Automated Workflows

[PNeill1]

How can I automatically assign Company Owner field to the user that has either added the company profile to the system or the individual user who has activity with that Company?

Thanks

[Josh · Accepted solution]

Hi @PNeill1,

Typically, when they are adding in the records, it will default ownership to them unless they select someone else. Additionally, if a rep engages with the contact on a 1:1 basis and that contact is unowned, it will also automatically assign. 

For the workflows, I think you'll need 2:

Workflow 1 — “Creator → Owner” (sets the owner once, when the company record is created)

Goal: If Company owner is blank, copy the numeric Created by user ID into it so the person who added the company becomes the owner.

1. Create a company‑based workflow.

2. Enrollment trigger:

   • Company owner is unknown AND

   • Created by user ID is known.

3. Action: Copy property value → copy Created by user ID ➜ Company owner.

   • HubSpot accepts the numeric user‑ID value when the target property type is “HubSpot Owner.”

4. Re‑enrollment: Allow re‑enrollment if either property changes (e.g., someone clears the owner field).

Workflow 2 — “Last Activity Rep → Owner” (keeps ownership aligned with whoever touched the company most recently) 

-- Note, I think this might require Sales Hub Enterprise. 

1. Create an activity‑based workflow.

2. Enrollment trigger:

   • Activity type is Call, Meeting, or Sales Email (add any other types you care about).

   • Optional: filter to only enroll activities associated with companies whose Company owner is known/unknown depending on whether you want to overwrite existing owners.

   • Each new qualifying activity will re‑enroll automatically.

3. Action: Copy property value → copy Activity created by ➜ Company owner on all associated companies.

   • This sets the owner to the rep who logged or sent the most recent activity.

4. Branching logic (you might want this):

   • Add an “If Company owner is unknown” branch if you only want to fill blanks and never overwrite.