or Edit templates as needed.
The Mobile editor has two steps: Basic Info > Page Configuration.
Check name, Priority, and Applicable Scope. Select single-page or bottom-navigation layout.
Configure components and styles, then click Save.
Prioritize site portals for the Mobile Client experience too.
Mobile app-view editor examples
Basic Info: Configure template information and Applicable Scope. Select the layout.
Page Configuration: Maintain components, navigation, and Global Settings for styles. Save when complete.
Screenshot components and content illustrate the editor only.
They do not indicate that every illustrated capability remains available.
Announcements are retired. Do not add new business entry points using this old component.
5. Typical app initialization entry points
| App | initialization or configuration guide |
|---|---|
| ShareOrder | Ordering storefront initialization guide |
| SharePartner | SharePartner administrator guide |
| ShareService | Service Provider dispatch instructions |
| Partner Academy | Standalone app configuration; procedures are outside this manual |
| Data synchronization | Standalone app configuration; procedures are outside this manual |
These external links are retained from the original manuals.
Follow each guide for initialization responsibility, business objects, and process configuration.
Verify and adjust
- App administrators are identified and dedicated business initialization is complete.
- Basic Data Permission, external Team permissions, and sharing rules match downstream responsibilities for each object.
- Use External Users from different enterprises and roles to check visible records and available operations. Allow activation time for sharing changes.
- Verify entry points through site portals first. For Partner Portal or app views, check the experience for applicable roles and terminal types.
To adjust Data Range, return to app permission configuration.
To adjust page experience, return to the selected portal or view.