How to let customers update their own information

[Qizzle]

Where you have multiple contacts associated with a company, is there a way you can give a designated contact access to review and update the information you have??

Ideally with a way that you can approve or decline each suggested contact edit..

[sherrychen]

Hi @Qizzle ,

If you consider third party tool, maybe check out this one call Liyfe.io spreadsheet in marketplace. It supports share dashboard (read and edit) with users that do not have accounts in your HubSpot. You can define which properties are editable for your external user and which ones are readonly.

Hope it helps

sc

[kvlschaefer]

Hi @sherrychen,

Thank you for sharing 🙂 

Best,

Kristen

[karstenkoehler · Accepted solution]

Hi @Qizzle,

Not out of the box, no. For something like this to have the user experience that you'd expect it to have, contacts would have to be able to log into a portal where they can access the information that's saved about them. HubSpot doesn't have such a feature, everything happens locally through a web-based form.

A HubSpot form is not looking up what's saved about a contact. You can prefill it with known information, but it's not a lookup (which is an important differentiation). If something should change about the information in the HubSpot CRM while the form is opened in a browser tab, refreshing the form would not refresh the information.

There are ways to pre-populate a form with known information. A contact could review this pre-filled form and then submit it, yes. (Forms also support company properties so that part wouldn't be an issue.) I've explained how to set this up here: https://community.hubspot.com/t5/CRM/Filled-form-with-customer-data/m-p/761635/highlight/true#M13904...

You could either have the information overwrite the existing field directly or you would have to save it in another field for review.

If you opt for the latter, this review process could be set up using workflows and internal notifications and custom properties. When the form is submitted, you could include the previously known information and the recently submitted one. By setting a custom single checkbox called "Approve new information", for example, a workflow could copy the values from the recent submission properties into the actual properties.

Without a Professional subscription, this review process cannot be set up.

Let me know if I should elaborate anything in more detail!

[Qizzle]

Thank you. I'd be interested to see the type of workflow that could be set up for approving new information that you mention.

However, does your answer regarding a portal, allow for the situation of a contact also editing or suggesting changes for other contacts from their shared organisation/company?