Team Access Based On A Deal's Status

[lay]

I'm new to HubSpot and I have an idea I want to implement on it but I'm not quite sure how to do so.

I have an educational website with programs. Students that register for a program are automatically shown on HubSpot, but I can't automate their status due to some programs requiring manual changes, etc. Therefore, I wish to have multiple teams only responsible for changing a deal's status manually. The team should have access to only a certain status (for example, the team for new deals (applicants) can only view deals with the status "new" and can change their status from new to accepted/rejected and then this deal goes to the next team responsible for the accepted deals). Also, the options for status should be limited to certain choices (for example, team responsible for enrolled deals should only be able to change a deal's status to withdrawn or completed while other options are hidden from this team). 
The deal status changes should move as a hierarchy, team 2 can's see the new deals untill team 1 change their status and so on.
It's a pretty simple idea that I'm sure is doable but not entirely sure how it's done. 

[Josh · Accepted solution]

Hi @lay,

The only thing I can think of to do here is change the owner of the deal based on the deal stage it is in. The new owner would be someone on the team that needs to see it and permissions for these individuals would be set to "Team Only". 

If there is a consistent owner through all deal stages as well, you can have a secondary owner property to manage that. 

Please reference the permissions guide that @kvlschaefer referenced as well.

Josh 

[lay]

Thank you Josh!
I have checked the articles and they were very helpful. However, what I was thinking of was just showing customized options for each team. Hence, is it possible to code that in python?

Another solution I was thinking of was to have a process for the status (for example, an applicant cannot be changed to completed right away but should be accepted then enrolled to keep the status changes from errors). Is there a workflow that could possible track the changes made to the status? If it didn't go by the normal process, it could show a warning or won't save the changes untill it goes by the normal process.

Thanks.

[kvlschaefer]

Hi @lay,

Welcome to HubSpot and the Community! 

I wanted to share this HubSpot User Permissions Guide and this knowledge base article on Creating and Managing Teams in HubSpot. 

There is also an Enterprise-level feature where you can restrict view and limit access to properties. You can read more about this in this knowledge base article. 

I also wanted to invite our subject matter experts to see if they have advice.

Hi @franksteiner79, @Aakar, @Josh - Do you have any recommendations for @lay's use case?

Thank you! 

Best,

Kristen

[lay]

Thank you Kristen, your articles helped with the permissions I needed.