Published at: 2026-10-12

Configure external data permissions

Before you begin

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Applicable scope: ShareOrder Professional Edition.
Role and permission: Use an admin account with ShareOrder management permission.
Prerequisites: Prepare test accounts, products, and price data.

Steps

External Data Permission

External Data Permission description

System permission includes function permission and Data Permission. Data Permission controls whether a user can view a document, such as an order. An order submitted by Zhang San cannot be viewed by Li Si unless Li Si is added to Related Teams or a sharing rule is set.

Data Permission includes Internal Data permission and External Data permission. External Apps such as ShareOrder and SharePartner use External Data permission. When Wang Wu, the buyer for Account A, places an online order, Wang Wu can see it by default because the system automatically grants External Data permission. When salesperson Zhang San places an order on behalf of Account A, Wang Wu cannot see it in ShareOrder by default, because Internal Data has no External Data permission and is not authorized for External Personnel.

External Data permission includes External Owner, external Related Teams, and external sharing rules.

External Owner

When a downstream dealer creates a document, the External Owner field is filled automatically so the dealer buyer can see the record. For orders placed on behalf of a customer, External Owner is empty by default.

NOTE: When a dealer has multiple buyers, an order submitted by A can also be viewed by B.

External Related Teams

Besides External Owner, external Related Teams refine permission among dealer users and let parent and Subordinate Account users view data. For example, a dealer can view orders of subordinate stores.

Common scenarios:

If a salesperson places an order on behalf of a customer and the downstream dealer needs to view it, add external Related Teams by person or by enterprise.
For multi-level channel data, if a dealer owner needs to view subordinate store orders, add the Affiliated Distributor in the store order External Data permission. You can add the owner as a person, or add the enterprise so all dealer users can view store data.

#### External sharing rules

When record-by-record authorization does not fit, set external sharing rules. Current rules are based on related documents. For example, if a dealer should see Payment and Shipment Orders related to an order they submitted, set an external sharing rule.

Path: ShareOrder management > Mall settings > Business objects

Open External Data permission for Sales Order Related Teams, and set related Payment and Shipment Orders to Read-only.

Use the same approach on the account object. If users can see an account, they can see the account address, contacts, and Account Balance.

### Basic scenarios

Automatically add External Data permission when placing an order on behalf of a customer

By default, downstream dealers cannot see orders placed on behalf of a customer. If they should see those orders without setting Related Teams on every order, configure the following.

In the order details layout (or the Form Page layout if Form Page is enabled), set associated External Data permission on the Account Name field to External Owner. After upstream creates the order, External Owner is filled automatically and downstream can view it.

Path: Setup > Object management > Sales Order > Details layout

In object management, set Sales Order External Data permission and configure the associated Account Field.

Path: ShareOrder management > Mall settings > External Data permission > Select the object > External Related Teams

NOTE: Use the same settings for External Data permission on other objects.

#### View historical orders, Payment, and other account Related Data

NOTE: You can configure permission only for other master objects related to the account. Detail objects are not supported yet. Configure account-object External Data permission:

Path: ShareOrder management > Business objects > Account > External Related Teams permission

NOTE: Ordinary External Users also need the matching permission:

#### Hide sensitive account information from downstream

Set field permission on the account object.

Path: External Roles > Permission settings > Find the role, such as ordering user > Find the object, then set field permission to hidden.

Newly created External Organizations

Before the standard solution is released, manually configure account External Owner and external Related Teams.

Configure account Related Data permission by enterprise so later External Users do not need separate configuration.

Expected results

Use a test account to confirm the saved settings take effect on the related pages and records.

Undo or roll back

Return to the configuration entry, restore the previous switch, layout, or rule values, and re-verify with a test account.