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Reassign orphaned leads (no owner) on a nightly schedule

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: Sales Hub Professional.

Contact4 stepsUpdated for HubSpot seat pricing
OutcomeAny contact still missing an owner at the end of the day gets swept into the rotation overnight, instead of sitting unowned until someone happens to notice.
Workflow maplead-routing-021
Nightly scheduled run leads to Owner unknown AND not customer AND created 4h+ ago?. Owner unknown AND not customer AND created 4h+ ago? leads to Yes: Rotate to General SDR pool; No: Skip, contact does not match. Rotate to General SDR pool leads to Set routed date, notify owner, create call task. Yes No Nightly scheduled run Owner unknown AND not customer AND created 4h+ ago? Rotate to General SDR pool Skip, contact does not match Set routed date, notify owner, create call task
Nightly scheduled run leads to Owner unknown AND not customer AND created 4h+ ago?. Owner unknown AND not customer AND created 4h+ ago? leads to Yes: Rotate to General SDR pool; No: Skip, contact does not match. Rotate to General SDR pool leads to Set routed date, notify owner, create call task. Yes No Nightly scheduled run Owner unknown AND not customer AND created 4h+ ago? Rotate to General SDR pool Set routed date, notify owner, create call task Skip, contact does not match

When to use it, when not to

Use it

  • Use it as a safety net behind your primary assignment workflows (lead-routing-001, 002, 006), to catch leads that entered through an import, an API integration, or a workflow edge case that left them unowned.
  • Use it when a daily catch-up cadence is acceptable; this is a backstop, not a substitute for real-time routing.
Read more on when to use itShow less

Skip it

  • Do not use it as your only assignment mechanism. A lead sitting unowned for up to 24 hours before this runs is too slow for genuinely hot inbound leads, pair it with lead-routing-002 for immediate assignment.
  • Do not use it if "no owner" is sometimes intentional in your portal (for example, contacts deliberately kept unowned until a qualification step). Add a suppression filter for that segment first.
Read more on when to skip itShow less

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 · 4 numbered actions

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

Known pitfalls · 5

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

Test plan and UAT script · 2 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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