Hi there,
I am running some workflows and need to be able to identify all contacts that are owned by deactivated/removed users.
The scope of the workflow is to identify contacts owned by deactivated users and add them to an owner assignment rotation so they can get new owners.
Is there a filte I can use to do that? Couldn’t see any. I know I can manually select all deactivate users, but I don’t want to go through a list of hundres of deactivate users. Also I want to avoid having to update that selection every time someone gets deactivated and in multiple workflows.
Or any other solution to this?
Thank you,
Felicia
Hi @FeliciaGheorghe, I hope that you are well!
Thank you for asking the Community!
Just for information, I checked for you and I can see on this article “Remove HubSpot users” that “deactivated users will be skipped when using the rotate record owner workflow action, and will be removed as options when setting the owner of a record.”
I found these similar threads that might help you:
- The solution from @karstenkoehler on this post “Assign Deactivated user’s contact & companies to someone in the team”
- The solution from @BukunmiOdetayo on this post “Deactivated users, best practices”
- The solution from @karstenkoehler on this post “How To Check Workflows That Assign To Deactivated Users”
Also, I’ve noticed a similar idea already present in our Ideas Forum: Workflow triggers based on HubSpot User = Deactivated.
To contribute, you can upvote the existing idea and share more details about your specific use case in the comments.
I’d like to invite a couple of subject matter experts to this conversation: Hi @karstenkoehler, @LouiseHare and @Aakar can you think of a workaround that @FeliciaGheorghe could use for this, please?
Thanks so much and have a brilliant day!
Best,
Bérangère
Hi @BérangèreL, Thanks for your reply. I’ve read through the solutions, but unfortunately none of them would work in my case.
I want to automate identifying all current and future contacts owned by deactivated users and then add them to the owner assignment rotation.
I don’t want to go through hundreds of currently deactivated and monitor when the next users get deactivated.
Step 1 - if contact’s owner is deactivated then
Step 2 - send them to the rotation action
@FeliciaGheorghe - This is what I’m doing.
- I have created a HubSpot team (main team) for the deactivated users.
- Users get added to that HubSpot team on the user settings page whenever they leave.
- I’ve maintained a contact list owned by that HubSpot team name = Deactivated Users
- It pulls all the contacts with Deactivated users
- And I put them in the workflow to the rotation
If you’re deleting/removing users, then it might not work, as you’ve to manually update the list all the time. If you’re deactivating the users, put them in a HubSpot team. And you can use that HubSpot team name or list anywhere in the workflows.