topic Re: Privacy setting for form submissions? in Tips, Tricks & Best Practices

Privacy setting for form submissions?

M_Kelly — Sun, 14 Jul 2024 22:00:30 GMT

We currently have a Microsoft Forms form on our Intranet for staff to nominate team members for an internal award. We need to re-do this form and I'm wanting to use HubSpot.

However, we want to keep the nominations/submissions private with access to only a couple of team members.

From what I can see, this is not possible to set up in HubSpot, as, if a team member submits a form and is a HubSpot contact, their submission is visible on their Contact record for all HubSpot users to see, correct? Along with any HubSpot user can also go into the Forms area and check the form submissions. Ideally we only want 1 or 2 people to be able to access and view these particular form submissions, I don't think this is something HubSpot can do, am I correct?

thanks 🙂

Re: Privacy setting for form submissions?

karstenkoehler — Mon, 15 Jul 2024 08:37:26 GMT

Hi @M_Kelly,

You're correct, this cannot be handled on a by-form basis. You would have to look into the general HubSpot user permissions for this: https://knowledge.hubspot.com/user-management/manage-user-permissions

Contacts from form submissions come into the CRM without an assigned owner, so one option would be limiting the contact access for all users (but the select few) to team only or owned contacts only:

This would of course require making sure that all other contacts in your CRM are assigned correctly: https://knowledge.hubspot.com/records/how-to-set-a-record-owner

So in summary, yes, this is possible but would be part of a bigger discussion about contact access and permissions in HubSpot and automation through workflows. It's not possible to 'hide' all contacts coming through a specific form directly through form settings.

If this all sounds too complicated, maybe consider sticking with your current solutions.

Let me know if you have any follow-up questions!

Re: Privacy setting for form submissions?

Gaurav_Aggarwal — Mon, 15 Jul 2024 08:07:05 GMT

Hey @M_Kelly

You are correct that by default, form submissions in HubSpot are visible to all HubSpot users who have access to the contact records and the Forms tool.

However, you can limit access to certain assets in HubSpot based on your subscription level.

Here are the steps to achieve restricted access to form submissions:

Limit Access to CRM Records: Only available to Professional and Enterprise subscriptions, you can limit access to contacts, companies, deals, and tickets.

Limit Access by Teams: Utilize the Limit access by teams feature to restrict access to certain users based on their team membership.

This feature requires an Enterprise subscription.

Please note, that you cannot limit access to form submissions directly. However, you can indirectly control who sees the form submission data by restricting access to contact records and using the Limit Access by Teams feature. For more detailed steps on restricting access, refer to this article here: https://knowledge.hubspot.com/account-security/limit-access-to-your-hubspot-assets

Re: Privacy setting for form submissions?

franksteiner79 — Mon, 15 Jul 2024 08:30:03 GMT

Hi @M_Kelly

My honest recommendation, stick with MS Forms!

HubSpot is a CRM, it is not intended to have your employees as contacts nor to handle internal form submissions.

Frank

Re: Privacy setting for form submissions?

M_Kelly — Tue, 16 Jul 2024 03:02:27 GMT

Hi Frank - yes I'm thinking the same! We do have our employees as contacts though, so we can send them our marketing edms easily. But yes, MS Forms it shall be, I just thought a HS form would be cooler 🙂