However, I’m unsure if this applied to changes prior to publishing the workflow? It looks like some contacts are still enrolled in sequences by reps that do not own the contact. Is there a way around this without manually unenrolling? Perhaps another workflow?
Based upon the enrollment triggers in the workflow example shown, if you checked the radio button “Yes, enroll existing contacts” on the review screen of your workflow. It would enenroll EVERYONE from all sequences, since owner is known and the owner has previosuly been an active user.
If you checked the NO radio button (which would be the right way to use this workflow), then it would ONLY unenroll contacts at the time a Contact Owner is changed, and not unenroll the existing contacts.
I’m unsure if I fully understand however. I believe I did choose the first (unenroll everyone from existing sequences)--which is partially fine since we do want a “fresh” start. We had many companies that was rightfully owned by certain reps, but non-owner reps were still sending emails which led to a lot of confusion.
But with this workflow on, would the contacts be able to be enrolled to new sequences? Should I create a new workflow that automatically enrolls contacts with new rep? If this makes…
This will unenroll contacts that are active in ANY sequence. Build this. Turn it on. Wait a few minutes for all contacts to complete, and then shut it off and delete it.
After that, the prior workflow should work. Just click the “No” radio button. And yes, contacts will be able to be enrolled in new sequences. They will just be unenrolled each tim the contact owner changes.
To solve this, you’re going to need to specify more with your workflow. Otherwise you may unenroll people from sequences who are added by the current owner. You need to identify the ID of the owner who enrolled them in the sequence, and check if that ID matches with the existing contact owner. This will need to be done in a few parts:
1. Get the USER ID for each of your sales reps. You can find this under Settings > Users and Teams > Click on the sales rep to open up their profile in HubSpot. Then look at the URL and copy the number you see here:
2. After this, in the workflow you’ve made you’ll need to make branches based on who the contact owner CURRENTLY is.
3. Within each of these branches, you will need to check if they are actively enrolled in a sequence, and who it was that enrolled them. To do this:
Create an (if/then) branch based on filtered criteria
For the criteria follow this screenshot (essentially checks if they are actively enrolled in a sequence that was not done by the current contact owner)
If the value for the Screenshot is TRUE, then remove them from the sequence, if it is FALSE, then keep them in the sequence, or do nothing.
Of course depending on how many Active reps you have, this may require many more branches. Hopefully this makes sense, please let me know if you have any questions and happy to walk you through it.
Thanks,
Ben
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The original request was to unenroll when a contact owner changes, not when the user who enrolled the contact in the sequence changes.
As long as the (original) workflow is only triggered going forward, it should work just fine, because it will only fire when the Contact Owner is Known (which, by definition, would require it to change.)
Doing what you propose here would not only make the workflow much more complex to build, but would require that you go in and edit the workflow each and every time you have turnover in your sales team.
