Using Contact Owner's Phone Number as Personalization Token

[jondavidcarroll]

We are trying to send out emails to customers owned by a variety of people. We have the From Name and From Email setup for personalization tokens to look like they're coming from their owner. We also want to have the contact owners phone number show up. We have a very competitive and unethical salesforce who will snatch leads from one another with no harm no foul. As long as a sale is made, management doesn't care. So sales doesn't want to send emails with a phone number in there as they will go to corporate and not the other 26 locations. It's a MESS. While I know there is so much that needs to happen internally, I need advice on how to best make this possible to make MY job easier. The only Contact Owner personalization values are for Name, Email, Signature and Meeting Link. Our sales don't use HubSpot. We only use it in marketing. Is there a way for a System Admin to create signatures for all 150 sales people? Can HubSpot just add the Phone value underneath Contact Owner personalization tokens?

[karstenkoehler · Accepted solution]

Hey @jondavidcarroll,

Currently there's no straight forward way to do this but I'll outline a workaround below.

If you want to automatically personalize an email (including the from-name and from-address) using contact owner user properties (First name, Last name, Email, Signature, Meetings link), this contact owner has to have a HubSpot account.

(The fact that you've manually created from-names and from-email-addresses wouldn't help here. As long as your salesforce is not in your portal, you'd have to manually create an email or email variation for each one of them, manually selecting the corresponding from-names and from-addresses. 150 times.)

There is no limit to the users that you can have in HubSpot so you could encourage those 150 sales reps to create HubSpot accounts and assign them a user role with limited or no permissions, depending on what they should be able to see and do in your portal. (More info on that here.) For example, their contact permissions should be set to "owned only", excluding "unassigned", considering that your salesforce is so competitive.

So far, your contacts in HubSpot have no assigned owner so the next step would be to take care of that. You have several options of assigning ownership, explained here.

(Side note: Keep in mind that you can create several contact owner properties. You're default contact owner property could also be a marketing owner, a newly created contact owner property could be named "sales contact owner".)

After the import, you could personalize the from-name and from-address of your emails automatically. They now appear in the settings tab of an email, looking like this:

{{owner.fullname}} or {{salescontactowner.fullname}}

{{owner.email}} or {{salescontactowner.email}}

At this point, we still don't have the sales person's phone number in HubSpot. You'd have to store it in a custom property on a contact level, e.g. "Sales owner phone number". Again, there are several ways to assign a sales owner phone number to a contact, either from the objects home, the record, through an import or a workflow. An import would have to be repeated regularly, a workflow would take a long time to set up once (logic: if a contact has contact owner A, write value [phone number] in field "Sales owner phone number").

Finally, you'd have everything you need. You can now select {{owner.fullname}} and {{owner.email}} in the email settings tab and create a signature at the end of the email, using the {{owner.fullname}} and the personalization token for the sales owner phone number.

Hope this helps!