topic Re: Split assign tasks for multiple users using a workflow in Data Hub

Split assign tasks for multiple users using a workflow

vignesh_r — Thu, 06 Jul 2023 09:45:11 GMT

Hello Team,

We have a workflow that will create tasks for webinar attendees and non-attendees. I want the workflow to create the tasks, split equally and assign them to three different users and not just one specific user.

Is this something possible? It will save a huge amount of time spent on manual and operational tasks dispatch that we could rather spend on value-adding tasks.

Thanks in advance 🙂

Re: Split assign tasks for multiple users using a workflow

karstenkoehler — Thu, 06 Jul 2023 11:02:06 GMT

Hi @vignesh_r,

There are various ways to approach this:

If you have custom code workflow actions (available in Operations Hub Professional), you could use such an action to assign a random number in a range and then branch by looking at that range.
You could leverage third-party integrations like this one from Seventh Sense: https://www.theseventhsense.com/split-test-automation
If the users have an assigned paid sales seat, you can rotate records (including tasks) directly, you can find the documentation here: https://knowledge.hubspot.com/crm-setup/how-to-set-an-owner#assign-owners-using-workflows-professional-and-enterprise-only

Out of the box however, no, there aren't any quick solutions. You're immediately in workaround territory.

Best regards!

Re: Split assign tasks for multiple users using a workflow

vignesh_r — Thu, 06 Jul 2023 10:00:48 GMT

Thanks for the detailed response Karsten. We do have access to Operations Hub Professional so will take a look into the option you provided regarding this 🙂

Re: Split assign tasks for multiple users using a workflow

karstenkoehler — Thu, 06 Jul 2023 10:02:33 GMT

Hi @vignesh_r,

With Operations Hub, if you don't have a developer, you could leverage ChatGPT to provide the code snippet that generates a random number.

You can then use that number of a subsequent if/then branch.

Here's the documentation: https://developers.hubspot.com/docs/api/workflows/custom-code-actions

Best regards!

Re: Split assign tasks for multiple users using a workflow

vignesh_r — Thu, 06 Jul 2023 10:27:07 GMT

That's amazing. But I think I have found a simpler alternative without any coding. But I used ChatGPT to figure it out. Here's the snippet of the chat: https://chat.openai.com/share/606acf19-8b69-4e85-9463-aafbd9fa64fb

So you basically have to create new contact property that has hubspot users in a drop down. In the workflow, first use "Rotate Record Owner" and there you have to select the specific users you want split the tasks between. In the next step, set action to create a task and assign it to the hubspost user that was set in the contact property you created and voila I have been able to do what I wanted to do and it is working.

Here are screenshots:

Let me know what you think 😉

Re: Split assign tasks for multiple users using a workflow

karstenkoehler — Thu, 06 Jul 2023 11:02:24 GMT

Hi @vignesh_r,

That's the third point from my first reply 😉 So yes, that's definitely a good option.

Best regards

Re: Split assign tasks for multiple users using a workflow

vignesh_r — Thu, 06 Jul 2023 10:35:56 GMT

Oh yes, almost. If i'm not wrong, you had suggested rotating the whole record owner. But in the workaround put in place, it does rotate the whole record. It only does for the task owner and in my case, the "Live Session Task Owner". But either way, you nudged me to seek ChatGPT and it did work so a big thanks. This is gonna save me an hour or two every week 🙂

Re: Split assign tasks for multiple users using a workflow

vignesh_r — Thu, 06 Jul 2023 10:37:11 GMT

No, you had precisely mentioned this in the third step and ChatGPT just ellaborated on it. So thanks :)))

Re: Split assign tasks for multiple users using a workflow

karstenkoehler — Thu, 06 Jul 2023 10:39:12 GMT

Hi @vignesh_r,

Oh, yes 🙂 in any case, it's important that you're saving time.

If my replies helped you, you can help me by accepting my reply as a solution. It's much appreciated and allows me to allocate more time to helping users like you.

Best regards!

Re: Split assign tasks for multiple users using a workflow

vignesh_r — Thu, 06 Jul 2023 11:37:49 GMT

Done and thanks again :)))

Re: Split assign tasks for multiple users using a workflow

MPérez7 — Tue, 11 Jun 2024 11:03:12 GMT

I used a branch to divide the leads 50/50 between two members of the team and cloned the task to assign it to a specific team member. I hope someone finds this helpful.