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A linked record ties a project to its counterpart in another system. Once linked, chats in the project start from that record when a request concerns it, and confirmation cards default to it.
Brain tab showing linked records for a CRM deal, an ERP job and a Slack channel

Linked records on a project's Brain tab.

A project can have several linked records, and one per system is typical: the HubSpot deal, the SAP project, the Xero contact and the client’s Slack channel. Folders from SharePoint, OneDrive, Google Drive, Dropbox, Box, Egnyte, iManage Work and NetDocuments are linked sources and appear alongside. See Project brain.
1

Open the Brain tab

Open the project and select Brain.
2

Select Link record

Choose Link record and pick the system. If your organisation has not connected it, or you have not connected your own account, Hebno shows Connect first.
3

Search and pick

Search by name and select the record. It appears under Linked records with the system’s logo and a link to open it.
To remove a link, open its row menu and choose Remove. Removing a link never changes or deletes anything in the other system.

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Who can manage linked records

Project admins link and unlink records. Organisation owners and admins can manage them on every project. Project members see the linked records and use them in chat.

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How chats use linked records

In every chat tagged to the project:
Client map for Contoso Retail

Linked records show a client's documents, deals, jobs and invoices side by side.

  • Reads start there. Ask “what’s our budget burn” and Hebno reads the linked SAP project. Ask “latest from the client” and it checks the linked deal, channel and space first.
  • Cards default to the record. A confirmation card for a time entry, a task, a deal note or a Slack post opens with the linked record already chosen. You can change it before you confirm.
  • Sources show the record. The record appears as a chip in the work trace and in the Sources button, with its logo and a link to open it in the other system.
Reads are live, with your own permissions. If you cannot open the record in the other system, Hebno shows you nothing from it. For ERP and finance systems an admin has set which teams and data areas are visible, and financial figures are visible to owners and admins by default. See Permissions and access.
Records a reply reads become part of the chat. Anyone you share the chat with can read those excerpts. See Share a chat.

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Writes and confirmation

Hebno never writes to a linked system on its own. A request such as “log three hours to this job” or “move the Contoso deal to Proposal” produces a confirmation card with every field editable. Nothing is written until you select Confirm, and for email and invitations until you select Send. After you confirm, the card shows Done with a link to the record, and the write appears in Admin → Logs → Integrations. Finance and ERP writes create drafts only, such as a draft invoice. Hebno never approves, posts, sends or pays in those systems.

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Linked records in agents

An agent attached to the project uses the same linked records. Writes an agent proposes appear under Agents → Approvals until a person confirms them. See Agent approvals.

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Next steps