Share Imports and Work Safely with Your Team

Overview

Imports are often a team effort. One person prepares the file, another checks the mappings and a manager reviews the results. Data Ingestion Studio lets colleagues with access to the same portal share imports, while making sure only one person edits an import at a time.

What this helps you do

Share a direct link to a specific import and step.
See who is working on an import.
Hand an import over to a colleague safely.
Continue other work while long preparations run.

Who can see an import

Imports belong to a HubSpot portal. Everyone with Studio access to that portal can see its import history and open its imports. Access is managed by Studio administrators. See Connect HubSpot Portals and Manage Staff Access.

Share an import

Open the import at the step you want to show, for example Review.
Choose Share current view in the top bar.
When Link copied appears, paste the link into a message.

Good to know:

Apply unsaved changes and prepare the files before sharing. Sharing is unavailable while there are unsaved changes, because links open the saved version of the import.
Links don't grant access. Recipients need Studio access to the same portal.
Links open the import at the same step.

Editing one at a time

When you open an import, the Studio gives your session editing access, so two people never overwrite each other's work.

Import history shows Open by and the colleague's name when someone else is editing.
Others can still view an import while it's being edited, but can't change, retry or delete it.
Colleagues cannot take over an import someone else is editing.

Move an import between your own sessions

If you open the same import in another browser or device while signed in as yourself, Move editing here? asks you to confirm. If you confirm, the other session loses editing access and any unsaved changes there are discarded.

Release an import for a colleague

Choose Release editing when you've finished, so a colleague can open the import straight away. Unsaved changes are discarded, so apply or save your work first.

Editing access is also released when you leave the import, and it expires shortly after a browser is closed or loses its connection.

If editing access is lost

If your session loses editing access, for example after moving it to another session, the message Editing lock lost. Reopen this import to check editing access. appears. Your current choices remain visible, but can't be saved. Reopen the import from history to continue.

Work on several imports

Preparation runs in the background. While an import is being prepared, including imports using AI, you can return to Home, start a new upload or open other imports. Reopen the import to see its latest progress.

Running imports can't be edited or deleted until they finish or are cancelled.

Why it matters

Clear ownership prevents conflicting changes and lost work, especially when several people prepare data for the same CRM. Shareable links make reviews quicker, because colleagues see exactly what you see, while portal access controls keep data with the right people.

What to do next

Agree who prepares, reviews and delivers imports for each portal.
Use import names that make the purpose clear to colleagues. See Choose a Portal and Manage Import History.