topic Re: Emails only visible to certain teams in Sales Email

Emails only visible to certain teams

JHassen — Tue, 12 Mar 2024 14:21:43 GMT

Hey HubSpot Community!

My organization is currently working through a process in which we would like to orgranize/group our departments based on teams. Within this effort, we would like to keep each department seperate from each other when it comes to visibility to each others emails as some are confidential.

I've created the teams in HubSpot and assigned each user to the appropriate team, but am unsure how to go about changing the teams settings to accomplish our goal of limiting emails from being seen from a member outside of a team.

example: Sales can see sales emails, but not technical supports emails..

Re: Emails only visible to certain teams

Lucila-Andimol — Tue, 12 Mar 2024 15:00:44 GMT

Hey @JHassen

Have you tried setting up the access to team only?

This way they should only be able to see what the team owns (and not other teams)

The only issue here would be if other services teams need to access the record information you will need to re-assign the record.

hope this helps

Re: Emails only visible to certain teams

karstenkoehler — Tue, 12 Mar 2024 15:14:22 GMT

Hi @JHassen,

There is a beta for this, which allows you to specify email access as part of the users permissions: https://knowledge.hubspot.com/connected-email/limit-access-to-logged-emails-in-the-crm

That way, you can customize if someone should only see their own emails, emails from their team (sales team, support team etc) or no emails at all.

If you're not seeing this in the product updates section of your portal, the best way to get access would be through your customer success manager. (If you do not know who that is, HubSpot support can let you know.)

Best regards

Re: Emails only visible to certain teams

JHassen — Wed, 13 Mar 2024 15:40:26 GMT

Hey @karstenkoehler,

Thank you for your response! I wasn't aware of this beta, but it doesn't look like I have this currently for our HubSpot at the moment.. I'll be reaching out to our CSM for further directions!

Re: Emails only visible to certain teams

JHassen — Wed, 13 Mar 2024 15:42:09 GMT

Hi @Lucila-Andimol,

Thanks for your response, I originally was thinking that would be the best way to go about having this implemented internally, however we have multiple teams that need to engage with the same contact. That current option offered from HubSpot would hinder our ability to interact with them without duplicating contacts and bogging our CRM down..

Thank you! 🙂