topic Re: Associate a Country to a owner in Tips, Tricks & Best Practices

Associate a Country to a owner

SBattuello — Wed, 21 May 2025 14:43:41 GMT

Hello,

I'm working on creating a workflow in HubSpot where:
When a lead selects their country in a form, they are automatically assigned to the correct Sales Rep as their Contact Owner.

The Contact Owner should be determined based on the selected country.
We have over 52 countries to manage, and I’m not sure where to start.

Could you please recommend the best approach?
Should I create a custom dropdown property, or is there a better way to handle this in HubSpot?

Thanks in advance for your guidance!

Re: Associate a Country to a owner

karstenkoehler — Wed, 21 May 2025 14:48:58 GMT

Hi @SBattuello,

This would be done with a contact-based workflow: https://knowledge.hubspot.com/workflows/create-workflows?hubs_content=knowledge.hubspot.com/de/workflows/create-workflows&hubs_content-cta=English

You would enroll contacts "When filter criteria is met" based on "Country is known AND Contact owner is unknown"
You would then add a branch after enrollment (AND/OR branch, the second option)
Each branch corresponds to one contact owner, for example: In the first branch, you filter for "Country is any of Germany, Austria, Switzerland", then you create another branch for the next person, filtering for their countries, and so on
Under each branch, use the "Edit record" workflow action to set the value of "Contact owner" to the corresponding sales person

Draft below:

Best regards!

Re: Associate a Country to a owner

SBattuello — Thu, 22 May 2025 10:36:54 GMT

Thanks a lot!

I did it. I have another question, when the criteria are "not met" - what can i do to associate the country to a random contact owner?

Re: Associate a Country to a owner

karstenkoehler — Thu, 22 May 2025 10:43:08 GMT

@SBattuello if these users have an assigned paid sales seat, you can use the rotate record workflow action: https://knowledge.hubspot.com/records/how-to-set-a-record-owner#assign-owners-via-workflows-professional-and-enterprise-only

If not, then you would use a random split branch (this requires a Marketing Hub Professional subscription). https://knowledge.hubspot.com/workflows/use-if-then-branches-in-workflows#configure-a-random-distribution-by-percentage-branch-marketing-hub-professional-or-enterprise-only

If you have neither, it would be best if you sent an internal notification to yourself to manually distribute the record.