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Partition your HubSpot assets

Last updated: September 15, 2021

Applies to:

All products and plans

Assets across HubSpot can be partitioned so that only the right teams and users can view and edit them. This can be helpful if you want to keep your assets separated by department or team, and helps your users stay focused and organized. 

Please note:

  • Super admins can view all partitioned assets.
  • A CMS or Marketing Hub Enterprise subscription is required to partition blog posts and pages by teams.
  • Users with the Partition by teams permission can view all partitioned marketing assets, such as pages and emails. Partitioned sales assets, such as templates, sequences, documents, and playbooks, can only be viewed by super admins and the partitioned teams and users.

To view a video series on asset partitioning, check out HubSpot Academy's asset partitioning lesson.

The assets that you can partition depends on your HubSpot subscription:

Asset name Hub
 
  Marketing Hub Sales Hub Service Hub CMS Hub Operations Hub
  All accounts
CRM records
CRM views
Conversations inbox
  Professional and Enterprise
Templates      
Sequences      
Documents      
Deal and ticket pipelines
  Enterprise
Dashboards  
Reports  
Properties  
Record sidebars  
Blog posts      
Domains      
Landing pages      
Website pages        
Email        
Forms      
Calls-to-action      
Lists (BETA)    
Workflows    
Playbooks      
Ads        
Email subscription preferences (BETA)        

Please note: assets that aren't listed in the above table cannot be partitioned at this time.

Set default partitioning behavior (CMS Hub and Marketing Hub Enterprise only)

By default, newly created assets are accessible to all users that have permissions for the asset. However, you may want to only allow specific users or teams to create or edit assets. In your account settings, you can automatically restrict access to newly created assets so that only the asset creator, their team, and any of their parent teams, can view and edit them.

To automatically partition new assets:

  • In your HubSpot account, click the settings icon settings in the main navigation bar.
  • In the left sidebar menu, navigate to Users & Teams.
  • Click the Teams tab.
  • Click to toggle the Restrict new content to creators and their teams switch on.

General partitioning instructions

Most tools can be partitioned by following the below steps. For dashboards, CRM views, and email subscription preferences, skip to the tool-specific section below.

  • In your HubSpot account, navigate to the tool that you want to partition.
  • To assign one asset, hover over the asset you want to assign, then click the More dropdown menu and select Assign users & teams
  • To assign assets in bulk, select the checkboxes next to the asset you want to assign, then click Assign users & teams.

assign-multiple-pages-to-teams

  • In the dialog box, select the checkbox next to the team name or contact name. If you're using hierarchical teams and assign content to a child team, the parent team gains access automatically.
  • To assign the content to additional users, click the Users tab. Users can only be selected if the content is assigned to at least one team.

    assign-content-access
  • Click Save

The asset will now only be visible to the selected users and teams, and if applicable, their parent teams.

For the tools that don't follow the above instructions, you'll find the tool-specific instructions below.

Tool-specific instructions

CRM records

By default, users can view and edit all contacts, companies, deals, and tickets. You can adjust a user's permissions so that they can only view and edit records owned by them or their team.

To partition CRM records for your users:

  • In your HubSpot account, click the settings settings icon in the main navigation bar.
  • In the left sidebar menu, navigate to Users & Teams.
  • Click the name of the user you want to edit.
  • To partition contacts and companies, in the Contacts tab, click the dropdown menus next to the ViewCommunicate, and Edit permissions. Then select Team only or Owned only.

    user-permission-contact-company-access
  • To partition deals, click the Sales tab, then click the dropdown menus next to the View and Edit permissions. Then select Team only or Owned only.

    user-permission-deals-access
  • To partition tickets, click the Service tab, then click the dropdown menus next to the View and Edit permissions. Then select Team only or Owned only.

    user-permission-tickets-access
  • To save your changes, click Save.

The updated permissions will take effect after the users log out then log back in. Learn more about user permissions.

CRM views

Standard views cannot be partitioned, but custom CRM views can be set to be visible only to you, visible to your team, or visible to everyone. 

To partition a CRM view:

  • In your HubSpot account, navigate to your contact, company, deal, or ticket dashboard.
  • In the left sidebar, click All saved filters.
  • Hover over the filter name, then click Options. In the dropdown menu, select Manage sharing.
  • In the dialog box, select whether you want the filter to be only visible to you, your team, or to everyone.
  • Click Save.

Conversations inbox

After creating an inbox, you can edit which users and teams are able to view it by editing your team management settings. Learn how to manage your inbox users
 
manage-your-inbox-users

Dashboards

Dashboard owners can set which teams have view and edit access to custom dashboards.

To assign access to dashboards:

  • In your HubSpot account, navigate to Reports > Dashboards.
  • Above the dashboard reports, click the Assigned link, then click Edit access.

    report-dashboard-edit-access
  • In the right panel, select the users that you want to assign access to.
    • To only allow the dashboard owner to see the dashboard, select the Private to owner radio button. Then click Save.
    • To allow all users to access the dashboard, select the Everyone radio button, then select the View and edit radio button or the View only radio button. Then click Save.
    • To allow only specific teams and users to access the dashboard:
      • Select the Only specific users and teams radio button.
      • Select the View and edit radio button or the View only radio button.
      • Click Next.
      • Select the checkboxes next to the teams and users you want to assign access to.
      • Click Save.

Deal and ticket pipelines

Super admins can manage which users and teams have access to specific deal and ticket pipelines. For each pipeline, you can give access to all users in the account, or limit access to individual users and teams.

  • In your HubSpot account, click the settings settings icon in the main navigation bar.
  • In the left sidebar menu, navigate to Objects > Deals or Objects > Tickets.
  • Click the Pipelines tab.
  • In the Select a pipeline section, click the dropdown menu and select a pipeline to edit.
  • Click the Actions dropdown menu, then select Manage Access.
  • In the right panel, select Private to me, Available to everyone or Select users and teams who can edit.
  • If you're selecting specific users or teams, in the search bar, search for and select the checkbox to the left of the user or team hat you'd like to give access to the pipeline.
  • To remove access to the pipeline, clear the checkbox next to the user or team's name, or click the X in the Who has access section.
  • At the bottom of the panel, click Save.

Explicitly giving a user or team access to a pipeline will restrict access for all others. For users without permission, restricted pipelines will be greyed out in the HubSpot account on desktop and the mobile app. Restricted users can view a specific deal or ticket record if they are sent a direct link from a user with access to the pipeline. They will also see records from restricted pipelines as associations on records. 

Documents, playbooks, sequences, and sales templates

After creating a document, playbook, sequence, or template, you can set the level of access to be private to the owner, shared with everyone, or shared with specific users and teams. 

Learn how to partition access to sales content

Domains

By default, users with the Add and edit domains user permission can view and edit all domains, as well as publish content to all domains. To restrict which users can edit or publish content to particular domains, learn how to assign domain publishing permissions to teams.

Properties

Super admins can restrict a property so that only specific users and teams can edit the property on records. A restricted property will still be visible by all users.

Users and teams that aren't given access will see the message You do not have the permissions to edit the value of this field when hovering over the property on a record.

 

Record sidebars

You can customize the sidebars that appear on contact, company, deal, and ticket records so that different teams have different views. Learn how to personalize record sidebars for specific teams.

Reports

There are multiple ways to partition reports:

You cannot partition reports found within the analytics tools section or individual custom analytics views.

List partitioning (BETA)

Super Admins can set which teams have visibility to which lists using the general instructions above

When assigning access to a list, or enabling the default assignment setting, keep in mind the following:

  • Partitioned lists can only be seen and selected by the list creator, the assigned teams, and any parent teams of the assigned teams. All other users will be unable to see or select the list. This applies to all tools, such as marketing email, workflows, and reports.
  • In addition to the list filters, a contact will only appear in a partitioned list if they meet one of the following criteria:
    • The contact is owned by a user on the assigned team.
  • If a user moves to a different team, they will no longer be able to access or view the lists they could previously unless their new team has access to the same lists.

Email subscriptions (BETA)

Partitioning your email preference groups lets you control which teams can use which subscription types and office locations in marketing emails. When an email preference group is partitioned to a team, only that team will be able to select the preference group when composing an email.

To assign a preference group to a team:

  • In your HubSpot account, navigate to Marketing > Email.
  • Under Preference groups, click the preference group you want to edit.
  • Click Actions, then select Edit.
  • In the right panel, click the Teams (Optional) dropdown menu, then select the teams that you want to assign the group to.
  • Click Save.

Learn more about partitioning your email subscriptions.

Workflows

Workflows can be assigned to a specific team from the workflows dashboard using the general instructions above.

Workflows assigned to a team can only be viewed and edited by users on that team and its parent teams. Any workflow that isn't assigned will be accessible to all users and teams with the workflows user permission.

Campaigns

You can partition your marketing campaigns to allow certain teams to manage the campaign's details and change which assets are associated with it. 

To assign access of a campaign to a team:

  • In your HubSpot account, navigate to Marketing > Campaigns.
  • Hover over a campaign you want to edit access for, then click the Actions dropdown menu and click Manage access.
  • In the right panel, select Available to everyone or Select teams who can edit.
  • In the search bar, search for and select the checkbox to the left of the name of the team you'd like to give access to the campaign.
  • To remove access to the campaign, clear the checkbox next to the team's name, or click the X in the Who has access section.
  • At the bottom of the panel, click Save.

Ads

After you connect Google, Facebook, or LinkedIn ad accounts to HubSpot, you can assign them to specific users and teams.

To assign access of an ad account:

  • In your HubSpot account, click the settings settings icon in the main navigation bar.
  • In the left sidebar menu, navigate to Marketing Ads.
  • Hover an ad account you want to edit access for, then click the Actions dropdown menu. Select Manage access.
  • In the right panel, select Available to everyone or Select teams who can edit.
  • In the search bar, search for and select the checkbox to the left of the name of the team you'd like to give access to the ad account.
  • To remove access to the campaign, clear the checkbox next to the team's name, or click the X in the Who has access section.
  • At the bottom of the panel, click Save.