How can I build a HubSpot workflow to notify a deal owner when a deal is reassigned?

Smart CRM & Sales Hub CRM
1

I’m trying to build a HubSpot workflow in which a specific sales rep receives an email anytime a deal that she owns changes ownership/is reassigned away from her. I’m having a hard time with the enrollment criteria.

The goal is to help her keep track of deals that are being moved away from her.

What’s the best way to set up the workflow so it specifically detects that this sales rep was the previous owner, rather than just triggering whenever a deal owner changes?

Thanks!

2

Hi there @Emptywaterbottl this is a great use case! This is definitely doable with a deal-based workflow. Here’s the approach I’d recommend:

Enrollment Trigger Set the workflow to enroll based on Deal Owner is known with the filter set to re-enroll whenever the property changes. The key is enabling “Re-enrollment triggers” and selecting Deal Owner as the property that triggers re-enrollment when it changes.

The “Previous Owner” Problem HubSpot doesn’t natively store “previous owner” as a deal property, which makes this tricky. The most reliable workaround is a two-step approach:

  1. Create a custom deal property called something like “Previous Owner” (single-line text or HubSpot user field).
  2. Use a workflow to write the current owner to that field first — set up a separate workflow (or a prior branch in the same one) that copies the Deal Owner value into your “Previous Owner” property whenever the deal owner changes.

Then your notification workflow can check: if Previous Owner = [her name/user] AND Deal Owner no longer = [her name/user] → send email notification to her.

Alternatively, if you want a simpler setup and she’s the only person you’re tracking, you can:

  • Set enrollment criteria to Deal Owner did not change to [her name] + Deal Owner changed — this catches any reassignment away from her as long as she was the prior owner at the time of re-enrollment.

Would you be able to share a screenshot of your current enrollment criteria? That would help other Community members to narrow down exactly where things are getting stuck!

Cassie, Community Manager

3

Hi @Emptywaterbottl,

The trick here is an additional custom property of the type HubSpot user which you could call “Deal owner (delayed)”. I wouldn’t call this “Previous deal owner”, you’ll see below why:

  • Create a workflow that re-enrolls deals when “Deal owner is known”
  • Add a branch that checks if “Deal owner (delayed)” is known, if so, send a notification to “Deal owner (delayed)” and go to the action below, if not, go directly to the action below
  • Then use “Edit record” to to copy the value from “Deal owner” to “Deal owner (delayed)”

Here’s what would happen now:

  • When the deal owner first becomes known, it’ll be copied into the “delayed” field but no notification will be sent.
  • If the owner changes again, the branch will now evaluate as true, the notification will be sent to the owner in the “delayed” field - before updating the “delayed” field to the latest owner.

Haven’t tested this recently but would expect this to work. If you run into any issues, let me know!

Best regards