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Studio Roles, Approvals and Enforced Defaults

Control downloads, imports, template changes and portal-wide standards

Overview

Studio 1.2.0 combines portal roles, reviewed downloads and HubSpot imports, enforced defaults, and approval or assistance for reusable templates. Check the version in your Studio footer and ask your administrator which restrictions apply to your role.

These controls separate preparing data from approving downloads or HubSpot writes. They also help administrators apply consistent defaults without giving every user permission to change them.

Understand the roles

  • Restricted: Prepares and previews files, with approval required for downloads, HubSpot imports or both, according to the assigned restriction.
  • Editor: Prepares, downloads and imports without approving other users' requests.
  • Approver: Reviews requests as well as preparing and delivering imports.
  • Admin: Manages portal settings, enforced defaults and approvals.
  • Super admin: Also manages connections and general defaults across portals.

How approval works

Prepare and review the import, then choose Request approval for the restricted action. Add context for the reviewer if useful.

An eligible reviewer other than the requester checks the portal, prepared files, counts and import options, then approves or rejects the request. Rejection requires a comment.

Approval does not download files or start the import. The requester still performs the approved action and, for an automated import, confirms the HubSpot write.

Approval applies to the exact reviewed files and options. Preparing again or changing import options requires another review; an old approval is not permission to deliver changed data. The template shortcut below is separate from a one-off approval.

Govern reusable templates

Editors, approvers, admins and super admins can save, update, rename and delete a portal's templates. Restricted users can run them, but choose Request a template or Request template update when they need to save a new process or change the shared one.

The reviewer checks the completed source import, template name, delta setting and matching columns. Approving saves the template; it does not start an import. No requester may approve or reject their own request.

A matching template run is pre-approved while its saved process and HubSpot options still match. Restricted users can then download its files or confirm its HubSpot import without another request. A new marketing event can be renamed for that run, but the updated summary must still be reviewed and confirmed.

Changes to the process or enforced defaults remove the template shortcut. Applicable download or import restrictions then require approval again.

Help a colleague repair a template run

  1. The restricted user chooses Ask for help on a run that differs or has preparation errors, then leaves it so a reviewer can edit.
  2. An approver or administrator opens Help with template run under Awaiting approval on Home.
  3. Choose Open import, repair the file selection, mappings or other settings and prepare it again.
  4. Review the request and approve the repaired run, or reject it with an explanation.

Approval is unavailable until preparation completes. An assistance request stays attached while the reviewer repairs the import, and approval covers the resulting process. Later changes still require review.

The repaired import and the shared template are separate. Choose Update template, or request a template update, only when future files should use the corrected process. See Repeat Imports with Templates.

Manage consistent defaults

Admins can enforce selected default sections for non-admin users. File-specific choices remain available where needed to interpret each source correctly.

Super admins can save general defaults for new portals, then deliberately apply selected sections to existing portals. Review the destination portals and the replacement sections before the additional overwrite confirmation. Check individual results, including any portal that failed.

What to do next

Agree who prepares, who approves and which actions require review. Test the policy with a small import before relying on it for business-critical data. Remember that approval never replaces the separate confirmation required before HubSpot writes.