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Restrict view and edit access for properties

Last updated: October 14, 2022

Applies to:

Marketing Hub Enterprise
Sales Hub Enterprise
Service Hub Enterprise
Operations Hub Enterprise
CMS Hub Enterprise

Users with super admin permissions can restrict a property so that only specific users and teams can view or edit the property's data on records. A restricted property's name will still be visible to all users, but based on the access given, users may be unable to view or edit the property values.

Super admins can view and edit properties that have been restricted. There are also certain properties that cannot have restricted view access by default.

Please note: property values will still be visible in other tools where the property is used, like workflows and reports. Restricted properties can also still be updated via import, workflows, HubSpot's API, or set when a record is created, regardless of the user's access. To avoid this, you can restrict access to these tools.

Users and teams that aren't given access to view a property will see a hide hide icon instead of a property value.

hidden-property-value

Users and teams that aren't given access to edit a property 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. 

property-cant-be-edited
To restrict view and edit access for properties:
  • In your HubSpot account, click the settings settings icon in the main navigation bar.
  • In the left sidebar menu, navigate to Properties.
  • Click the Select an object dropdown menu, then select the object whose properties you want to view or edit. View and edit restrictions can only be set for contact, company, deal, ticket, and custom object properties.
  • In the Property access column, you can view which users and teams have access to each property.
  • To edit access to an individual property, hover over the property, click the More dropdown menu, then select Assign Users & Teams.

property-assign-users-and-teams

  • To set the same access for multiple properties, select the checkboxes next to the properties, then click Assign Users & Teams at the top of the table. If access rules are already set for one or more of these properties, in the dialog box, click Continue to confirm that any changes you make will overwrite existing access permissions.
assign-multiple-users-and-teams
  • In the right panel, update view and edit access for the property or properties:
    • To prevent all non-admin users from being able to view or edit the property's value on a record, select Private to super admins only. For certain default properties, this option will not be available, since they must be visible to all users.
    • To allow all users to view and edit the property's value on a record, select Allow everyone to view and edit.
    • To allow all users to view, but not edit the property's value on a record, select Allow everyone to view. Super admins will be the only users allowed to edit the property's value.
    • To specify which users and teams can view or edit the property's value on a record, select Assign to users and teams.
      • On the Teams tab, view access by team, or click the Users tab to view access by user. Next to the team or user name, the current property access permissions will appear in the Access column.
      • To update access for an individual user or team, click the dropdown menu next to their name and select from View and edit, View only, or No access.
      • To update access for multiple users or teams, select the checkboxes next to their names. In the header row, click the Update access dropdown menu, then select from View and edit, View only, or No access.  

Please note: you cannot restrict access for another user with super admin permissions.

manage-view-access-to-properties
  • Once you're done, click Save. After saving, the property value will only appear or be editable on records by users or members of the selected teams. 

By default, you cannot restrict view access to the following properties:

  • Contact properties
    • Email address

    • First Name

    • Last Name

    • Lifecycle stage 

  • Company properties
    • Company name 

    • Company domain name

    • Lifecycle stage

  • Deal properties
    • Deal name
    • Pipeline
    • Deal stage
    • Close date
    • Deal currency
    • Last activity date
  • Ticket properties
    • Ticket name

    • Pipeline

    • Ticket status

    • Create date

    • Close date

  • Product properties
    • Name

    • Unit price

  • Marketing Event properties
    • Name
  • Custom Object properties
    • Pipeline and pipeline stage. The label of these properties can vary by custom object, but HubSpot will look for the properties with the internal values for pipeline and pipeline stage.

    • The property with primaryDisplayLabelPropertyName as the internal value. This is the label that appears on the association card on record. 

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