Apr 30, 202010:36 AM - edited Apr 30, 202010:37 AM
Participant | Diamond Partner
Lead/Deal Rotation Workaround
SOLVE
Hi,
Hoping someone could help. Recently we have built workflows with a deal owner rotation, only to realise all of the users require pro licences for this to work. This is not an option at the moment as the team is significantly expanding.
I am hoping to find out if anyone out there could assist with unique workflow ideas to achieve this. We have tried:
Rotating contact owners (Same issue)
Creating a Lead ID, and values to allocate but have run into subsequential issues
Looking for plug-ins to assist
Looking at external platforms to push and pull data back and forth and attach owners from a spreadsheet
Any idea or assistance regarding this is highly appreciated.
@marlene00 - It sounds like you currently have some users with licenses already. I would highly suggest that you first contact your HubSpot Account Manager and discuss your current license structure and what you are trying to do. You would be surprised what they can do to help you.
Answer 1: There is no workaround with workflows to get deals assigned within HubSpot.
Answer 2: Zapier and Automate.io can achieve what you need but may need a paid license. @Bryantworks is an expert at setting these up and may be able to give you some insight.
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Hey @MohsanAzad hoping you can provide an example of the script you mentioned. We have many different park locations and need to restrict contact access by team (if contact is associated with NY, assign contact to someone on the NY team so only this team can see this data). Any and all advice here is appreciated!
If you have all paid users in your Hubspot, then it can be easily managed inside Hubspot, you can assign Leads/Contacts easily by HubSpot Workflow.
but if all your Hubspot users are not Paid (Sales Professional) then you would need to use Hubspot API, check every 1 or 5 minutes that if there is new Contact Created in Hubspot (See Hubspot API documentation to get recent contacts) and check the values of the field and apply the conditions.
if the Contact is from the State of NY then assign it to Team A user Abc else Assign it to Team Z user Xyz (or whatever conditions and business logic you want to apply)
Then update that contact using API with a new Owner ID for that record.
I read another solution that used a handful of paid pro users to setup a multi-level round robin workflow.
Example, you have 3 pro users with a team of 9 total people who need round robin assignment; Round Robin the 3 pro users; then use if/then tree to create another round robin for those same 3 users, which will activate depending on the first round robin result - now you effectively have a round robin of 9; add an assign property value at for each result which specifically sets the user to one of the 9 users.
Such an example can be scaled to effectively work evenly for nearly any non-prime number of users.
This example can also be used to "weight" your round robin, by assigning for example 4 of the 9 results to 1 user, 4 of the 9 to another, and the remaining 1 to a 3rd user = thus getting about 45% weight for users 1 and 2, while user 3 would get about 10% of cases (1 out of 9)
This can get very messy, very quickly, especially if you are scaling up your team - but it is a workaround to this that technically can work, especially for smaller teams.
@marlene00 - It sounds like you currently have some users with licenses already. I would highly suggest that you first contact your HubSpot Account Manager and discuss your current license structure and what you are trying to do. You would be surprised what they can do to help you.
Answer 1: There is no workaround with workflows to get deals assigned within HubSpot.
Answer 2: Zapier and Automate.io can achieve what you need but may need a paid license. @Bryantworks is an expert at setting these up and may be able to give you some insight.
✔️ Was I able to help answer your question? Help the community by marking it as a solution.