Managing access to CRM records can be complex because multiple factors determine who can view, edit, or delete a contact. To simplify this process, HubSpot is introducing the "View Record Access" feature in the Actions dropdown within any CRM record.
What Is It?
"View Record Access" is a new functionality designed to give you comprehensive insights into who has access to a specific CRM record. By selecting this option from the Actions dropdown, you can quickly see:
- Users with access: A detailed list of users who can interact with the record.
- Access types: The specific permissions each user holds.
- Record owners: The current owners of the record.
- Ownership history: A log of changes to the record's ownership over time.
Why It Matters
Understanding and managing access to CRM records is crucial for maintaining data security and operational efficiency. Currently, access is governed by a combination of user permissions, team assignments, record ownership and custom user properties. The complexity can make it challenging for admins to track and control who has access to what.
The "View Record Access" feature addresses this challenge by providing a single, easy-to-use interface where admins can view and manage access settings. This clarity helps prevent unauthorized access, ensures compliance with internal policies and streamlines administrative tasks.
How It Works
- Navigate to a CRM Record: Open any contact or CRM record.
- Select "View Record Access:" Find this option in the Actions dropdown menu.
- Access Insights: Instantly view who owns the record, who has access, the types of access granted and the history of ownership changes.
This intuitive feature empowers admins with the information needed to manage record access efficiently.
Who Gets It?
"View Record Access" is available to users on the following platforms:
- Professional Customer Platform
- Enterprise Customer Platform
- CMS Pro and CMS Enterprise
- Content Pro and Content Enterprise
- Marketing Pro, Marketing Enterprise, Marketing+ Pro and Marketing+ Enterprise
- Operations Pro and Operations Enterprise
- Sales Pro and Sales Enterprise
- Service Pro and Service Enterprise
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