CRM

BGokalp
Member

Restricting File Visibility on Contacts/Companies: Seeking Solutions

SOLVE

Is there a method or setting within HubSpot to restrict the visibility of attached files on contacts or companies to certain users or teams? Has anyone implemented a solution or workaround to achieve this, possibly through user roles, permissions, or custom properties?

1 Accepted solution
karstenkoehler
Solution
Hall of Famer | Partner
Hall of Famer | Partner

Restricting File Visibility on Contacts/Companies: Seeking Solutions

SOLVE

Hi @BGokalp,

 

Now that file properties accept uploads, you can limit access to files via property permissions: https://knowledge.hubspot.com/properties/restrict-view-edit-access-for-properties

 

CRM Platform | Companies | Tickets | Deals | Contacts

Improved file property experience in the CRM

Mar 25, 2024
 

What is it?

Today, you can create a custom file property in the CRM. In forms, visitors can upload files as part of their submission.

Now, you will be able to upload and manage files using a custom file property in the CRM, enabling you to more seamlessly manage files across the CRM platform.

 

Why does it matter?

These enhancements to custom file properties will improve file management in HubSpot. Some examples of how they can be used:

  • Requiring that a purchase agreement is attached to every new deal created using the Create Deal form
  • Requiring a file property based on the value of another property using Conditional Property Logic
  • Requiring a contract to be uploaded to a file property when Deal Stage = Closed/Won
  • Uploading a CV to a Contact record, and control which users can access that property ('CV') using Field-Level Permissions

 

How does it work?

Object Settings > Properties > Create Property > File

Demo

 

For previously existing file properties, HubSpot will attempt to resolve existing values on file properties and show them as preview links in the file manager. Unresolved values will be highlighted in red, noting that the value doesn’t appear to reference a file.

Limitations to keep in mind:

 

Who gets it?

All hubs and tiers

 

Learn More:

Join the discussion on our Community

Learn more on the Knowledge Base

You can find this public beta here:

 

karstenkoehler_0-1711541938678.png

 

Best regards!

Karsten Köhler
HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer

Beratungstermin mit Karsten vereinbaren

 

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4 Replies 4
karstenkoehler
Solution
Hall of Famer | Partner
Hall of Famer | Partner

Restricting File Visibility on Contacts/Companies: Seeking Solutions

SOLVE

Hi @BGokalp,

 

Now that file properties accept uploads, you can limit access to files via property permissions: https://knowledge.hubspot.com/properties/restrict-view-edit-access-for-properties

 

CRM Platform | Companies | Tickets | Deals | Contacts

Improved file property experience in the CRM

Mar 25, 2024
 

What is it?

Today, you can create a custom file property in the CRM. In forms, visitors can upload files as part of their submission.

Now, you will be able to upload and manage files using a custom file property in the CRM, enabling you to more seamlessly manage files across the CRM platform.

 

Why does it matter?

These enhancements to custom file properties will improve file management in HubSpot. Some examples of how they can be used:

  • Requiring that a purchase agreement is attached to every new deal created using the Create Deal form
  • Requiring a file property based on the value of another property using Conditional Property Logic
  • Requiring a contract to be uploaded to a file property when Deal Stage = Closed/Won
  • Uploading a CV to a Contact record, and control which users can access that property ('CV') using Field-Level Permissions

 

How does it work?

Object Settings > Properties > Create Property > File

Demo

 

For previously existing file properties, HubSpot will attempt to resolve existing values on file properties and show them as preview links in the file manager. Unresolved values will be highlighted in red, noting that the value doesn’t appear to reference a file.

Limitations to keep in mind:

 

Who gets it?

All hubs and tiers

 

Learn More:

Join the discussion on our Community

Learn more on the Knowledge Base

You can find this public beta here:

 

karstenkoehler_0-1711541938678.png

 

Best regards!

Karsten Köhler
HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer

Beratungstermin mit Karsten vereinbaren

 

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

0 Upvotes
himanshurauthan
Thought Leader | Elite Partner
Thought Leader | Elite Partner

Restricting File Visibility on Contacts/Companies: Seeking Solutions

SOLVE

@BGokalp ,

The best way is by adjusting user permissions within the CRM settings. Users who shouldn't access the attachments of others can be configured to only see attachments they own. Conversely, users who need access to attachments can be configured to view all attachments.

Just go to permission settings, then CRM objects, and then you get the option of attachments.

But the super admin will get all the access. 

Digital Marketing & Inbound Expert In Growth Hacking Technology
0 Upvotes
Lucila-Andimol
Thought Leader | Platinum Partner
Thought Leader | Platinum Partner

Restricting File Visibility on Contacts/Companies: Seeking Solutions

SOLVE

HEy @BGokalp 

yes, the best way to limit what each user sees 

it to go the CRM setting in the user permissions

and use the "Contacts they own"

Screenshot 2024-02-05 at 3.46.59 PM.png

Or you can also set it to "team owned", this way they 'll see eveything from their team

but not from other teams or people outside the team.

Hope this helps.

María Lucila Abal | COO Andimol
HubSpot Expert, Community Champion & Certified Trainer (12+ years)

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karstenkoehler
Hall of Famer | Partner
Hall of Famer | Partner

Restricting File Visibility on Contacts/Companies: Seeking Solutions

SOLVE

Hi @BGokalp,

 

Yes, this can be achieved with user permissions: https://knowledge.hubspot.com/user-management/edit-user-permissions

 

karstenkoehler_0-1707141231925.png

 

For users, who shouldn't be able to see attachments (of others), you'd set this to "they own" only. For users who should be able to see attachments, set them to "all".

 

Best regards!

Karsten Köhler
HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer

Beratungstermin mit Karsten vereinbaren

 

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

0 Upvotes