Routing leads to distributors

[Edyta7510]

Hi, 

• Our company has a contact us form on our website. 
• For a demo request (one of the request types), we're also asking the company to select from a dropdown menu the number of their subscribers. 
• Beyond a certain threshold, we don't want to route these leads to our internal sales team, but to distributors that we work with (1 for Europe and 1 for the Americas). 
• Distributors do not have access to HubSpot today and I don't imagine granting them this access

Here's my question: 

What would be your recommended way to: 

1) forward requests to resellers -> this could be a simple forward of the notification email that form fill generates (any alternatives?)

2) tracking progress on those requests - during regular calls with resellers we could go through a HubSpot report on contacts(?) - it would make no sense to create deals for them in the pipeline. 

Any suggestions, please let me know!

2) track the status of those requests (could be done 

[karstenkoehler · Accepted solution]

Hi @Edyta7510,

Theoretically, you could set up permissions in HubSpot in a way that these resellers only see what they need to update record information. Depending on the framework contracts, non-disclosure agreements that you have with them and the opinion of your IT team, this could be a feasible option.

If it isn't, then yes, you would use contact-based workflow that branches based on the logic you described. You would then use the 'Send internal marketing email' workflow action to send these notifications. You also already pointed out the biggest challenge: keeping these records up to date when the resellers aren't working from HubSpot.

Personally, I wouldn't use a report for that last part, I would set up saved filtered views for each reseller on the contact index page (Menu > Contacts > Contacts). During a video call, you can go through this filtered view and update values (Lead status, Lifecycle stage etc) as you go, by clicking into any cell. (This was added recently to HubSpot.) Reports are read-only.

Alternatively, you could ask the resellers to track certain information in Excel files and bulk update their contacts via import. In this case, you should provide an Excel template along with your email notifications.

Let me know if that answers your question!

[Edyta7510]

this is perfect @karstenkoehler ! thanks a lot! 

A bonus question: 'Send internal marketing email' can be triggered to anyone (=distirbutor) or internal HubSpot user who would forward this request to distributor? 

+ agreed on using the filtered view vs report. Editing those truly got so much easier!

Thanks

[karstenkoehler]

Hi @Edyta7510,

Yyes, in workflow that I created recently (in fact, I'm working on one right now haha) this workflow action allows for adding both internal and external email addresses. It's important to test this however, depending on your GDPR settings, HubSpot might require an opt-in for the subscription type chosen for the marketing email. In other words, HubSpot will run the usual checks on whether an email send is 'compliant', even though it's not a regular email send.

Best regards!