HubSpot Ideas

tomsedgwick

Permission to access individual workflows

Hi all,

 

I have given a freelancer access to our workflows so that he can develop a workflow with a webhook in it.

 

I see this as a major security risk.

 

It would be great if I could give users access to individual workflows, without them having access to all of them.

HubSpot Updates
July 21, 2023 11:37 AM

Hey there, you can do that from the Workflows screen itself - Screenshot 2023-07-21 at 2.36.36 PM.png Hope this helps!

Delivered
March 30, 2022 02:37 PM

March 30, 2022 02:36 PM

It has been out to all Enterprise accounts and is covered in this knowledge article: https://knowledge.hubspot.com/account/partition-your-hubspot-assets

January 26, 2021 06:16 PM

@SBuckley I'm still here! Are you interested in joining the beta as well? Feel free to direct message me with your Hub Id.

September 29, 2020 06:14 AM

@RoxPepin Sure - can you direct message me or email me (mgeorigeva@hubspot.com) your Hub ID? 

Best,

Maggie

July 02, 2020 11:12 AM

Hello folks, 

 

There is a Workflows partitioning update in beta for HubSpot Enterprise that will address your request. DM if you are interested in testing it.

 

Best,

Maggie Georgieva

16 Replies
KeeganSmith87
Participant

I think more importantly than permissions for individual workflows is the need for separation between workflow "enroll" capabilities and workflow "edit" capabilities. 

 

Use case is: Representatives that work for our company may need to enroll a customer in a one-off campaign. But in order to allow that, I either have to create a dummy property that, when checked, enrolls them into that campaign (which means each campaign would need it's own property) OR I have to grant "God-Mode" to every rep who MAY need to enroll a customer into a marketing workflow for a one-off request for additional educational content.

 

Why is this a risk? Simple. I can NOT allow representives in the dozens (we have nearly 30 users soon to be transitioning into HubSpot Service Hub) to have access to not only enroll but ALSO go in and EDIT the workflows that our marketing and sales teams have spent nearly a year building. It's a massive risk to infrastructure. 

 

My proposal is for the following: Workflow EDIT abilities are moved to the MARKETING tab in permissions. Workflow ENROLL abilities go under CRM permissions.

tomsedgwick
Contributor

There is a toggle for creating and editing workflows. Just turn that off for your sales team. They can still enrol people in workflows with this turned off, can't they? 

mgeorgieva
HubSpot Product Team

Hello folks, 

 

There is a Workflows partitioning update in beta for HubSpot Enterprise that will address your request. DM if you are interested in testing it.

 

Best,

Maggie Georgieva

spiderman
Participant

We definitely need the separation of authority for enrolling contacts in workflows and the access to edit workflows. We are very concerned to give staff access to edit workflows. One incorrect change or the wrong enrolment criteria and it could cause major embarassment or worse.

 

Super admin and developers can have access to create/edit workflows.

 

General support staff should only have access to enrol contacts to existing workflows. At present we use additional triggers via adding to a list or a custom field to trigger a workflow for a contact. Having access to see history might also be useful. 

 

 

What will be in the workflows partitioning update?  We're running Enterprise.

RoxPepin
Participant

Can I get access to the BETA? 🙂 

mgeorgieva
HubSpot Product Team

@RoxPepin Sure - can you direct message me or email me (mgeorigeva@hubspot.com) your Hub ID? 

Best,

Maggie

SBuckley
Member

It appears as if @mgeorgieva no longer works for Hubspot. Was wondering if there are any other product team members reviewing this thread?

mgeorgieva
HubSpot Product Team

@SBuckley I'm still here! Are you interested in joining the beta as well? Feel free to direct message me with your Hub Id.

SBuckley
Member

@mgeorgieva Hi! I'm sorry, I sent you an email and it came back as undeliverable. I'll DM you.

BethThompson
Member

@mgeorgieva Is this idea still in beta? Or has it rolled out? 

mgeorgieva
HubSpot Product Team

It has been out to all Enterprise accounts and is covered in this knowledge article: https://knowledge.hubspot.com/account/partition-your-hubspot-assets

mgeorgieva
HubSpot Product Team
 
MMcBride1
Member

I agree! I work for a real estate firm. We would like for our agents to be able to create workflows for their email marketing. However, that would give them access to edit all of the company's workflows, which is a huge risk. It would be nice if there was a permission set feature limiting workflow access to something like "Owned Only" or "Created by agent."

 

This may be far fetched, but it would also be nice if the WF filters limited the agent to applying the WF only to their contacts and contacts with no owners, and not to contacts owned by other people. 

 

Thanks!

MMcBride1
Member

@mgeorgieva  -- we have the enterprise account and this feature does not appear to be rolled out. I can allow an agent to view or edit ALL workflows, but I cannot limit which workflows the agent can view/edit. Thanks!

 

MMcBride1_0-1689963439946.png

 

mgeorgieva
HubSpot Product Team

Hey there, you can do that from the Workflows screen itself - Screenshot 2023-07-21 at 2.36.36 PM.png Hope this helps!

PWeidner
Member

Currently, it seems to allow edit access to specific workflows, one has to:

1. provide overall edit access to workflows in the permissions (user or permission set)

2. Then use the team level access in permissions to grant edit access by team

 

The challenge I see with this is that we are unable to:

1. Provide view access to all workflows

while also

2. Providing edit access to selected workflows