Capping Monthly Deal Assignment (Professional)

[RLewis51]

I'm currently working on improving our deal assignment/rotation and we want to assign a set number of deals per month from an "Available Deals" stage to each rep before moving it forward for them to work on. Currently I can't see a way to do this in the workflows on the Professional plan. I did see one suggestion using Custom Objects from the Enterprise plan but this wouldn't be viable for us at this stage, so I'm hoping there is a workaround that works at our current level.

For context we run our sales as a deal based model as we don't always have direct contacts for our cold outreach, so this needs to be something that will work on deal based automations. The idea is that as deals reach the end of the sales cycle they are held for a set period of time in our "Unanswered" stage to create separation between campaigns, and are then moved back to the available deals stage. Each month then we want to rotate a set number of deals from that stage to each sales rep, for example 50x deals per SR, to allow us to start new campaigns with those prospects.

I have thought about doing this as an if/then branch within the workflow but keep coming up short at how to cap the number of deals rotated out each month.

[karstenkoehler · Accepted solution]

Hi @RLewis51,

At this point in time, this can't be done, at least not out of the box. It would require a third-party solution or a custom coded action (available in workflows in Operations Hub Professional) and the help of a developer.

The reason for that is that workflows, out of the box, do not have any ability to look up how many records are assigned to a user. Workflows look at the enrolled object, they can't "zoom out".

Best regards!

[RLewis51]

Thanks for the clarity @karstenkoehler I thought this may be the case but good to have confirmation.

The other idea I had on this was using lists to create a rotation list monthly and then have the workflows assign based on that but can I assume that wouldn't work either for the reason above?

[karstenkoehler]

@RLewis51 as of now, tools like workflows can't check how many records are on a list - this would also require custom code, unfortunately.

[RLewis51]

Understood, I thought as much but worth confirming. Thanks again for the assistance @karstenkoehler I'll look into other ways to assign deals.

[karstenkoehler]

@RLewis51 Routera might be what you're looking for: https://ecosystem.hubspot.com/marketplace/apps/sales/sales-enablement/routera-892685

[RLewis51]

Thanks for the suggestion, I'll look into it.