HubSpot Ideas

ThiagoF

Permission to delete activities

Hello everyone, we are relative new to Hubspot, and we came from another CRMs software that are more "restricted" in allowing users to delete information. We know there is the option in Hubspot to restrict user permission to delete objects, like tickets, contacts or deals. However this is only a part of the equation, because they can still delete everything there is inside each object.

 

So far, we have tried 2 scenarios:

 

1) Make all users "View Only" - This scenario almost solved the problem for us, because with View Only permissions, a user cannot delete any "e-mail, note, os calls" inside the object. The only issue with that scenario is that is not possible to change the object status, like a ticket status for example, move through the pipeline, etc. So we had to throw away this idea.

 

2) Set all users to Edit only those objects they own. Is this case there is some level of security, because if a user own a ticket he can move through the pipeline, and other users cannot delete any information inside. However it's still possible for the owner to manipulate the recorded information inside, like, deleting e-mails, notes or calls. This is the scenario we are using, however not ideal for the standards of security we are used to in our company.

 

So, what we would like to see as a feature: a check-box with "Allow users to delete activities and communications". That would solve everything.

 

So far we have seen this idea have been requested several times by users:

https://community.hubspot.com/t5/CRM/Is-there-a-way-to-prevent-my-sales-reps-from-deleting-notes-and...

https://community.hubspot.com/t5/HubSpot-Ideas/Colleagues-deleting-contacts-tasks-notes-etc/idc-p/44...

https://community.hubspot.com/t5/HubSpot-Ideas/Prevent-users-to-delete-activities/idc-p/440464

45 Replies
carlboden
Member

It should be possible to prevent users from deleting their activities, like logged meetings, call and emails on Contacts

RPD
Member

YES PLEASE!

Osnovyanenko
Contributor | Diamond Partner

+1 for demand

MeganFrancis
Member

1. I do not want my colleagues to be able to delete any of the activities within the contact.

2. I want to see what activity is being deleted, and an option to restore.

3. I do not want any of my colleagues to be able to delete any contacts.

TShiffler
Member

Also not be able to delete the call recording

Anonymous
Not applicable

Similar request -

 

Add permissions at the team and user level to allow or deny access to deleting content from contact records.

 

People know when they mess up, and they know they're being watched - deleting content is something we would like to have more control over.

ThiagoF
Contributor

This is such a important and basic feature for a CRM, specially with Help Desk features.

It would be as simples as a check-box with: "Allow users to delete activities".

It would make Hubspot a much more trustable CRM, because not all the time you (the account manager) want to be checking the trash can, to see what your members have deleted. And also, deleted e-mail records can't be restored at all. The most important of all records. Makes no sense.

ThiagoF
Contributor

This is such a important and basic feature for a CRM, specially with Help Desk features.

It would be as simples as a check-box with: "Allow users to delete activities".

It would make Hubspot a much more trustable CRM, because not all the time you (the account manager) want to be checking the trash can, to see what your members have deleted. And also, deleted e-mail records can't be restored at all. The most important of all records. Makes no sense.

GavinL
Participant

My scenario is similar - I want any user to be able to add notes/comments/attachments in a ticket, but not be able to edit or delete these unless they created the note/comment/attachment themsleves - there should be no way 1 user can edit or delete another users activities

 

one way to do thos is to add another function in the objects access section of users and teams -  for example add "activities" as another object with the ability to delete/edit/view as per the other objext currenty available (contacts, deals, tickets, tasks etc) - or combine notes/comments/attachments with the tasks option and call it activities

APorta
Participant

Any update on this idea for a new feature?

GPELÈSE
Participant

Hello @ThiagoF ,

 

Thank for you submit.

 

A short testimony : we switched from Zammad to Hubspot and faced this flaw (awaiting for aa fix). In Zammad this checkbox doesn't even exists : when something is written nobody can even erase it after someone responds. Only the writter can edit/delete as soon as nobody add a mor recent note. This principle is the same used in the block chain : the current truth is based on reliable, non-editable past events. It is one of the best ways to keep information consistent.

 

Please upvote 🙂

Guillaume

 

! P.S. Hubspot, seriously "block chain" is a forbidden word in this forum ?? ("The message body contains [block chain, (in one word)], which is not permitted in this community. Please remove this content before sending your post.")

ThiagoF
Contributor

Will Hubspot be able to look into this?

VenancR
Member

@ThiagoF this is what is preventing our company to migrate to Hubspot.

VexxaConsulting
Participant

This is so much needed!

We are a consulting company developing solutions to a specific business segment, and we have chosen Hubspot as the main CRM platform to integrate our business solutions.

One of the major flaws we experience when we reach out to customers offering the solution is they always ask if their agents will be able to delete the records.

 

One of our clients also mentioned that they already used Hubspot, and they found a flaw in the activities design which allows someone to just associate the activity with a random object (contact, deal or ticket) and them disassociate the same activity with it original object. That way the activity is formally not deleted, therefore not visible in the trash bin, and nobody can trace it.

 

Hubspot should really look into this.

PNavarrete
HubSpot Employee

Meu cliente gostaria de ter mais controle sobre a restrição de acesso a usuários padrão para evitar a exclusão de tarefas, chamadas e reuniões, seria muito útil ter essa opção.

erickalsope
Member

Agreed!

ThiagoF
Contributor
ThiagoF
Contributor

Could any Hubspot representative tell us if this ever going to be a feature?

joe-tdc
Participant

It's a shame because it's not even a "would like" like a lot of the top voted requests are.

Removing the ability to delete activities and conversations should be a basic level function and high on the needs. 

 

I could abuse a potential customer, block them and then delete the whole thread and no one would know unless it came back through another channel. 

Companies are open to sabotage using Hubspot as their inbox currently. 

 

Also ticket permissions are basically void if you have your inbox creating tickets, if someone without the ability to edit/delete a ticket sends the conversation tied to that ticket to the trash and deletes it, they delete the ticket too. 

HSongue
Member

Yes please very important features , should not be allowed  to delete activities by users. Applying the same exception as for delete contact record.