We have 2 areas of our business that has a legitimate interest in dealing with the same contact. If we assign an owner to the contact that is in one team, because we are using the Teams Hierarchy, it hides that contact from the other team.
Does anyone have any suggestions for how we can manage contacts that need to be seen by more than one team whilst still using the teams hierarchy?
HubSpot lets you create additional owner properties. These can be created like any other property, simply select the type "HubSpot user". When I last tested this, permissions respected ownership of any owner property.
In other words, you could set up another owner property for the second team.
Let me know if you have any follow-up questions!
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
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
@karstenkoehler I know I'm posting on an old thread but I set this up in our instance and so far it works well. I can have two different Hubspot Teams on a contact record and they both can see it. However it seems that any activity that is linked to the contact can still only be seen by the respective teams. So the Team 1 cannot see any activity done to the shared record by Team 2. Is there a way to enable both teams to see each others activity on a shared contact record?
OK - I found the solution not long after posting my question. The "CRM Emails" permissions were set to "CRM Emails their team owns" so I set that to "All". Same for Notes. Now each team can see the others activity.
HubSpot lets you create additional owner properties. These can be created like any other property, simply select the type "HubSpot user". When I last tested this, permissions respected ownership of any owner property.
In other words, you could set up another owner property for the second team.
Let me know if you have any follow-up questions!
Karsten Köhler HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer
I set up additional Hubspot user properties and they are not recognized in the filter "contact owner". Is there a way to have that filter include all owners of a contact?
The Contact owner property only filters for the default property. There aren't any settings that would make this default filter include additional owner properties.
Best regards
Karsten Köhler HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer
