WEALTH MANAGEMENT · ACCESS AND SHARING
How to update Box folder access when a HubSpot owner changes
Short answer: Build a HubSpot workflow that triggers when the contact owner (or deal owner) changes. Use Get Pinned Box Folder to find the client’s folder, Add Collaborations to give the new advisor access, and Delete Collaborations on File or Folder to remove the previous advisor.
What it does
When a client is reassigned in HubSpot, the workflow updates who can open the client’s Box folder. The new owner is added as a collaborator with the role you choose, and the previous owner is removed. Folder permissions are set and enforced in Box through the Box API. They are never stored in or copied to HubSpot.
What it does
When a client is reassigned in HubSpot, the workflow updates who can open the client’s Box folder. The new owner is added as a collaborator with the role you choose, and the previous owner is removed. Folder permissions are set and enforced in Box through the Box API. They are never stored in or copied to HubSpot.
What it does
When a client is reassigned in HubSpot, the workflow updates who can open the client’s Box folder. The new owner is added as a collaborator with the role you choose, and the previous owner is removed. Folder permissions are set and enforced in Box through the Box API. They are never stored in or copied to HubSpot.
Before you start
Plan: Growth plan and up.
Each client record has a typed pinned folder, for example “Client”.
Your advisors are users in your Box enterprise, so you can select them in the Collaborators input.
Decide which Box role the owner should have, such as editor.
Before you start
Plan: Growth plan and up.
Each client record has a typed pinned folder, for example “Client”.
Your advisors are users in your Box enterprise, so you can select them in the Collaborators input.
Decide which Box role the owner should have, such as editor.
Before you start
Plan: Growth plan and up.
Each client record has a typed pinned folder, for example “Client”.
Your advisors are users in your Box enterprise, so you can select them in the Collaborators input.
Decide which Box role the owner should have, such as editor.
Step 1: Create the workflow and trigger
In HubSpot, create a contact-based (or deal-based) workflow.
Set the trigger to a change in the Contact owner property.
Allow re-enrollment, so the workflow runs each time the owner changes.
Step 1: Create the workflow and trigger
In HubSpot, create a contact-based (or deal-based) workflow.
Set the trigger to a change in the Contact owner property.
Allow re-enrollment, so the workflow runs each time the owner changes.
Step 1: Create the workflow and trigger
In HubSpot, create a contact-based (or deal-based) workflow.
Set the trigger to a change in the Contact owner property.
Allow re-enrollment, so the workflow runs each time the owner changes.
Step 2: Find the client's folder
Add Get Pinned Box Folder:
HubSpot Object Record ID: the record’s Record ID.
HubSpot Object Record Type: Contact (or Deal).
Pinned Folder Type: Client.
Step 2: Find the client's folder
Add Get Pinned Box Folder:
HubSpot Object Record ID: the record’s Record ID.
HubSpot Object Record Type: Contact (or Deal).
Pinned Folder Type: Client.
Step 2: Find the client's folder
Add Get Pinned Box Folder:
HubSpot Object Record ID: the record’s Record ID.
HubSpot Object Record Type: Contact (or Deal).
Pinned Folder Type: Client.
Step 3: Branch by the new owner
Add an if/then branch on the Contact owner property, with one branch per advisor. The Collaborators input lets you select Box enterprise users, so each branch adds the right person.
Step 3: Branch by the new owner
Add an if/then branch on the Contact owner property, with one branch per advisor. The Collaborators input lets you select Box enterprise users, so each branch adds the right person.
Step 3: Branch by the new owner
Add an if/then branch on the Contact owner property, with one branch per advisor. The Collaborators input lets you select Box enterprise users, so each branch adds the right person.
Step 4: Add the new advisor
In each branch, add Add Collaborations:
File or Folder Select: Folder.
Item ID: the Folder ID output from Step 2.
Collaborators: the new advisor’s Box user.
Role: for example editor.
Step 4: Add the new advisor
In each branch, add Add Collaborations:
File or Folder Select: Folder.
Item ID: the Folder ID output from Step 2.
Collaborators: the new advisor’s Box user.
Role: for example editor.
Step 4: Add the new advisor
In each branch, add Add Collaborations:
File or Folder Select: Folder.
Item ID: the Folder ID output from Step 2.
Collaborators: the new advisor’s Box user.
Role: for example editor.
Step 5: Remove the previous advisor
In the same branch, add Delete Collaborations on File or Folder:
File or Folder Select: Folder.
Item ID: the same Folder ID.
Collaborators: the other advisors who should no longer have access.
Step 5: Remove the previous advisor
In the same branch, add Delete Collaborations on File or Folder:
File or Folder Select: Folder.
Item ID: the same Folder ID.
Collaborators: the other advisors who should no longer have access.
Step 5: Remove the previous advisor
In the same branch, add Delete Collaborations on File or Folder:
File or Folder Select: Folder.
Item ID: the same Folder ID.
Collaborators: the other advisors who should no longer have access.
Step 6: Test and turn it on
Change the owner on a test contact.
In Box, check the folder’s collaborators: the new advisor is added and the previous one is gone.
Turn the workflow on.
Step 6: Test and turn it on
Change the owner on a test contact.
In Box, check the folder’s collaborators: the new advisor is added and the previous one is gone.
Turn the workflow on.
Step 6: Test and turn it on
Change the owner on a test contact.
In Box, check the folder’s collaborators: the new advisor is added and the previous one is gone.
Turn the workflow on.
Tips
If you only need to change someone’s access level, use Update Collaborations on File or Folder and set New Role.
Keep a manager or operations user on every client folder so nobody loses sight of a client during a handover.
Box permissions apply in HubSpot too. Users only see files in the Box Files card that Box lets them open.
Tips
If you only need to change someone’s access level, use Update Collaborations on File or Folder and set New Role.
Keep a manager or operations user on every client folder so nobody loses sight of a client during a handover.
Box permissions apply in HubSpot too. Users only see files in the Box Files card that Box lets them open.
Tips
If you only need to change someone’s access level, use Update Collaborations on File or Folder and set New Role.
Keep a manager or operations user on every client folder so nobody loses sight of a client during a handover.
Box permissions apply in HubSpot too. Users only see files in the Box Files card that Box lets them open.
Does Box Connector copy Box permissions into HubSpot?
No. Permissions are set and enforced in Box through the Box API. HubSpot users only see what Box allows them to see.
Does Box Connector copy Box permissions into HubSpot?
No. Permissions are set and enforced in Box through the Box API. HubSpot users only see what Box allows them to see.
Does Box Connector copy Box permissions into HubSpot?
No. Permissions are set and enforced in Box through the Box API. HubSpot users only see what Box allows them to see.
Can I change a role instead of removing access?
Yes. Use Update Collaborations on File or Folder and choose a New Role, such as viewer.
Can I change a role instead of removing access?
Yes. Use Update Collaborations on File or Folder and choose a New Role, such as viewer.
Can I change a role instead of removing access?
Yes. Use Update Collaborations on File or Folder and choose a New Role, such as viewer.
Can outside people be added this way?
Yes. Add Collaborations and Delete Collaborations on File or Folder both accept External Collaborators as a comma separated list of email addresses.
Can outside people be added this way?
Yes. Add Collaborations and Delete Collaborations on File or Folder both accept External Collaborators as a comma separated list of email addresses.
Can outside people be added this way?
Yes. Add Collaborations and Delete Collaborations on File or Folder both accept External Collaborators as a comma separated list of email addresses.
Related guides and resources
Related guides and resources
Related guides and resources
Try this workflow in your HubSpot
Box Connector gives you 42 no-code HubSpot workflow actions for Box. Start a free trial or book a demo and we’ll walk through this workflow with you.
Try this workflow in your HubSpot
Box Connector gives you 42 no-code HubSpot workflow actions for Box. Start a free trial or book a demo and we’ll walk through this workflow with you.
Try this workflow in your HubSpot
Box Connector gives you 42 no-code HubSpot workflow actions for Box. Start a free trial or book a demo and we’ll walk through this workflow with you.
Ready to make Box and HubSpot work better together?
Reduce manual work, improve document visibility, and create more consistent customer and operational workflows with Box Connector for HubSpot.
SparkGrid Software developed Box Connector for HubSpot, helping organizations manage Box files, automate document workflows, support e-signatures, and connect document activity to CRM records.
©2026 SparkGrid Software Terms of Use | Privacy Policy | Trust Center
Ready to make Box and HubSpot work better together?
Reduce manual work, improve document visibility, and create more consistent customer and operational workflows with Box Connector for HubSpot.
SparkGrid Software developed Box Connector for HubSpot, helping organizations manage Box files, automate document workflows, support e-signatures, and connect document activity to CRM records.
©2026 SparkGrid Software Terms of Use | Privacy Policy | Trust Center
Ready to make Box and HubSpot work better together?
Reduce manual work, improve document visibility, and create more consistent customer and operational workflows with Box Connector for HubSpot.
SparkGrid Software developed Box Connector for HubSpot, helping organizations manage Box files, automate document workflows, support e-signatures, and connect document activity to CRM records.
©2026 SparkGrid Software Terms of Use | Privacy Policy | Trust Center