1. Archiving Sales Documennts would be fabulous. I changed sharing to ONLY ME on the old ones, but a general user could still see them. Support didn't go anywhere with this.
2. Being able to change owners would be great for templates or views, or almost anything.
Use Case - admins leave, people leave
Use Case for Views - admin can delete views of others, but cannot UPDATE them. strange....
For documents, at least I can managee sharing, but that might have a glitch in my first statement. I changed file sharing on documents uploaded by another admin that is no longer employed, perhaps that's why people could still see them.
Agree as Corp Marketing Director everytime we have document updates it takes hours of work. I cannot universally update documents for each sales rep. It would be most ideal, in my mind, that if there is a document (link) sent by anyone on a team that the SENDER gets the data feedback on the document (opens, interactions, etc.) rather than the document owner. Then the admin could load a document once and all the sales team would have the feed back for their own sends.
Bumping this again! We have a lot of document owners that are no longer with the organization and the picture, name, and email address associated with the document is out of date!
Maybe I am missing a nuance here but I was just running into a similar problem as described in this thread. It appears that now the document uploader is irrelevant, the document gets tied to the person who creates the shareable link. Therefore several "owners" can route people back to the same document through link creation. Hope this helps.
Has this been resolved, or has a workaround been created? I upload documents for my team. The sales team should be the contact for the 'Let's meet' or 'Email me' CTAs. I would rather not be the person these queries are directed to. Can I set the point of contact for someone else, even though I uploaded the document? Thanks!
This may or may not be helpful, but what I found was the document owner is actually irrelevant based on how they have it setup. Anyone can modify it and get share links that are connected to the senders account. Am I off in this understanding?
Thanks! Yes and no. It makes sense in the shareable aspect, but what if the document is inserted on a website? Does that same logic apply? I created the document link and am editing the page but do not want to be associated with the document. Would I need to create a 'Sales' user and have that user create and share the document link?
@CKilgore My understanding and experience (disclaimer - not a certified expert) is the idea is the document is always coming from someone (presumably a Salesperson) - and that person would be the one to send the link, as the document has a feature where it ties to your calendar and the prospect can book a meeting directly with the document sender (salesperson) from the PDF Hubspot viewer. Does that make sense? So the creation and ownership of a document becomes irrelevant once sent by another user. The end-recipient will not see any association to the original owner, and the link tracks opens separately for each link created by each user. Makes sense?
@CKilgore Sorry I think I missed the website element in my first response. I would say whoever is responsible for following up on inquiries from the website, it would make sense for that person to be the sales user and have the document tied to them so they can view opens, etc - because it, as you know, shows who has opened, etc. You might be able to create automation that if someone opens the document more than once, it would pop up as a warm lead on your pipeline, or have an auto task created to follow up with an email, call etc. "Forced" ownership actually makes sense when it comes to a sales workflow
Assuming that people don't work at one company their entire lives and that people don't live forever, if the Document Owner is no longer at the company and no longer has a HubSpot account, how would document ownership be reassigned now? There is no mechanism, and that is why it is important that this should be something admins are able to do.
I know there are already comments along these lines but it was so frustrating to find out we cannot change the owner of a document. We had someone leave the company who owned more than half our documents, and now we're going to loose the historical views from the last four years of documents because we have to upload a new version of each document - not to mention the amount of work to recreate new documents. 😞
This suggestion started in Nov, 2020, can someone at HubSpot please reply to this thread to confirm this is in the works? It's been almost 5 years and negatively affecting alot of users.
We are actively looking into this idea and I wanted to ask this group for some additional feedback to make sure I understand the use cases being described. To start, I wanted to align on the different roles:
Document Owner
This is the individual who uploaded the original document
Link Creator
This is the individual who has their picture, name, email, and meeting scheduler link displayed in the document viewer
This is also the individual who receives the engagement notifications
If the originalDocument Ownerleaves the company, other individuals can still:
Re-upload a new version of the document
Create new links and receive engagement notifications from the new links
If the document can be updated by someone other than the Document Owner and links can still be created after the Document Owner leaves the company, why is it necessary to change the Document Owner? It is mostly to avoid confusion of surfacing someone's name who is no longer at the company?
