Require approvals for exports (BETA)

You can set up an approval process for CRM exports so that user exports must be reviewed and approved before records are exported from your account. When export approvals are turned on, users whose exports meet the specified criteria will be unable to export records, lists, or property history without approval.

If you're a Super Admin, learn how to set up the approval process. If you're a user trying to export, learn how to request approval. If you're an approver, learn how to review exports that require approval.

Set up export approvals

Users with Super Admin permissions can set up the export approval process.

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, navigate to Approvals.
• In the Data exports section under CRM data exports, click Edit.

• Toggle the Require approvals for exports switch on, then click Next.
• To require approvals for exports with more than a certain number of records, enter a number. Exports containing sensitive data will always require approval regardless of the number of records.

• Click Next.
• Review which users can approve exports and export without approval. By default, all Super Admins can approve exports and skip export approval. To select additional users, grant export approval permission to other users. 

• Click Save.

Once approvals are turned on, users must request approval when exporting a file with more than the record threshold or containing sensitive data. This applies to exports of records, lists, or property history

Grant export approval permissions to users

By default, all Super Admins can approve exports and can export without getting approval. You can turn on these permissions for additional users in your settings.

Exports approver permission

 To give a user permission to approve exports:

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, navigate to Users & Teams.
• Hover over a user, then click Edit permissions.
• Click to expand the CRM Tools section, then toggle the Exports Approver permission on.

• Click Save.

Export without approval permission

To allow a user to export without needing approval:

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, navigate to Users & Teams.
• Hover over a user, then click Edit permissions.
• Click to expand the CRM Tools section, then toggle the Export without approval permission on.

• Click Save.

Request approval for an export

If you're attempting to export more than the record threshold or are exporting sensitive data, you'll need to request approval to complete the export.

• Start an export for one of the following:
  • Records
  • Lists
  • Property history
• In the dialog box, click Next.
• Select the approvers to notify of your request. The selected users will be notified, but any approver can review the request.
• If applicable, enter a message for the approver.
• Click Request approval.

• To check the status of your request:

• • Navigate to the export audit log.
  • The status of the approval is displayed below the export name.

• • To review or recall the request, click Review approval request. To cancel the request, click Recall request, then click Recall to confirm. The export will be cancelled.

Approve or reject an export

If you have Exports approver permission, you can approve and reject user export requests.

• Navigate to the export audit log.
• Click Review approval request.
• In the right panel, click Approve or Reject, then confirm in the dialog box.

If you approve an export, the export will be processed for the user who requested approval. If you reject an export, the export will be cancelled and the user will be notified.

Learn more about tracking exports in the export audit log.