Automatically assign contact owner based on form response

[AY2339]

New Hubspot user here! On one of our forms, we ask the person filling out the form which representative from our team was the initial point of contact/communication (responses are in a drop-down menu). When they submit the form, it automatically generates a new contact in a list, and I am wondering whether there's a way to also automatically assign a contact owner to that contact based on the person's response? I.e. if someone who fills out the form indicates that Sam from our team was the person they talked to about our app, is there a way to also make Sam the contact owner once that form is submitted and the contact created, or does that have to be done manually? Any advice would be greatly appreciated!

[SurbhiSharma]

It's not possible to directly add a contact owner field or link it to a form. If your form includes a dropdown menu, you'll need to set up a small automation (workflow) to match the dropdown choice with the corresponding contact owner field.

• Go to Automation > Workflows in HubSpot.
• Click Create workflow and choose Contact-based.
• Set enrollment trigger to Form submissions and select your form.
• Add an If/then branch based on the form field (representative).
• In each branch, add an action to Set contact property to the appropriate owner.
• Review and Turn on the workflow.
• Test the workflow to ensure correct owner assignment.

[karstenkoehler · Accepted solution]

Hi @AY2339,

This can indeed be done automatically but requires a Professional or Enterprise subscription and workflows: https://knowledge.hubspot.com/workflows/create-workflows

Out of the box, there is no way to add a contact owner field or link it directly to a form. If you have a dropdown in your form, you need to create a small automation (workflow) that matches the choice in the form with the actual contact owner field.

This could be done with a workflow that does the following:

1. Enroll contact records based on 'When filter criteria is met' > 'Contact properties'
2. Specify that your dropdown from the form 'is known'
3. If you don't want an existing owner to be overwritten add 'AND Contact owner is unknown'
4. Click the + icon below to add a branch (type 'AND/OR')
5. In the first branch, filter for contact properties, find your form dropdown, select 'is any of Sam', then, below the branch, use the 'Set property value' to set 'Contact owner' to 'Sam'
6. Repeat with a second, third, fourth branch for each form dropdown option

Let me know if you're getting stuck at any point!