Set contact owner from forms with workflow. Multiple teams and multiple forms.
SOLVE
2 Accepted solutions
Set contact owner from forms with workflow. Multiple teams and multiple forms.
SOLVEHi @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 |
 | Did my post help answer your query? Help the community by marking it as a solution. |
Set contact owner from forms with workflow. Multiple teams and multiple forms.
SOLVEHey @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 |
 | Did my post help answer your query? Help the community (and me) by marking it as a solution. |
Set contact owner from forms with workflow. Multiple teams and multiple forms.
SOLVEIt'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 |
| | Did my post help answer your query? Help the community (and me) by marking it as a solution. |
Set contact owner from forms with workflow. Multiple teams and multiple forms.
SOLVEHey @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 |
| | Did my post help answer your query? Help the community (and me) by marking it as a solution. |
Set contact owner from forms with workflow. Multiple teams and multiple forms.
SOLVESet contact owner from forms with workflow. Multiple teams and multiple forms.
SOLVEHi @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 |
| Did my post help answer your query? Help the community by marking it as a solution. |
