Deal Collaborator - automated synch

[mzebib68]

Hi,

I was very happy when I turned on this option on our account because it was something I was waiting for a long time but since, I'm frustrated.... why is this this functionality only manual?

In my scenario I want to set as collaborator the Company owner.... simple isn't it?

so if on a deal you have 3 companies referenced, they 3 company owners should be listed as collaborators.... but so far it's impossible.

Does any one succeded in automating the addition of a collaborator either thorugh workflows on API synch?

Thanks for your helps

[jolle · Accepted solution]

Thanks for the mention, @PamCotton! And great question, @mzebib68!

I'll be honest — I'm not sure there's a way to accomplish what you're asking for. I know that deal collaboration is a newer tool from HubSpot, so we'll hopefully see more functionality over time. I was just talking with someone the other day, and we discovered that you actually can't export the deal collaborator values like other properties!

There are definitely some limitations here currently, but I strongly recommend sharing your idea and use case in the HubSpot Ideas forum. You'll have my upvote if you decide to make a post!

Sorry I can't be of more help!

[DianaGomez · Accepted solution]

Hi @JAvitable, 

Thanks for the clarification. 

At the moment we don't have the option to add the deal collaborators via workflow or automate this process any other way. This has been highly requested though and our product team is aware of this, you can review this idea and upvote!

For now, Collaborators can only be added manually by users with Edit deal permissions, following the instructions provided in the HubSpot knowledge base article: Add collaborators to a deal.

Best,

Diana

[TRichardson68 · Accepted solution]

The fix I did was to create a custom Hubspot User property called Collaborator, or in our case "Associated Deal Owner." 

This doesn't solve for a multiple value property for 3 owners at once, but it does allow Users to be assigned in this custom Owner property in workflows. You can select a specific user based on the trigger, or choose from a data variable. If you don't see associated company from the immediate data variables, Deal properties, you can click Add data variables and add Company and then drill down to the Company Owner property to use for the custom property Collaborator assignment. 

Cheers. 

[amuth]

I believe this has been changed!  Updated documentation from April 12, 2024

• Add collaborators to a deal manually or by import: https://knowledge.hubspot.com/records/add-collaborators-to-a-deal#:~:text=You%20can%20also%20import%...
• Import deal collaborators: https://knowledge.hubspot.com/import-and-export/set-up-your-import-file#import-collaborators

[JAvitable]

Now that "Deal Collaborator" is not that new anymore, has anyone heard any update? We have a strong use case for updating Deal Collaborator via a Workflow, but it is not possible. We have gotten around this by creating our own custom Property, but I would much rather use the Property that HubSpot is investing in... or maybe they are not?

[DianaGomez]

Hi @JAvitable,

Thank you for reaching out to the Community!

Just to confirm, are you looking to update Deal Collaborator through API as mentioned by the initial user in this conversation? If so, it's currently not possible. However, I’ve noticed a similar idea already present in our Ideas Forum: Deal Collaborator update through API.

To contribute, upvote the existing idea and share more details about your specific use case in the comments.

Thank you!

Diana

[JAvitable]

Not API, Workflows. We do a LOT of Property updates via Workflow, and would like to do the same with Deal Collaborator.

[DianaGomez · Accepted solution]

Hi @JAvitable, 

Thanks for the clarification. 

At the moment we don't have the option to add the deal collaborators via workflow or automate this process any other way. This has been highly requested though and our product team is aware of this, you can review this idea and upvote!

For now, Collaborators can only be added manually by users with Edit deal permissions, following the instructions provided in the HubSpot knowledge base article: Add collaborators to a deal.

Best,

Diana

[mzebib68]

it has been almost 1 year this feature has been deployed and since no update on API or Workflow synch?

[samriach]

Agree with the above. We would like to be able to use a workflow to automatically set a Deal Collaborator based on the Deal owner. The Deal owner can change throughout our sales process, however we would like to be able to report on the original Deal owner (collaborator). 

[Cennyddjohn]

Yeah seems silly - whole point of Hubspot (for me) is the automation functionality. I would have thought that would be the first question asked for any product implementation: how can this work / be automated? Same with deal association labels - manual. Completely unhelpful. 

[jolle · Accepted solution]

Thanks for the mention, @PamCotton! And great question, @mzebib68!

I'll be honest — I'm not sure there's a way to accomplish what you're asking for. I know that deal collaboration is a newer tool from HubSpot, so we'll hopefully see more functionality over time. I was just talking with someone the other day, and we discovered that you actually can't export the deal collaborator values like other properties!

There are definitely some limitations here currently, but I strongly recommend sharing your idea and use case in the HubSpot Ideas forum. You'll have my upvote if you decide to make a post!

Sorry I can't be of more help!

[PamCotton]

Hello @mzebib68 , happy Monday!

I would like to invite our top experts to this conversation @jolle @Phil_Vallender any recommendations for @mzebib68 matter?

Thank you,

Pam

[mzebib68]

@PamH , @jolle ,
this morning I discovered another thing weired about the new feature, and I raised a ticket for:
1 - when this property appeared I did set this field to be "editable" by super admin only and recently I discovered that regular user was able to edit it... 

2 - when some from a different "team" is added as collaborator, each member from he teams this collaborator belongs toow with "team's view" are able to access it...

I'm really wondering if this is a real improvement or an unfinished developpment that is not helping us to give visibility accross different stakeholders.