CRM

TMcAndrew
Member

Separating Contacts by internal Department

SOLVE

All,

Very new to HubSpot and feel like I'm drinking from a firehose a bit.  One challenge I want to fix ASAP is segmenting our contacts by the affiliated internal business unit that would need their contact information.

 

For Example, we have a contact Jon Doe who should only be contacted for personal insurance and Jane Doe who is a business insurance contact.  We don't want our Personal Lines Sales people to have to sift through all the contacts that aren't pertinent to them and vice versa.  Is there a way to assign a contact to a "group" so to speak and make that group only visible to certain roles or accounts?

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ScottPennwood
Solution
Top Contributor | Platinum Partner
Top Contributor | Platinum Partner

Separating Contacts by internal Department

SOLVE

Hi @TMcAndrew and welcome 🙂 

 

It can sometimes feel overwhelming when using a new tool, especially one as feature-rich as HubSpot. Luckily once you know some fundamentals, the platform is intuitive and things will start to make sense very quickly.

 

As with most things, there's a few ways you can approach your need. Without knowing your exact HubSpot deployment i'll offer a few up!

 

  • Permission Sets
    • If you set up the Teams in such a way that Team 1 = Personal Insurance and Team 2 = Business Insurance, then you can set the permission set allow Team 1 to see only contacts owned by someone on Team 1. 
    • This can be terribly limiting, not allowing for flexibility (say if you wanted someone from Team 1 to cover a personnell deficit from Team 2 at very short notice). They wouldn't be able to see those contacts, even if they wanted to. However the benefit should be clear, you can be very strict with the access levels. 
    • 2024-11-26 - 22_33_26 - Settings.png

  • Filtering
    • If you create a property (I have created a demo property "Insurance Type" with two options - Personal and Business) you can simply customise the view so that people see what they want to see. 
    • In this example, i've filtered all contacts that have "Personal Insurance" checkbox ticked. Forgive the lack of data, Brian is my only contact with this checkbox!
    • 2024-11-26 - 22_39_52 - Contacts _ All contacts.png
    • If you want  that view to be seen first, hit "create new view" and drag the new tab all the way to the left. Don't forget to save!
    • 2024-11-26 - 22_40_28 - Contacts _ Personal Insurance Contacts.png
  • Ownership assignment
    • Using workflows, you can use this new property (Insurance Type) to assign a contact to one of your reps. And you get to decide who you want to assign that contact to. If Scott is on my Personal Insurance team, I'll assign new contacts to Scott who have that checkbox marked.
    • In this way, reps can very easily use the default "My Contacts" view, and you don't have to use permission sets to restrict their access. 

       

    • In this example, you're probably more likely to want to assign to a Team rather than an individual, as it sounds like you have a fair few contacts/reps! 
    • 2024-11-26 - 22_45_15 - Unnamed workflow - 2024-11-26 22_44_33 GMT+0000 _ HubSpot.png

 

If this were my account, I'd use a combination of a new property (easy filtering + segmentation) and ownership assignment (to ensure accountability and ensure your reps always have a pool of contact data they can take ownership of)



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ScottPennwood
Solution
Top Contributor | Platinum Partner
Top Contributor | Platinum Partner

Separating Contacts by internal Department

SOLVE

Hi @TMcAndrew and welcome 🙂 

 

It can sometimes feel overwhelming when using a new tool, especially one as feature-rich as HubSpot. Luckily once you know some fundamentals, the platform is intuitive and things will start to make sense very quickly.

 

As with most things, there's a few ways you can approach your need. Without knowing your exact HubSpot deployment i'll offer a few up!

 

  • Permission Sets
    • If you set up the Teams in such a way that Team 1 = Personal Insurance and Team 2 = Business Insurance, then you can set the permission set allow Team 1 to see only contacts owned by someone on Team 1. 
    • This can be terribly limiting, not allowing for flexibility (say if you wanted someone from Team 1 to cover a personnell deficit from Team 2 at very short notice). They wouldn't be able to see those contacts, even if they wanted to. However the benefit should be clear, you can be very strict with the access levels. 
    • 2024-11-26 - 22_33_26 - Settings.png

  • Filtering
    • If you create a property (I have created a demo property "Insurance Type" with two options - Personal and Business) you can simply customise the view so that people see what they want to see. 
    • In this example, i've filtered all contacts that have "Personal Insurance" checkbox ticked. Forgive the lack of data, Brian is my only contact with this checkbox!
    • 2024-11-26 - 22_39_52 - Contacts _ All contacts.png
    • If you want  that view to be seen first, hit "create new view" and drag the new tab all the way to the left. Don't forget to save!
    • 2024-11-26 - 22_40_28 - Contacts _ Personal Insurance Contacts.png
  • Ownership assignment
    • Using workflows, you can use this new property (Insurance Type) to assign a contact to one of your reps. And you get to decide who you want to assign that contact to. If Scott is on my Personal Insurance team, I'll assign new contacts to Scott who have that checkbox marked.
    • In this way, reps can very easily use the default "My Contacts" view, and you don't have to use permission sets to restrict their access. 

       

    • In this example, you're probably more likely to want to assign to a Team rather than an individual, as it sounds like you have a fair few contacts/reps! 
    • 2024-11-26 - 22_45_15 - Unnamed workflow - 2024-11-26 22_44_33 GMT+0000 _ HubSpot.png

 

If this were my account, I'd use a combination of a new property (easy filtering + segmentation) and ownership assignment (to ensure accountability and ensure your reps always have a pool of contact data they can take ownership of)



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