# Limited-Access Task Workflow for Mobile Users **URL:** \ **Category:** Blog, Website & Page Publishing\ **Tags:** enterprise\ **Created:** [June 4, 2025, 12:18pm UTC](https://community.hubspot.com/t/limited-access-task-workflow-for-mobile-users/133919 "2025-06-04T12:18:12Z")\ **Posts on this page:** 4\ **Page:** 1
**Author:** ![SMomo](https://avatars.discourse-cdn.com/v4/letter/s/ea666f/32.png) [@SMomo](https://community.hubspot.com/u/SMomo)\ **Post date:** [June 4, 2025, 12:18pm UTC](https://community.hubspot.com/t/limited-access-task-workflow-for-mobile-users/133919/1 "2025-06-04T12:18:12Z")
I want to create an automated process in HubSpot with the following workflow: - **Trigger:** When a deal moves into **Deal Stage B**. - **Action:** Automatically create a **task** assigned to **two specific colleagues**. - These colleagues should: **Next Step:** - Ideally, once the colleagues complete their part, they can update the deal — either by: - This update would then automatically **move the deal to Deal Stage C**. How can I create the process? What would be the permissions for those 2 of my colleagues? ---
**Author:** ![HKoch](https://d10pqhm3lwygmk.cloudfront.net/user_avatar/community.hubspot.com/hkoch/32/105622_2.png) [@HKoch](https://community.hubspot.com/u/HKoch)\ **Post date:** [June 4, 2025, 2:53pm UTC](https://community.hubspot.com/t/limited-access-task-workflow-for-mobile-users/133919/2 "2025-06-04T14:53:28Z")
Hi @SMomo ### Trigger: - When a deal moves to Deal Stage B ### Actions: 1. Create a Task 2. Wait for Custom Property Change 3. Move Deal to Stage C * * * ## 🔧 Colleague Interaction (Mobile App Only) Since your colleagues will only use the HubSpot mobile app, here’s what they must be able to do: - View assigned tasks - View and complete task notes - Access the related deal and contact records - Update a custom property or trigger a status change ### Recommended Interaction: - They open the assigned task via the mobile app - Tap into the associated deal - Scroll to the custom property “Deal Accepted?” and set it to “Yes” (this is easier and more mobile-friendly than a custom button) - This triggers the workflow to move the deal to Stage C ## ## Required HubSpot Permissions You can customize permissions in HubSpot Settings \> Users & Teams \> Permissions. Object Access: | Object | View | Edit | Delete | | --- | --- | --- | --- | | Contacts | Owned only | Owned only | None | | Companies | Owned only | Owned only | None | | Deals | Owned only | Owned only | None | | Tasks | All | Owned only | None | - Files & Attachments: Enable access if you attach files to deals or tasks - Custom Properties: Make sure they can view and edit the property “Deal Accepted?” - CRM Mobile Access: No special permission needed; HubSpot mobile app reflects CRM permissions automatically Other Access: - Marketing, Reports, Automation: None needed - Sales Tools: Minimal or none, unless using Sequences or Templates ## Optional: Use Custom Views or Notifications - Create a custom task view filtered by user and status (e.g., “Incomplete tasks assigned to me”) - Use task reminders and mobile push notifications to prompt action ---
**Author:** ![ArisudanTiwari](https://d10pqhm3lwygmk.cloudfront.net/user_avatar/community.hubspot.com/arisudantiwari/32/93919_2.png) [@ArisudanTiwari](https://community.hubspot.com/u/ArisudanTiwari)\ **Post date:** [June 4, 2025, 3:45pm UTC](https://community.hubspot.com/t/limited-access-task-workflow-for-mobile-users/133919/3 "2025-06-04T15:45:36Z")
Hi @SMomo , Here’s the answer to your first query: Currently, **HubSpot does not offer a built-in setting to restrict users to the mobile app only**. The permissions and access controls you configure apply universally across both **desktop and mobile platforms**. While login restrictions and asset-based permissions are available, they cannot limit access by device type. However, to meet your need for **mobile-only users with limited access** , here’s a recommended setup: Go to Settings \> Users & Teams \> Teams. Create a new team (e.g., “Mobile Task Team”) and add your colleagues. Assign them a custom role with these permissions like: - Deals: View only - Contacts: View only - Tasks: Edit (to complete tasks) - Files: View (to access attachments) - Under the **Communicate** section of user permissions, configure access so they can only interact with records **they own or are assigned**. - ![ArisudanTiwari_0-1749046456887.png](https://d2qpr2jzcazej7.cloudfront.net/original/3X/b/2/b2620273a913a13649e8f955d39a4dd39e44813e.png) ---
**Author:** ![ArisudanTiwari](https://d10pqhm3lwygmk.cloudfront.net/user_avatar/community.hubspot.com/arisudantiwari/32/93919_2.png) [@ArisudanTiwari](https://community.hubspot.com/u/ArisudanTiwari)\ **Post date:** [June 4, 2025, 5:05pm UTC](https://community.hubspot.com/t/limited-access-task-workflow-for-mobile-users/133919/4 "2025-06-04T17:05:01Z")
@SMomo , Here is your second answer about workflow: #### 1. Create the Workflow - Go to: HubSpot → Automation → Workflows → Click “Create Workflow”. - Select: Deal-based workflow. #### 2. Set the Trigger - Trigger: “When deal stage is any of ‘Deal Stage B’.” #### 3. Create the Task for Review - Click: “Add Action” → Search for “Create Task”. - Task Title: “Review and Accept Deal – [Deal Name]” (keep it clear). - Assigned To: - Due Date: 1 day after trigger (adjust as needed). - Task Notes: #### 4. Wait for Approval - Click: “Add Action” → Search for “Wait until”. - Condition: “Wait until the custom property ‘Deal Accepted?’ equals ‘Yes’.” #### 5. Move Deal to Next Stage - Click: “Add Action” → Search for “Set Deal Stage”. - New Stage: “Deal Stage C”. #### 6. Save & Turn On - Test: Run a manual test with a sample deal to ensure it works. - Activate: Toggle “On” once confirmed.