Defined Split Branch in a Workflow

[Lucas_Maciel]

Hey guys,
I need to distribute my contacts to another contact owners within a workflow, but not randomly. I know there is a branch based on a random percentagem, but it doesn't work in the specific scenario that I show in the image below. The numbered list explains how the workflow should run:

1. I need the first contact enrolled in this workflow to trigger an email to partner1 and the contact owner setted to Camila.
2. The second enrolled contact needs to trigger an email to partner2 and the contact owner setted to Matheus.
3. The third contact needs to trigger an email to partner3 and owner setted to Camila again.
4. The fourth contact needs to trigger an email to partner4 and owner setted to Matheus again.
5. The fifth contact needs to go back to the beginning and start the whole cycle again, always following the same order described previously.

Could any experts here in the community help me find a way for this workflow to run exactly as I expect? I would really appreciate it!

Thanks in advance.

[Lucas_Maciel]

Hi @CHawkins 

Thank you very much for the answer!

I'll take a closer look at these marketplace tools you mentioned.

I also added this topic to HubSpot Ideas as you suggested:

Workflow branch based on a predefined order (sequence split)

Best regards.

[BérangèreL]

Hi @Lucas_Maciel,

Thank you for asking the Community and for sharing a screenshot!

I'd like to share these options which, just in case, might help you:

- Rotate records between multiple owners (Sales Hub and Service Hub Professional and Enterprise only)
The workflow will evenly distribute assignment to the specified owners through the Rotate record to owner action. Only records without existing owners will be assigned. If a record has an owner, you'll need to clear the value first, which can be accomplished in bulk with the Clear property value action.

- The different branches in workflows

I'd like to invite some of our Top Experts on this subject: Hi @Shadab_Khan, @CHawkins and @Jonno_Price do you have suggestions to help @Lucas_Maciel on this specific workflow, please?

Thank you very much and have a wonderful day!

Best,
Bérangère

[Lucas_Maciel]

Hi @BérangèreL 

Thank you very much for the answer!

I didn't know about this "Rotate records between multiple owners" option. I'll take a closer look at this possibility, but at first it doesn't seem to work for two reasons:

1. The action will distribute the records equally between the owners, but not respecting a predefined sequence. This is basically the same result I got with branch based on a random percentagem;
2. The main goal of this workflow is to distribute leads to our partners. In other words, sending emails to people outside the organization, with leads data filled in by themselves in our form. For each lead sent by email to a partner, I need to have a contact owner within my organization, who will be the partner's point of support with the respective lead. That being said, there are 18 partners (non-hubspot users) and 6 people from within the organization to own the contacts. So I need to distribute the contacts equally across the 18 partners and not across the 6 contact owners in my organization. If I distribute it to the 6 contact owners, the count will be even for them before running through all 18 partners, that is, the count between partners will not be correct;

Let me know if you have any questions about all of this context and have a wonderful day too!

Best regards.

[CHawkins · Accepted solution]

@Lucas_Maciel - I don't know if you will be able to get exactly what you are trying to achieve here out of the box, as you've already figured out, the splits are done by %, not necessarily in a specific order.

There are a few marketplace tools that might help with this (Distributely is one option and PocketKnife is another) - I am hoping you could also set a property for the partner owner from these, but I haven't personally used them so I am not certain.

I am also sure Ops Hub would have a way to do this with custom code, but that is above my skillset 😅

This might be a valuable feature to add to the Ideas fourm too. This similar idea already exists but it isn't exactly what you are looking for.