Change Active Task owner automatically when contact owner changes

Smart CRM & Sales Hub CRM
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1

I have a scenario where the contact owner can be changed after we create some tasks.

So lets say previous owner completed a couple tasks and few tasks left. Then we change the contact owner and we need to automatically change the remaining not completed tasks to the new contact owner.

I tried to do this with workflows but it changes all the associated tasks owners including the completed ones. Is there a way to change only the not completed task owners in this scenario?

2

Hi @AAdmin7,

This would currently have to be approached with a task-based workflow – so that you have control over which tasks get updated:

karstenkoehler_2-1746077008978.png
karstenkoehler_2-1746077008978.png910×1139 148 KB

It is unfortunately only an approximation and not perfect for a few reasons:

  • Re-enrollment doesn’t work based on associated record’s properties. This will only run once.
  • Since it only runs once, enrollment due to the first known owner must be prevented, hence the create date filter. Should the owner update within the first day, this will also not run correctly.

For a perfect solution, you would currently have to develop a custom code action in a contact-based workflow. Out of the box, as far as I know, this cannot be set up perfectly yet.

Best regards

3

Yes, i tried the task based workflow and ran into the same issue. So as of now, there’s no workaround for this scenario I suppose. We don’t have custom code availability for our plan.

4

Hey @AAdmin7,

​In HubSpot, automating the reassignment of only incomplete tasks when a contact owner changes is not directly supported through native workflows.

Current Limitations

  • Workflows and Task Ownership: Standard HubSpot workflows cannot target or modify task properties, such as reassigning the task owner. This limitation means that when a contact owner changes, associated tasks do not automatically update to reflect the new owner. ​
    Previous HubSpot Community Thread
  • Bulk Editing Tasks: While you can manually filter and bulk edit tasks in the Tasks dashboard, this process affects all selected tasks, regardless of their completion status. Therefore, distinguishing between completed and incomplete tasks requires manual filtering. - Filter tasks and manage task views

Potential Workarounds

  • Custom Code Actions (Operations Hub Professional or Enterprise):
    Utilize HubSpot’s Engagements API to identify and update tasks programmatically. This approach allows for precise control, such as updating only incomplete tasks when a contact owner changes.

Regards,

Kosala