CRM

TShannon3
Member

Google Sheets Integration

SOLVE

Hello!

 

I'm supporting a client who is using MHP and SHP. They need to build an workflow that uses the Google Sheets integration--sending specific data to Google Sheets whenever a new Contact record is created.

 

We have installed the Google Sheets app from the marketplace and build the workflow, but they are concerned that all Sheets in their account are now visisble and accessible.

 

Is there a way to selectively choose which Google Sheets show up in the drowdown list in the workflow builder? and/or is there a way to make the workflow only visible to the owner of workflow.

 

The concern is that other users could go in and build their own workflows and send data to any of the primary user's Sheets. There must be a way to control access, no?

 

Thanks for the help!

0 Upvotes
1 Accepted solution
james-portant
Solution
Contributor

Google Sheets Integration

SOLVE

Hi @TShannon3,

Unfortunately the integration does not provide a built-in feature to selectively filter or restrict visibility to specific Google Sheets within the HubSpot workflow builder. Once the Google account is connected, all sheets within that account become accessible through the HubSpot interface where the integration is used.


To address your concern about controlling access to specific sheets and workflows:

  1. Restrict Access at the Google Account Level: The primary method to control which sheets are accessible is by managing which Google account is connected to HubSpot. If there is a need to restrict access to specific sheets, consider creating a dedicated Google account that only contains the sheets intended for use with HubSpot. This account can then be connected to HubSpot, ensuring that only those specific sheets are visible and accessible.

  2. HubSpot Permissions: Within HubSpot, while you cannot make a workflow exclusively visible to its owner, you can control who has the ability to create and manage workflows. This is managed through HubSpot’s user roles and permissions settings. Ensure that only trusted users with the necessary permissions can create or edit workflows. By restricting the ability to create and manage workflows, you can indirectly control access to the Google Sheets integration.

  3. Use of Private Google Sheets: Another approach is to manage the sharing settings directly in Google Sheets. You can set specific sheets to be private or shared with a limited number of users. While this does not prevent the sheet from being visible in HubSpot, it does control who can view and edit the content within Google Sheets itself.

Unfortunately, these are the only workarounds I can think of.


Good luck!

Cheers,


Cheers,
James - CEO @ Portant

Portant App for HubSpot: https://ecosystem.hubspot.com/marketplace/apps/sales/sales-enablement/portant-hubspot-google-docs-in...

View solution in original post

0 Upvotes
1 Reply 1
james-portant
Solution
Contributor

Google Sheets Integration

SOLVE

Hi @TShannon3,

Unfortunately the integration does not provide a built-in feature to selectively filter or restrict visibility to specific Google Sheets within the HubSpot workflow builder. Once the Google account is connected, all sheets within that account become accessible through the HubSpot interface where the integration is used.


To address your concern about controlling access to specific sheets and workflows:

  1. Restrict Access at the Google Account Level: The primary method to control which sheets are accessible is by managing which Google account is connected to HubSpot. If there is a need to restrict access to specific sheets, consider creating a dedicated Google account that only contains the sheets intended for use with HubSpot. This account can then be connected to HubSpot, ensuring that only those specific sheets are visible and accessible.

  2. HubSpot Permissions: Within HubSpot, while you cannot make a workflow exclusively visible to its owner, you can control who has the ability to create and manage workflows. This is managed through HubSpot’s user roles and permissions settings. Ensure that only trusted users with the necessary permissions can create or edit workflows. By restricting the ability to create and manage workflows, you can indirectly control access to the Google Sheets integration.

  3. Use of Private Google Sheets: Another approach is to manage the sharing settings directly in Google Sheets. You can set specific sheets to be private or shared with a limited number of users. While this does not prevent the sheet from being visible in HubSpot, it does control who can view and edit the content within Google Sheets itself.

Unfortunately, these are the only workarounds I can think of.


Good luck!

Cheers,


Cheers,
James - CEO @ Portant

Portant App for HubSpot: https://ecosystem.hubspot.com/marketplace/apps/sales/sales-enablement/portant-hubspot-google-docs-in...

0 Upvotes