Workflows Based on Time of Day - How to Stop Enrolling in Other Workflows?

[Keith5]

I am looking to set up workflows, to assign new leads to our sales team based on time of day, to cover the different shifts. I already have three workflows set up to run at specific times of day:

• Morning - leads that came in from midnight to 9am
• Midday - leads that came in from 9am to 2pm
• Afternoon - leads that came in from 2pm to 11:59pm

The problem I am running into is that each workflow has the same trigger criteria and steps, the only difference is which team members are in the round robin for each of the workflows. How do I stop a contact from entering the Morning workflow, then entering the Midday workflow a few hours later and starting all the steps over again?

I saw in other answers to similar questions the suggestion to unenroll once contact owner is known, but we want these new contacts to stay in the workflow. Or do I need some sort of 4th workflow that takes all the post-contact owner steps (send a welcome email, creating tasks for the team, more emails, etc.) and the new contacts get dumped into that once they run through the initial steps and get a contact owner?

[StepChange · Accepted solution]

Hi @Keith5 
Here is detailed steps. Please have a look

• Create a custom property in HubSpot under Settings > Properties; name it "Workflow Enrollment Status" with options like "Morning Workflow Completed," "Midday Workflow Completed," and "Afternoon Workflow Completed." Alternatively, create active lists in Contacts > Lists named “Processed in Morning Workflow,” “Processed in Midday Workflow,” and “Processed in Afternoon Workflow” to track workflow enrollments.

• Edit each of the existing workflows (Morning, Midday, Afternoon) and add an "If/Then branch" after the initial trigger step. Set the criteria to check if the custom property "Workflow Enrollment Status" matches a completed workflow (e.g., "Morning Workflow Completed") or if the contact is in a corresponding list (“Processed in Morning Workflow”).

• If the condition is true, end the workflow for that contact. If the condition is false, proceed with the workflow steps, such as assigning a contact owner via round-robin. At the end of the workflow, update the "Workflow Enrollment Status" property to indicate the workflow's completion (e.g., "Morning Workflow Completed").

• Create a new contact-based workflow named "Post-Contact Owner Follow-Up." Set the enrollment trigger to check if the "Workflow Enrollment Status" is set to any of the completed options and confirm that the contact has an assigned contact owner.

• Add actions in the new workflow for post-contact owner steps, such as sending a welcome email, creating tasks, and scheduling follow-up emails. Activate the workflow after reviewing all steps.

• Adjust the enrollment settings of the original workflows to disable re-enrollment based on the conditions set, ensuring contacts don’t re-enter the workflows once processed.

• Test the workflows with sample contacts to verify that they only go through one time-based workflow and are correctly moved to the post-owner workflow, with no re-enrollments or redundancies.
  
  
  Hope it solve your problem.
  Thanks.

[Keith5]

Thank you, I will try that today!