Definition:

The "List Owners" action allows you to retrieve a list of owners from HubSpot. You can filter the results based on the email address, archived status, and set a limit on the maximum number of owners to return. This action is useful for viewing or managing user ownership within HubSpot and helps ensure that you can quickly find and manage owners based on various search parameters.

Key Capabilities:

• Search for owners by their email address.
• Filter results based on whether owners are archived or not.
• Limit the number of results returned, with a maximum of 500.
• Retrieve detailed information about each owner, including their name, email, user ID, and status (archived or not).

Important Note:

When setting up a connection to HubSpot, please ensure that the connection is created by an administrator. If the connection is not created by an admin, you may encounter the following error:

"Couldn’t complete the connection. Authorization failed because you don't have permissions to authorize the scopes required by the app. Please contact your super admin to get the necessary permissions."

To avoid this issue, make sure you have the necessary permissions or reach out to your HubSpot super admin for assistance.

Example Use Cases:

1. Managing Team Ownership:
   Retrieve a list of all owners within HubSpot to monitor and manage the assignment of records (e.g., contacts, deals) to specific team members.
   Use: This is helpful when you need to ensure ownership is properly distributed across the team or when auditing ownership history.

2. Search by Email for Specific Owners:
   Use the email filter to search for owners who are associated with a specific email address.
   Use: Ideal when trying to find a particular owner based on email, such as verifying an owner's details or ensuring a specific team member is listed.

3. Archiving Review:
   List only archived owners to review users who may have left the company or are no longer active.
   Use: This allows an admin to filter and view all inactive or archived owners for reassigning records or auditing purposes.

4. Limited Results for Large Teams:
   Limit the number of results returned to focus on the most relevant or recent owners, especially in organizations with many users.
   Use: Helps in managing large lists by restricting the number of records shown for better navigation and data handling.

5. Audit and Reporting:
   Retrieve detailed information about each owner to perform an audit or generate reports on ownership activity.
   Use: Perfect for generating reports on HubSpot ownership data, tracking updates, and analyzing user activity.

Inputs:

1. Connection
   This is the connection to your HubSpot account. It needs to be established by an admin to securely connect to HubSpot’s API and access the relevant data. Only an admin can set this up due to the permissions required.

2. Email Address
   This field allows you to search for specific owners based on their email address. If you have the email address of the owner you're looking for, entering it here will filter the results to owners matching that address.

3. Archived
   A filter option to specify whether you want to include only archived owners in the result. You can select either "yes" to only return archived owners, or "no" to exclude them. This is useful if you only want to review active owners or focus on past (archived) ones.

4. Max Results
   This field limits the number of results returned. It can be set to any number between 1 and 500, depending on how many owners you want to retrieve. It’s useful for managing large data sets and ensuring performance, especially when querying a large number of owners.

Outputs

The action will return a collection of Owners with the following details:

1. Owner ID
   A unique identifier for the owner in HubSpot. This ID is essential for referencing a specific owner in subsequent actions.

2. Email Address
   The email address associated with the owner in HubSpot. This can be used for communication or to verify the owner's identity.

3. First Name
   The first name of the HubSpot owner. Useful for personalizing interactions or communications.

4. Last Name
   The last name of the HubSpot owner, helping to identify and differentiate owners.

5. User ID
   The user ID associated with the owner, providing another unique identifier tied to HubSpot's user system.

6. Created At
   The timestamp when the owner was first created in HubSpot, which can help track when they were added to the system.

7. Updated At
   The timestamp of the most recent update to the owner's details. This is helpful for determining how up-to-date the owner’s information is.

8. Archived
   A boolean value that indicates whether the owner is archived or active. This allows you to filter out inactive or archived owners if needed.

These outputs provide comprehensive information about HubSpot owners and allow you to filter, update, or analyze the owners based on different attributes.

Example:

A sales manager wants to generate a list of all active owners (sales representatives) within HubSpot, particularly those who have recently updated their information. They can use the "List Owners" action to fetch details like owner IDs, email addresses, and their updated timestamps. By applying filters for "archived" status (only active owners) and specifying a maximum number of results (e.g., 50), they can quickly pull a list of current owners to assign new leads or tasks to, ensuring the data is up to date and relevant. This enables better management of sales assignments and ensures the team is working with the most current information.

Step 1: The sales manager needs to retrieve a list of active sales representatives (owners) in HubSpot.
Step 2: The manager uses the "List Owners" action, setting the "Archived" field to "No" to ensure only active owners are included.
Step 3: They input their email address (if needed) to filter for specific owners, and set the Max Results to 50 to limit the output.
Step 4: The action returns the list of active owners, including owner IDs, email addresses, names, and updated timestamps.
Step 5: The sales manager reviews the updated list to assign new leads to available and active sales representatives.
This process ensures efficient lead distribution and data management.