Mapping Regions to Sales Reps

[npuri]

Hello Community!

I want to implement an automation, which allows me to auto-populate the sales rep property based on the region property, whenever a new contact is created.

I do have a mapping file that maps every region to a sales rep, but just don't understand how to get it in my CRM.

One solution I've found is to create a workflow, but then I have have over a thousand regions to look at, creating an if/then workflow would be kind of hard and very very labour intensive.

Are there any apps that can do that, or could Zapier help in any way if the mapping between regions and sales reps live outside of HubSpot.

Looking forward to hearing solutions.

Thanks,

Nikhil

[jd_ames]

@npuri 

Here is a way to do it using HubDB and a custom coded action in a workflow (you'll need access to Operations Hub).

If you're looking to optimize and automate the lead assignment for a sales team that covers many territories, then this code snippet might help. Firstly, build a HubDB table and use it to store your territory management logic (e.g. postal code X is covered by owner Y). Then create a custom code action and paste the code snippet. For any newly created lead, it will take the postal code as input, and reference the HubDB table to assign it with the right owner. By Amine Ben Cheikh Brahim, HubSpot

https://github.com/HubSpot/sample-workflow-custom-code/blob/main/samples/hubdb_table_lead_rotation.j...

[Clayton71]

Hello @npuri,

We do this by having a postal code/city-state combo in a Google sheet file from which we manage our territory codes (unique to how we do territory assignment; you could do this with states/provinces or countries). Within HubSpot, we use a custom-coded action (we used to use Zapier for this connection but then got some engineering help with our portal, so we didn't have that cost) to look at the Google sheet and compare the postal code first; then, if that fails, we use another workflow to take the city-state combo and look at the google sheet file. If it matches the postal code or city-state combo, we assign a territory code to the contact. Once the territory code then, we use a HubDB table (another custom-coded action) to give our Sales and Customer Success Owners to it. I imagine you could also build a similar table in your Google sheet file for the owners and make the same connection through Zapier. 

Allowing this to live outside HubSpot allows you to mass-update the file if needed and allow one spot for all territory assignments. Plus, you don't have to build a huge workflow or multiple workflows if you do this on multiple objects (where the one spot for all territory assignments comes in handy).

I hope this helps,

Clayton 

[npuri]

Thank you Clayton! This is very helpful. Just a question though - the custom-coded actions feature do require subscription to Operations Hub, right?

[Clayton71]

That is correct, Operation Hub Professional or Enterprise only. https://knowledge.hubspot.com/workflows/choose-your-workflow-actions

I believe the HubDB table requires one Hub to be enterprise too. 

[npuri]

Sounds good. Thanks again for the help! Much appreciated.

[npuri]

Thanks @kvlschaefer and @danmoyle. 

[kvlschaefer]

Hi @npuri,

Thanks for reaching out to the Community! 

I wanted to share a resource from the HubSpot Blog and related community discussions:

• HubSpot Blog: "How to do Lead Rotation in HubSpot for Territories" 
• Configuring Territories Community Thread
• Lead Assignment by Zipcode
• Update Sales Region Assignments
• Workflow - How to set Deal Owner by Country?

I also wanted to invite our community members who offered advice on the above community threads and our subject matter experts to this conversation:

Hi @HubDoPete, @danmoyle, @Benvenisti, @Phil_Vallender - Do you have any advice for @npuri?

Thank you! 

Best,

Kristen

[danmoyle · Accepted solution]

Thanks for the tag @kvlschaefer 🙂

@npuri the resources Kristen shared are what I'd share as well. Building lead assignment by region in HubSpot will take a workflow. With as many regions as you describe, it will be a bit of a project, yes. I don't know of an easier way. 

If the data lives somewhere else and you want to get it to HubSpot, Zapier is definitely a tool that helps. I haven't set up the exact use case you're describing, but I've seen folks build some dope zaps so I'd imagine you can do it. I think it'll still be a bit of a project though.