How to assign equal Handovers among the AEs via workflow

[SGahlot1]

Hey Team,

We have Marketing Inbound workflow in place, which basically assigns the leads coming from Marketing or visits on our website to marketing Inbound team. 

Step 1 - we filter these leads based on domain Ids - Basically what leads we want to nurture and other which are not worth working on

Step 2 - The filtered leads are rotarted between two of the Marketing SDRs

Step 3 - We have two AEs that now would receive handover once the meeting is been fixed.

Seems all good, but we have two issues here. 

Issue 1: Not all the leads that by rotation going to each inbound SDR moves to a demo booking (we want to track this pretty clean because each SDR is incentivised on the number of demos they book)

Issue 2: Now because two AEs are getting the handovers for that specific region we do not have a proper way of distributing the leads equally between them.

Can this be solved by adding additional steps in the workflow ? or is there a right way of managing the whole process? 

I do not if we have an option in workflows where we can say "countif "AE X" has deals less than "AE Y" move the new Handover to AE Y instead of going to AE X.

I might sound crazy for bring excel into HubSpot but we are really in need of fixing this whole process and I am going clueless 😞 

Kindly suggest!

Regards,

SG

[SGahlot1]

Hello Trevor, 

Thanks for your suggestions and the example workflow. The issue is There are multiple territories and for each territory we have two AEs working in this case how do I make sure the Handovers are equally distributed. 

For example: If AE Alex has 3 Handovers fixed already and AE Tom has 2 Handovers then what should happen is Tom should get the  next Handover. What is happening is because we have "Rotate Owners" for assigning the Handovers the distribution is not happening equally.

Kind regards,

Santoshi Gahlot

[trevordjones · Accepted solution]

Hi @SGahlot1 ,

As indicated in the knowledge base, rotate owners is designed to distribute leads evenly between owners. 

Since the article says "Only records without existing owners will be assigned," you should not be rotating records between the same owner property twice in the same workflow like this.

Instead, you should probably clear the contact owner property before you rotate owners, like this:

If you need to have the record owned by two people at the same time, then you will need a custom property with the HubSpot user field type for the second owner.  For example:  an SDR Owner property.  Then you can rotate the SDR Owner Property, clear the Contact Owner Property, and run the branching logic for the Contact Owner Property.  

So in this example, the first "Rotate Owners" sets the SDR Owner Property.

And the one after the branch sets the contact owner to the A/E.

[trevordjones]

HI @SGahlot1 ,

If I understand you correctly, this should be pretty easy to do by adding an additional "rotate owners" step after the meeting is set.  Rather than adding it to the existing workflow, however, I would use a new one.

The trigger for this new workflow would most likely be the scheduling of the meeting, which I would recommend connecting to a lead stage if you are using the leads object, or perhaps a certain selection on a dropdown lead status property if you are not.  If you have multiple territories, you could use branching logic to differentiate between territories. so the end result would look something like this:

This should assign records equally between each of two A/E's in each territory.

Hope this helps!