Non attributed email contacts are still visible by members

[CBEVY]

Hello,

I am a new hubspot user.

I added a user (part of my team) in my account to manage only some contacts. 

I don't want this user to see emails that don't belong to his list.

In the admin parameters, I configurated the email permissions and unchecked "non attributed" options.

Nevertheless, when I receive emails from new contacts (in the global email address), they are automatically added in the hubspot data base with ownership "non attributed". 

But the user of my team can still see the email marked as "unknown visitor".

Why the non attributed fonction doesn't work ? Is there a way to automatically setup a default admin owner for new imported contacts in order to hide those emails to my team member ?

Thank you in advance.

Christophe

[kpereirasantos · Accepted solution]

Hi Christophe,

 It seems like you're trying to ensure proper visibility restrictions in HubSpot for team members based on ownership of contacts. Here's how you can address this issue:

Default Contact Owner for New Contacts

To ensure that new contacts are automatically assigned to a specific user or admin, you can set up workflow automation (available in certain HubSpot plans). Here's how:

1. Create a Workflow:

   • Go to Automation > Workflows in your HubSpot account.
   • Create a new workflow for contacts, starting from a blank workflow.
   • Set the enrollment trigger to "Contact is created."

2. Assign a Default Owner:

   • Add an action to Set property value.
   • Choose the Contact Owner property and assign it to yourself (or another admin user).

3. Activate the Workflow:

   • Review and activate the workflow to automatically assign new contacts to the specified owner.
   •  

Check Visibility Permissions

Even with email permissions adjusted, contacts marked as "non-attributed" might still be visible due to other permission settings. To restrict visibility further:

1. Edit Team Member's Permissions:

   • Go to Settings > Users & Teams.
   • Select the user in question and check their Contact and Communication permissions.
   • Set their "View" permission for Contacts to Owned only instead of "Team only" or "Everything."

2. Update Communication Visibility:

   • In the Email settings (under Integrations > Email), ensure that shared inbox visibility is limited to specific users or teams.

Is it helpful for you?

[karstenkoehler]

Hi @CBEVY,

Can you please share a screenshot of the occurence of "Unknown visitor"? Where in the tool exactly does the user see this?

Can you please also share a screenshot of the record access permissions you set for reference?

Best regards