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?
This would be incredibly helpful! I upload a lot of docs for sales team and use the links in crafting copy for them but want them to be notified of document views.
This is a must as if the Orginal Document Owner Leaves the organisation the only way to fix the problem removes the uploading of all the documents again
We've got a diverse sales team along with admin/operations support.
Typically the salesperson might upload documents and proposals to send to clients. It would be great to change the file owner to an operations/admin for them to be able to get notifications as well.
Completely agree. In my view, Sales Documents is the single biggest weakness of Hubspot. And the issues should all be easy to fix, including the issue I reported here over 2 years ago. The tracking of Sales Documents is working. The problems are:
Only Document Owner received alerts (email and feed) of any engagement with the Sales Document. But rarely is the Document Owner also the Sales Rep. Hence good point you make in this ticket. But I think the issue is beyond changing the document owner. The real issue is that the Contact Owner, should be alerted when the target clicks on a Sales Document. So if you have 250 sales reps utilising your latest brochure, the only route forward (as advice by Hubspot) is to upload the same brochure 250 times.
There is currently no way of re-assigning a Sales Document to a new owner. So if the person that uploaded e.g Whitepaper X leaves your company, the only solution is to re-upload the same whitepaper.
It is not possible to use clicks on a Sales Document as a trigger e.g. for enrolling a contact, or a workflow e.g. to trigger an automated follow-up task. This makes no sense as described here.
Yes, We have hundreds of documents that need to be reassigned and it appears the only way to do it is to download them all, have new user upload them all, create new links, and update all web and graphic assets with new links. This is not cool..... :-((
This is absolutely necessary. The tool setup doesn't reflect how most teams work in practicality. Changing the owner of a sales doc is so needed. PLease please build this out soon! or at least allow better tracking in the marketing files tool so we can send documents that way?
I really like the ability to track sales docs in HubSpot, but it would be incredibly helpful to have the ability to:
1. Archive Sales Docs Restrict access for users to share old sales docs, without having to delete them from HubSpot & lose doc tracking info — so "retired" resources can't be shared / accessed externally, but tracking information doesn't get lost.
2. Update Sales Doc File Owner Change owner of sales docs — so files can be centrally managed or ownership transferred if a user is no longer with the company.
Likewise! This is causing an issue where clients sent a document from a previous team member, see it as associated with that team member, and are attempting to schedule sales calls / meetings with a team member no longer with the company. While it's possible to upload a new document, this doesn't help folks who were already in the pipeline from a prior team member.
Likewise! This is causing an issue where clients sent a document from a previous team member, see it as associated with that team member, and are attempting to schedule sales calls / meetings with a team member no longer with the company. While it's possible to upload a new document, this doesn't help folks who were already in the pipeline from a prior team member.
ughhh, all our documents were uploaded by an employee who is no longer here, and where we have deactivated that employee in Hubspot and our email system.
So the best I can do is reactivate their email address in email and wade through all the spam they get to see if they get anything.
Assigning documents to a Person vs. a ROLE Address (like sales@) is not a feature but a bug in Hubspot.
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