Share records with users and teams

To give users access to records in addition to those they own, you can share individual contact, company, deal, ticket, and custom object records. When you share a record with a user or team, it gives the user or primary members of the team access to the record consistent with each user's object permissions. For example, if you share with a user that has permission to view their own contacts but doesn't have permission to edit or delete contacts, they can view the record but cannot edit or delete it.

The users and teams you share with are stored in the Shared Users and Shared Teams properties. Users with Super Admin permissions or access to edit the Shared users/teams properties can share records from the object's index page or by updating the properties via workflows or the object APIs.

Manage access to the Shared Users/Teams properties

Any user with Super Admin permission or access to edit the Shared users or Shared teams properties can share records. To manage which non-admin users can edit the properties:

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, navigate to Properties.
• Click the Select an object dropdown menu, then select the object with the properties to edit.
• Search for Shared.
• To edit access to the properties, select the checkboxes, then click Manage access at the top of the table.

• In the right panel, update access:
  • Private to super admins only: only admins can view and edit the property. This means only admins can share records.
  • Allow everyone to view and edit: all users in your account can view and edit the property. This means all users can share records.
  • Allow everyone to view: all users can view the property's values, but only admins can edit the value. This means only admins can share records.
  • Assign to users and teams: set the level of access allowed for each team or specific users. You can give view only access or both view and edit access. Any user or team member with view and edit access can share records.

• Click Save.

Share records on an object index page

To share records from the object's index page:

• Navigate to your records:
  • Contacts: In your HubSpot account, navigate to CRM > Contacts.
  • Companies: In your HubSpot account, navigate to CRM > Companies.
  • Deals: In your HubSpot account, navigate to CRM > Deals.
  • Tickets: In your HubSpot account, navigate to CRM > Tickets.
  • Custom objects: In your HubSpot account, navigate to CRM, then select the custom object.
• Select the checkboxes of records you want to share.
• At the top of the table or board, click Share.

• In the dialog box, select the users and/or teams with which you want to share the record.
• Click Share to confirm.

Share records via a workflow

To automatically share records with users and teams based on criteria, create a workflow to set the Shared users/teams property for a given object:

• In your HubSpot account, navigate to Automations > Workflows.
• Create a workflow based on the object with the records to share.
• Set your enrollment criteria.
• Add the Set property value action.

Please note: the Copy property value action is not currently supported.

• For the Property to set, select Shared users or Shared teams.
• Select the users or teams with which to automatically share records.
• Select whether the users/teams will be added to or replace the current selected users/teams:
  • To add to the property's existing values, select Append to current value(s).
  • To overwrite the property's existing values, select Replace current value(s).

• Click Save.
• Finish setting up your workflow.

Once the workflow is published, if a record meets the enrollment criteria, the record will be shared with the selected users/teams.

View the users and teams with access to a record

To review which users and teams have access to a given record, you can:

• For each object, view the record's values for the Shared users and Shared teams properties.

• View the record access panel on a record.