How are you using partitioning? What's working well and what can be improved?

mgeorgieva
HubSpot Product Team

Hello all,

 

My name is Maggie Georgieva and I'm a Product Manager working to improve our customers' experience with users and asset management. We've recently launched partitions - the ability to assign assets such as landing pages, forms, calls-to-action, emails, lists, dashboards, email subscriptions to teams, and would love to hear how you are using it.

 

What are the primary ways in which you've separated your assets across teams? Was there anything that you wish worked differently? 

 

Share your feedback in this channel so we can learn from your experience, improve the features and expand on them in the way that makes the most sense to you. Thank you so much for your time and willingness to help.

 

Best,

Maggie

57 Replies 57
npruzaniec
Participant

The new partitioning tools are so great, and definitely very welcome improvements! The only thing missing in it from us would be to allow Contact Property groups to be partitioned to teams as well. Any chance this is in the works? We have multiple teams who need to access the same contacts, but we want to keep brand specific information as private as possible.

mgeorgieva
HubSpot Product Team

Thanks for the feedback! Yes, that's in the works, so we can follow up with this group once it's available for beta.

npruzaniec
Participant

Amazing, with that we I think we could actually expand our Hubspot use cases significantly. Good to hear!

0 Upvotes
kaburke
HubSpot Employee

Hi Maggie,

 

Just wanted to clarify, if I am a user with limited access to contacts and I create a list with certain filters I can only see the contacts I have access to.  If I send an email to this list, is this the list of contacts that will get the email or will the email be sent to everyone that meets the requirements?  In the article, it says 'Partitioned lists cannot be seen or selected by users who are not on the assigned team. This applies to all tools, such as marketing email, workflows, and reports.' I just want to clarify that I am understanding correctly 🙂 Woohoo partitioning! 

mgeorgieva
HubSpot Product Team

Thanks for the question, Katie. You will only send the email to the contacts you see in the list.

Zooma
Member | Diamond Partner

Questions / feedback / suggestions:

 

1. Is there a reason why logic for team selection, adding an asset to a certain team etc. is different between tools? (e.g. in lists there are checkboxes for selecting multiple teams whereas in forms there is a dropdown / single select. In forms it's possible to add a form to a team from the "actions" dropdown menu, whereas in lists that is not possible and so on...). Please, please align for the sake of reducing unnecessary friction.

 

2. What logic controls the order in which the teams are shown? The order in wich they are created or just random? When can we have a logic to set the order in which the teams are displayed, e.g. alphabetical? (team structure will vary over time for most)

 

3. Is there an official deep-dive into how the "primary" and "additional" team belonging logic is supposed to work?

 

4. What is the reason behind the limit to 1 primary team? The consequence for many will be that one have to create a "master" team and then put all child teams into that master team so that "super admins" can access all child team content. Example: Brand A and Brand B have the same super admin. That admin can only be primary in "team A" or "team B" if they are separated. So, in order to be super admin of both Brand A and Brand B, there needs to be two separate child teams in an "All brands" team. All brands > Brand A, Brand B. This then creates additional confusion as the default filter in e.g. forms says "All teams" so there would be both "All teams" and "All brands" as a possible filter in this case... The quick solution would be to allow multiple primary teams just as it's possible to have multiple additional teams

 

5. Consider to complexity of the primary and additonal team logic vs the user profile rights. Why not simply allow a user to belong to any suitable team, then control edit/view rights via the user profile. Drawback: If you have edit rights for a certain type of asset you would have edit rights for that asset type for all teams to which you belong, but that simplifies things to a level where most can understand it in my opinion. (It's complex enough as it is for the average user to understand what controls what to add yet another dimension with primary and additional.)

 

6. It seems that if you belong to the last level in a team structure, you will not see the "teams" filter menu in e.g. forms. This is OK as there would be a single option in that menu for this user, however it also seem to disable the ability for that user to allocate an asset to another team? Doesn't seem logical. This would mean that an admin of "Brand A" above would have to go through the super admin (which has access to both Brand A and Brand B) to assign a certain asset to "Brand B" and thus admin of Brand A can't help admin of Brand B on e.g. cloning a certain campaign, only the super admin could do that type of work. 

 

7. Related to point 4, 5 and 6. Is it necessary to control partitioning by team AND user? It would be simpler by just running partitioning by team and if you want partitioning, you add your user(s) to one or more teams. The current setup creates confusing acccess situations where it's difficult to understand why a certain user has access to a certain asset; is it because they are on the team or because they created a certain asset? (The reaons is that by default an asset belongs to the user that created it, and the primary (?) team to which that user belongs.)

 

Happy to take this conversation deeper over zoom 🙂

mgeorgieva
HubSpot Product Team

Stellan and I chatted offline, but just to address some of the feedback here -

 

- We are addressing inconsistencies across tools. 

- We are going to get consistent in the order of the team too.

 

3, 4, 5. This is our guide for the Additional Teams feature - https://knowledge.hubspot.com/account/assign-users-additional-teams

 

Should reassigning to a team be an option a user has if they are on a specific team? We were thinking of this as a superadmin option but I see how it may be a bottleneck for larger teams looking to collaborate. Maybe there is an approval piece here.

 

So far our approach has been that permissions are assigned to users and teams are just groups of users who can have certain assets. It seems like the additional complexity comes in with the primary and additional teams and we should make that easier to understand.

KayleeG
Participant

This update is great, being able to limit what dashboards our teams can access was necessary.

 

Being able to partition lists is fantastic too. Originally access to lists was given only to marketing users to prevent sales users from accidentally medalling with them. Now we can allow them to use lists while keeping marketing ones separate if we choose.

 

However, I wish when you selected a parent team that it didn't automatically include all child teams with no option to remove the child teams.

For example, I wanted to assign a management dashboard to a team of managers but I could not unselect the child teams and had to instead search each manager and assign to the individual users.

0 Upvotes
mgeorgieva
HubSpot Product Team

Thanks for the feedback, Kaylee. That’s an interesting idea and your use case makes sense. I will bring back to the team for further discuss.

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folked
Top Contributor

Generally content partioning is more than welcome!

However, there are some things I have found to be not logical or working (or I just did not understand them):

 

1. List partitioning works differently than email/form partitioning: Checkboxes vs. dropdowns etc. (the HubSpot product teams do not seem to be aligned here) - this is the same for the information provided on the overview pages (updated by, last updated created on etc.), filter options, folder structure etc. Streamline this please!

 

2. When a user of a child team creates a list, this list is only assigned to the child team, but not to the parent team. 

 

3. If a child team user creates a list, are there really only contacts from that team on the list, or are there "unvisible" contacts from other teams in case they meet the filter criteria. In past, those unvisible contacts led to great problems when sending out emails, because the users thought they would target only their owned contacts, while actually they send emails to a much bigger group inlc. "foreign" contacts. 

 

4. As a SuperAdmin, if I access a list created by a child team user, I cannot only see the contacts, but not the filter criteria on the left side.

mgeorgieva
HubSpot Product Team

Thanks for the feedback!

 

1. We're working on making this consistent.

2. In this situation the parent team can still see the list. Or are you seeing it behave differently?

3. If you create a list, you should see contacts owned by that team only and email those contacts only.

4. How would you expect this to work, as a superadmin?

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jmarshall
Participant

The tool is awesome!

 

One surprise I had was that the Workflows attached to the lists I partitioned stopped working immediately.

 

Although there was a warning about Workflows, I didn't realize this meant the Workflows triggered by these lists wouldn't work at all. Is there a circumstance where Workflows can still be triggered by specific team only lists? Some of the lists I want to protect are the same lists that trigger workflows. 

folked
Top Contributor

Same issue here.  As a SuperAdmin I am not assigned to any Team. However I want to "lock" several lists, so they cannot be used by others users. What I did was to assgin those lists to a Team I set up just for this purpose without assigning a user to this team. The list size jumped to "0" and my workflows did not trigger anymore. 

 

Assign myself to a team does not work either, because I cannot access lists created by others users anymore (if they do not grant access to me).

 

As a SuperAdmin, what is the best way to "lock" admin lists from other users, while having access to ALL other lists at the same time? 

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mgeorgieva
HubSpot Product Team

You can create a team called Superadmins or Ops, add yourself to it and no one else, and assign lists to it. Would that work for you?

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mgeorgieva
HubSpot Product Team

This looks like a bug. Thanks so much for flagging us!

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tslatter
Participant

Thanks for this.
I have been experimenting with partitioning lists.

I want to have set of lists that are shared with resellers, but where they can only see the contacts they own within that list. 
So, I have assigned ALL lists to my internal sales team.

I have then assigned just one of these lists to my dummy test external channel partner.

When I login as the channel partner, I can still see ALL the lists, even though I can only see the contacts that are owned by the channel partner. 
Am I doing something wrong? Ideally, I would like my channel partner to see only the lists to which they have access. I don't want them to be aware of the existence of any other lists.

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mgeorgieva
HubSpot Product Team

Thanks for this use case. I think what you are describing should work -

 

Team internal sales is assigned all lists

Team resellers is asigned one specific list

 

When team resellers logs in, they see only that speicifc list.

 

Is that how you want it set up? That's how it would work. I can do some troubleshooting if you share links and examples. Feel free to send over to mgeorgieva@hubspot.com

 

Best,

Maggie

0 Upvotes
tslatter
Participant

Thanks Maggie. Yes, this is what I want to achieve. If it SHOULD work, then it's user error on my part and I'll try again. Thanks for your reply.

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mgeorgieva
HubSpot Product Team

I'm happy to sit down and walk through this together if you want, so just let me know!

0 Upvotes
NicoleSengers
Top Contributor | Diamond Partner

I am enjoying having the option for partitioning and like how the tool allows simple split up teams the ability to see only what is needed.

The more advanced use cases where there are super admins who oversee of a group of teams and want to edit and create across teams needs may need to be looked at. I work on account where there are 2 super admins who work across various levels of teams who need to create across teams but report across them as well.

 

We assumed super admins could see everything but this isnt true - there needs to be a all team access option for the main portal admin. as an agency we also need to be able to work accross accounts.

Thanks,

Nicole

Did my post help answer your query? Help the Community by marking it as a solution

Kind regards,
Nicole Sengers
Head of Consulting and Training

Nicole@spitfireinbound.com
0 Upvotes
mgeorgieva
HubSpot Product Team

Thanks so much for the feedback, Nicole! I assume you want superadmins to see all contacts in a list - even the ones not assigned to anyone or not assigned to their team. Is that what you are describing or something else?

0 Upvotes
CuriousNY
Participant
How does partitioning impact email caps?
Is there a demo to see how it would look?
Will templates be partitioned in the future?
 
Note on updates in general - our client is upset that new features are rolled out to ALL users in the portal without the admins receiving notifications. This leads to users getting permissions that they shouldn't have and admins not being aware of it... 
mgeorgieva
HubSpot Product Team

Thanks for the feedback!

 

- No impact on email caps

- We have this knowledge article - https://knowledge.hubspot.com/cos-general/assign-content-to-your-users-and-teams

- Good question. We are looking to see which tools make the most sense to partition next. Which templates are you referring to here?

 

Regarding the beta access - this is an account-level feature so once you start using it in the account, it will have far-reaching impact. I wonder who on the account requested access to the beta and can double check that (and if they were not an admin). If you DM me with a link, I can dig into it. 

 

Best,

Maggie

0 Upvotes
CuriousNY
Participant

Thanks for following up. I requested the portal to gain access. However, this appears to be an issue with previous roll outs, our main point of contact shared this concern with us (agency.) They are saying that users are getting access to new features without the leadership team realizing it. How can they be better aware of what new features are being released into their portal?

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mgeorgieva
HubSpot Product Team

Thanks for the question! Right now the process for gaining access is the following - 

 

- Any user can go into Users & Teams and request access for the beta. Once they are granted access and email will go out to them to let them know.

- A HubSpot consultant can request access on behalf of their customer(s). Once they are granted access and email will go out to them to let them know.

 

In your case did leadership request access to it? Or did you the partner request it on their behalf?

 

This functionality isn't user-specific, it can affect the entire account so there is no way for us to release it only to one user. Let me know what your thoughts are!

 

Best,

Maggie

0 Upvotes
Gozde
Participant

On dashboard side, in Beta version you have two options;

 

View and edit

View only

 

It would be much more helpful if we could decide which teams/users can have view&edit access and which teams/users can have view access only seperately. Currently the system is allowing us to set up only one access type, it doesn't let to mix both.

 

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mgeorgieva
HubSpot Product Team

If I understand correctly, you should be able to specify which teams have view only access and which teams should have view & edit access. 

 

Or are you referring to the way we present these options and that it can be more efficient since now you have to assign View to a team or a group of teams, finish the flow, and then go back to assign View & Edit? 

 

If so, I get that, and will take back to the team.

 

Best,

Maggie

0 Upvotes
jmarshall
Participant

Hi,

 

I just wanted to say that the partitioning for Dashboards is working exacty as expected! This was much needed as we liked our vendors to have access to reports that involved their data, without them seeing the more sensitive company data. Great timing too.

 

We are still trying to figure out how to filter lists by teams while still maintaining company workflows triggered by those lists and keeping the leads available for external apps. Perhaps our use case is different for wanting to segment by teams than the reason this segmentation was made available? Our purpose for segmenting leads by teams would be to ensure that lists that trigger important workflows and flow into crucial external apps (e.g. contact center software) do not get accidentally altered or deleted by general users, while still giving them the ability to create lists ands segment leads for their own purposes.   

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mgeorgieva
HubSpot Product Team

So happy to hear that! Thanks for taking the time to leave feedback. Your use case makes sense. You can assign the specific lists to a team to ensure no other teams messes with them. Then, you can still use those lists in Workflows. 

 

We are also offering a beta for Workflow partitioning so if you are interested, you can look at the two together to ensure that same team is the one that controls both the list and the workflow. Let me know!

 

Best,

Maggie

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