Lists, Lead Scoring & Workflows

TFalk
Member

Set contact owner from forms with workflow. Multiple teams and multiple forms.

SOLVE

We have 4 geographical market teams (europe, also different languages)North,south, West, central. Each team create separate content, landing pages,forms etc... I want to set ownership of an contract to each market  as they submitted a form. Right now we have 75 plus forms for each market.....what would be a smart way to set contact ownership in a workform...?

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2 Accepted solutions
karstenkoehler
Solution
Hall of Famer | Partner
Hall of Famer | Partner

Set contact owner from forms with workflow. Multiple teams and multiple forms.

SOLVE

Hi @TFalk,

 

That depends on the logic you would like to apply – what determines which team a contact belongs to? Is each form clearly associated with one team? If so, I'd recommend adding a hidden field to the form, specifying which team the submission/contact belongs to: https://knowledge.hubspot.com/forms/pass-contact-property-values-with-hidden-form-fields

 

You can then create a workflow that uses an if/then branch to check the value of this hidden field and use the "Set property value" action to assign a specific contact owner from that team or rotate the contacts: https://knowledge.hubspot.com/crm-setup/how-to-set-an-owner#rotate-records-between-multiple-owners-s...

 

... instead of having to add each single form in the if/then branch criteria. It's a one time effort to update all forms but in the long run, it will scale much better. Whenever you need to split by team, you don't have to list all forms but can simply reference the new hidden field.

 

Keep in mind that contacts might submit forms by multiple teams. You would have to decide whether the latest submission should overwrite the previous owner or if the contact should remain with the team that gets the contact first, based on the first submission. (You can implement this easily by checking whether Contact owner is known.)

 

Let me know if you have any follow-up questions!

Karsten Köhler
HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer

Beratungstermin mit Karsten vereinbaren

 

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TomM2
Solution
Key Advisor | Partner
Key Advisor | Partner

Set contact owner from forms with workflow. Multiple teams and multiple forms.

SOLVE

Hey @TFalk you're right that a workflow would be the best way to do this, it might take some time to setup at first due to all your forms, but continually it will automatically assign owners based on those workflows so will save time in the long run. 

The workflow is relatively simple, you can simply say something like:
Contact has submit "europe form 1" OR "europe form 2" OR "europe form 3" etc as the enrollment criteria, then you simply use the action "rotate record to owner" to set the lead owner to any user or team once they have submit one of these forms. 

You can also drill down by page when choosing the enrollment criteria if you wish. 
You could say something like "contact has submit Europe form 1 on contact us page" if you wanted to refine it even further. 
After that workflow is enabled it'll just automatically assign your contacts to the set users/teams. 
https://knowledge.hubspot.com/crm-setup/how-to-set-an-owner#:~:text=To%20automatically%20assign%20ow....


Hope this helps! 

Tom Mahon
HubSpot Expert | Digital Marketing Specialist | Community Champion
HubSpark

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TomM2
Key Advisor | Partner
Key Advisor | Partner

Set contact owner from forms with workflow. Multiple teams and multiple forms.

SOLVE

It's worth noting that the default "HubSpot owner" field can't be used in forms (even as a hidden field) so if it was a custom property it would still take workflows to assign an owner from this custom property. 

Tom Mahon
HubSpot Expert | Digital Marketing Specialist | Community Champion
HubSpark

Book a meeting

Did my post help answer your query? Help the community (and me) by marking it as a solution.


0 Upvotes
TomM2
Solution
Key Advisor | Partner
Key Advisor | Partner

Set contact owner from forms with workflow. Multiple teams and multiple forms.

SOLVE

Hey @TFalk you're right that a workflow would be the best way to do this, it might take some time to setup at first due to all your forms, but continually it will automatically assign owners based on those workflows so will save time in the long run. 

The workflow is relatively simple, you can simply say something like:
Contact has submit "europe form 1" OR "europe form 2" OR "europe form 3" etc as the enrollment criteria, then you simply use the action "rotate record to owner" to set the lead owner to any user or team once they have submit one of these forms. 

You can also drill down by page when choosing the enrollment criteria if you wish. 
You could say something like "contact has submit Europe form 1 on contact us page" if you wanted to refine it even further. 
After that workflow is enabled it'll just automatically assign your contacts to the set users/teams. 
https://knowledge.hubspot.com/crm-setup/how-to-set-an-owner#:~:text=To%20automatically%20assign%20ow....


Hope this helps! 

Tom Mahon
HubSpot Expert | Digital Marketing Specialist | Community Champion
HubSpark

Book a meeting

Did my post help answer your query? Help the community (and me) by marking it as a solution.


TFalk
Member

Set contact owner from forms with workflow. Multiple teams and multiple forms.

SOLVE

Thanks! I like the page where form is submitted idea, can be useful!

0 Upvotes
karstenkoehler
Solution
Hall of Famer | Partner
Hall of Famer | Partner

Set contact owner from forms with workflow. Multiple teams and multiple forms.

SOLVE

Hi @TFalk,

 

That depends on the logic you would like to apply – what determines which team a contact belongs to? Is each form clearly associated with one team? If so, I'd recommend adding a hidden field to the form, specifying which team the submission/contact belongs to: https://knowledge.hubspot.com/forms/pass-contact-property-values-with-hidden-form-fields

 

You can then create a workflow that uses an if/then branch to check the value of this hidden field and use the "Set property value" action to assign a specific contact owner from that team or rotate the contacts: https://knowledge.hubspot.com/crm-setup/how-to-set-an-owner#rotate-records-between-multiple-owners-s...

 

... instead of having to add each single form in the if/then branch criteria. It's a one time effort to update all forms but in the long run, it will scale much better. Whenever you need to split by team, you don't have to list all forms but can simply reference the new hidden field.

 

Keep in mind that contacts might submit forms by multiple teams. You would have to decide whether the latest submission should overwrite the previous owner or if the contact should remain with the team that gets the contact first, based on the first submission. (You can implement this easily by checking whether Contact owner is known.)

 

Let me know if you have any follow-up questions!

Karsten Köhler
HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer

Beratungstermin mit Karsten vereinbaren

 

Did my post help answer your query? Help the community by marking it as a solution.

TFalk
Member

Set contact owner from forms with workflow. Multiple teams and multiple forms.

SOLVE

Good idea with the hidden form, i think the biggest challange is that we produce many events and whitepapers and are unable to monitor all the forms being created. The teams are pure geograpical/country, but i could problably use a hidden country property in the form! Thanks for the idea.

0 Upvotes