Hi all,
New to HubSpot so apologies for the many questions!
Whenever we capture the referring rep in the deal, we also need to capture the “team” or “manager” that this rep belongs to. Current setup
- In deal object, reps fill out the deal source (partner company)
- Then rep fills out another field to capture the referring rep from partner
- Lastly, another field captures the team that this referring rep belongs to
The issue is that the “team” field is always dependent on whoever the referring rep is — so it feels redundant and error-prone to have someone manually select both.
Would love to know if there’s a way to auto-populate the team/manager field based on the referring rep selected. And also curious what the best way to model this data is, especially since we use the team field heavily in reports.
Thanks again for sharing your best practices!
Hi @xpgws23,
Yes, this can be done with a deal-based workflow: Create workflows
You would enroll deals based on ‘When filter criteria is met’ > ‘Referring rep is known’.
You can then add a branch below the enrollment that filters for the reps belonging to a team, e.g. one branch for rep 1, 2, 3, 4, 5 which map to team A. In the team A branch, use the ‘Edit record’ workflow action to then assign the team.
The next branch would filter for rep 6, 7, 8, 9, 10, then use ‘Edit record’ to set the value of the team property to team B.
Give it a try and let me know if you’re getting stuck.
Hi Karsten,
Thanks for this! Can we still set this up even if we will begin using association labels for the referring rep?
@xpgws23 how exactly are you using association labels here? Might I ask why a rep belonging to an internal team is set up as a HubSpot contact and not a user?
Sorry for the confusion! To clarify: The ‘Reps’ I am referring to are External Account Executives (AEs) from our Partner Companies, not our own internal employees.
We don’t have these Partner AEs as Users in our portal, so we are considering setting them up as Contacts and using Association Labels (e.g., ‘Referring Partner Rep’) to link them to our Deals.
Our current challenge**:** Each of these Partner AEs belongs to a specific ‘Team’ or ‘Segment’ (e.g., Growth, Enterprise, Startup) and has a Manager within their own company.
If we move to the Association Model (where the Rep is a Contact record and use association label to link them to the deal), is there a way to automatically ‘pull’ their Team/Manager info onto the Deal for reporting, so our team doesn’t have to manually select it every time?
@xpgws23 I would not pull this into the team, I would populate it on the AEs contact record (as per the workflow I described earlier). You can then use a sync property to sync the team to the deal. Create sync properties that copy data to associated records
That way, you can see on the contact record which team they belong to (which is where that information should live primarily) and pull it onto the deal, too.