How to set up external partners with specific permissions

[COsborn3]

We have external business partners that we occasionally need to send specific contact information too. We are looking for a workflow to be able to send them specific fields from a contact once a different field has been set to 'send'. We want this contact to only see these fields and also be able to access any attachments in the contact file without giving them access to any other contacts. 

Looked into setting them up with a HubSpot login and limiting their permissions, but they would not be listed as the contact owner so from what I can tell, we would not be able to set permission settings for a specific team to limit them. 

Looking for any ideas on how to make these automated to help bandwidth. 

[karstenkoehler · Accepted solution]

Hi @COsborn3,

There's a new product update which solves for this exact case (for Enterprise users). You would set up these external users to not be able to access any records at all, then leverage the new 'Share records via workflow' option: https://knowledge.hubspot.com/records/share-records

Alternatively, you could simply set up a new owner property (create custom property, choose the HubSpot user property type), e.g. 'External owner'. If you set your externals to be able to access owned contacts only, and assign them as owners within this new custom owner property, that should also work.

If you want these externals to only view certain fields, that again requires an Enterprise subscription: https://knowledge.hubspot.com/properties/restrict-view-edit-access-for-properties

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