Workflow - Assign incoming leads to reps at certain days/times

[PMelkonian]

Hello!

Here's what I'm looking to accomplish. Lead gets submitted through our form collector JotForm, Sales rep X gets an email notification that a lead has come in.  They go to the deal page, under 'Appointment Scheduled' they see the new deal.  When they open the deal card, they see that the deal has been assigned to them, they action it.

Here's what I have so far - problem is all of the reps keep getting repeat emails in the following days/times for leads that were assigned to other reps! I know I'm missing something simple here but this is the current set up:

Trigger = Deal Stage is any of 'Appointment Scheduled', AND Created by user ID is unkown (I picked this because all integration deals show up as user unknown) AND Deal owner is unknown.

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Edit record > Set Original Traffic source to Paid Social (which doesn't work for some reason...)

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Rotate to deal owner X

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Send 'Lead Submission' to X rep

Any idea what I'm doing wrong here so that Y and Z reps don't get email notifactions for X rep's leads from the days prior?

[karstenkoehler · Accepted solution]

Hi @PMelkonian,

Could you confirm that deal ownership stays the same when other reps receive these notifications? Or is deal ownership actually changing and that's why the other reps receive the email?

Could you please share a screenshot of your workflow?

Have you checked that the email notification is sent definitely from this workflow and not potentially another one? In the notifications, there is a "Sent from automation" link, have a recipient click the link or forward it to you to verify that it is indeed the same workflow that's sending these notifications.

If it is, can you please review the workflow actions log for an affected deal to see why the last step, the internal notification, is sent multiple times? https://knowledge.hubspot.com/workflows/understand-your-workflow-details-page Please also share a screenshot of this.

Best regards!