We have a number of retail stores in which we’ve deployed kiosks to capture customer registrations. Our customers are typically interacting with a specific salesperson (out of several in the shop) and there is a requirement for the associated salesperson to be set as the Deal Owner via the form. The form also has to have a signature block, so we use a Jotform instead of a native Hubspot form.
The Jotform > HS integration doesn’t support directly setting the Deal Owner property, so what we have instead is a really ugly workflow in which every employee is manually maintained. On the Jotform we have an “employee ID” field, and the salesperson gives the customer their 4-digit ID to enter. The workflow references the ID to set the matching Deal Owner.
Short of building a fully custom form, is there a better way to do this? I’m willing to throw a bit of $$ at the problem, just to eliminate the need to edit the workflow for every employee onboard/offboard. 
Hi @porkmonkey,
For up to what looks like 25ish branches, I would honestly just swallow the bitter pill. Unless you have employee changes multiple times per week, that is very likely still going to be easiest, time-efficient, resourceful solution.
Approaches here would involve either developing a private app based on the HubSpot API or using custom coded workflow actions in Operations Hub Professional. Both of course possible but I’m fairly certain that the time of developing either will surpass the time needed for occasionally updating your workflow. Workflows | Custom Code Actions - HubSpot docs
Alternatively, you could look into third-party automation, like Zapier: Use HubSpot's integration with Zapier
A Zap could look up the employee ID and, while I haven’t tried it yet, you should be able to update the record owner based on that. This would however mean that you have to maintain a mapping of employee ID and HubSpot user somewhere for a lookup. Maintaining that could again be a similar amount of work as simply adding, adjusting or removing a branch occasionally.
Best regards!
Hi Karsten, thanks for the reply. Unfortunately the 25-ish branches is just our beta-test instance; when we go fully into production we have about 200 salespeople who will need maintained 
I think you’ve outlined the available options pretty well. I’m using Make.com already for an unrelated automation, so I’m going to take a stab at using it to set the deal owner.
You’re right though, about having to maintain the mapping of User to Employee ID somewhere. The most logical place would be on the User object itself, but it appears I can’t use a custom property on that object unless the user has a Sales Enterprise license (and most of our users do not.) Next best would be an existing filed like Job Title, but we have Google SCIM integration enabled, so I can’t directly edit the user properties. Currently trying to figure out how long it takes a Job Title change on the Google user record to sync over to Hubspot.
If I can manage to get the employee ID attached to the User, then I might be able to make this work. Setting the ID value would just become part of the employee onboarding process, which would be optimal.
I’ll report back here and let you know if I achieve success (or not.)
