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Route by UTM source / campaign to channel-specific rep

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

Professional

Seat pricing: Professional edition. To build it, a GTM Seat or an Ops Seat (an Ops Seat cannot create marketing emails or sequences). Per-hub plans: Marketing Hub Professional.

Contact15 stepsUpdated for HubSpot seat pricing
OutcomeA new lead is routed to the rep who specializes in the channel that brought them in, so a paid-search lead and an organic-referral lead do not land with the same generalist.
Workflow maplead-routing-020
Contact created leads to Original Source?. Original Source? leads to Paid Search: Rotate to Paid Search reps; Paid Social: Rotate to Paid Social reps; Organic/Direct/Referral or Email Marketing: Rotate to General SDR pool; blank / offline / unmapped: Notify sales ops + add to Needs manual routing list. Rotate to Paid Search reps leads to Set routed date, notify, create call task. Rotate to Paid Social reps leads to Set routed date, notify, create call task. Rotate to General SDR pool leads to Set routed date, notify, create call task. Paid Search Paid Social Organic/Direct/Referral Email Marketing blank / offline / unmapped Contact created Original Source? Rotate to Paid Search reps Rotate to Paid Social reps Rotate to General SDR pool Notify sales ops + add to Needs manual routing list Set routed date, notify, create call task
Contact created leads to Original Source?. Original Source? leads to Paid Search: Rotate to Paid Search reps; Paid Social: Rotate to Paid Social reps; Organic/Direct/Referral or Email Marketing: Rotate to General SDR pool; blank / offline / unmapped: Notify sales ops + add to Needs manual routing list. Rotate to Paid Search reps leads to Set routed date, notify, create call task. Rotate to Paid Social reps leads to Set routed date, notify, create call task. Rotate to General SDR pool leads to Set routed date, notify, create call task. blank / offline / unmapped Contact created Original Source? Paid Search Rotate to Paid Search reps Paid Social Rotate to Paid Social reps Organic/Direct/ Referral Email Marketing Rotate to General SDR pool Notify sales ops + add to Needs manual routing list Set routed date, notify, create call task

When to use it, when not to

Use it

  • Use it when reps specialize by acquisition channel (paid search, paid social, organic, email) rather than by territory or product.
  • Use it when the standard Original Source and Original Source Drill-Down 1 properties are populated reliably by HubSpot tracking on every relevant page.
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Skip it

  • Do not use it if channel and territory both need to drive routing; pick one as the primary key and use the other as a secondary filter or a nested branch, do not build two separate, unrelated rotation workflows for the same new lead.
  • Do not use it if most traffic arrives through non-HubSpot-tracked forms; those contacts will show Original Source as "Offline Sources" and will not branch usefully.
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The rest of this spec

Prerequisites · 4 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 4 parts

The trigger, the criteria as ticked in the UI, the re-enrollment rule and the suppression list.

Steps · 15 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 4

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 5 cases, 3 variants

How to prove it works in a test portal, one case per branch, and a sign-off sheet.

Files · PDF, Markdown, JSON, CSV

The properties JSON creates the fields in one call. The workflow JSON documents the build.

Install · 1 click, switched off

The installer creates the properties and the workflow, switched off, then opens a task for what it cannot create. Nothing is deleted, enabled or enrolled.

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