Hello Hubspot folks! I have a head scratcher and I need help. I am trying to figure out the best configuration for my permissions to allow access to my companies. I have 3 departments, each assigned to the own branch in the permissions tree. Historically the first user, no matter the department, that had contact with the new company would create it in Hubspot, and by default, become the company owner. They do assign themselves and the other 2 departments salespeople to a property within the company. It has not been an issue until sales people from the other 2 departments started doing buisness with the same company. Since the inital saleman is assigned to his department's team in permissions, and permissions are set to team only for company and contacts, the other 2 departments cannot access the company record.
I am thinking of changing the company's Comapny Owner to Unassigned, then enabling global acces via thier roles to see Unassigned companies. I can set the Deals to be team only, so departments don't go fiddling with eachothers deals. But I am unsure if 1. This will work. 2. It is the best solution. 3. What do I break in reporting, or any other Hubspot functions for that matter, by leaving a Company with no Company owner?
You can now create HubSpot User properties that are multi-select, enabling you to add multiple record owners in a single property.
Why does it matter?
HubSpot User properties store a list of users in your HubSpot account. Users selected for this property are treated as record owners and have the same edit permissions for the record as an owner.
Previously, only one HubSpot user could be selected as a value. This constrained your data model in cases where multiple users needed to be owners on a record. For example, you may have a contact record representing a potential customer that is owned by multiple sales team members. Each team member needs record owner permissions so that they can reach out to the contact and make edits to the contact record. Now, this can be achieved with a multi-select User property.
How does it work?
Objects>Settings>Properties
Create a new property and select User as its fieldtype. You will select how many owners can be selected - only one, or multiple. This selection cannot be changed after the property is saved.
Notes:
Existing User properties cannot be configured to be multi-select at this time
The default HubSpot owner property is not impacted by this change
Personalization tokens for multi-select User properties are not yet supported in Marketing Email, but function as expected in Snippets, Sales Emails, and Workflows.
Who gets it?
All hubs and tiers
You can find this beta under Settings > Product updates > All.
Best regards!
Karsten Köhler HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer
You can now create HubSpot User properties that are multi-select, enabling you to add multiple record owners in a single property.
Why does it matter?
HubSpot User properties store a list of users in your HubSpot account. Users selected for this property are treated as record owners and have the same edit permissions for the record as an owner.
Previously, only one HubSpot user could be selected as a value. This constrained your data model in cases where multiple users needed to be owners on a record. For example, you may have a contact record representing a potential customer that is owned by multiple sales team members. Each team member needs record owner permissions so that they can reach out to the contact and make edits to the contact record. Now, this can be achieved with a multi-select User property.
How does it work?
Objects>Settings>Properties
Create a new property and select User as its fieldtype. You will select how many owners can be selected - only one, or multiple. This selection cannot be changed after the property is saved.
Notes:
Existing User properties cannot be configured to be multi-select at this time
The default HubSpot owner property is not impacted by this change
Personalization tokens for multi-select User properties are not yet supported in Marketing Email, but function as expected in Snippets, Sales Emails, and Workflows.
Who gets it?
All hubs and tiers
You can find this beta under Settings > Product updates > All.
Best regards!
Karsten Köhler HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer
Hey Mikel- Cheers for engaging with the community.
I have a question on this one- You mentioned that your reps "do assign themselves and the other 2 departments salespeople to a property within the company." Are these all recorded with HubSpot User Properties (ie, "owner" properties), or are they assigned in some other way?
I have similar questions in regards to multiple owners and the security permissions. Many of our Companies and Contacts will have two owners, Owner A and Owner B. We have set up these two properties with the HubSpot User field type. My questions are:
When setting user permissions for Company or Contacts at the account level to be "Owned Only", does that only allow for the defualt Company/Contact Owner to have access or do both HubSpot Users on that record have access?
How do we make it so both HubSpotUsers assigned to a Company or Contact can view and edit the record without access being completely unlocked to all users?
If using the HubSpot User property to mark ownership of a Company or Contact, should we leave the default Company/ContactOwner unassigned for fill it with a placeholder?
They are now! After reading that article, I added the Property, imported about a bajillion assignements to the new fields, and so far everything looks like all 3 departments can navigate in a company. Thank you for the quick and easy answer!
Hi Mikel, so basically you just added a new property to companies and with that your departments had access to the whole information? Also, did you find any trouble with reports?
