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Assign leads based on custom object (e.g. franchise location) association

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

Enterprise

Seat pricing: Enterprise 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 Enterprise.

9 steps
Per-hub plans: also Marketing Hub Professional

On per-hub plans, one of its steps belongs to another subscription: add to static list needs Marketing Hub Professional. Both are required to build it as written. On seat pricing the edition covers both.

Updated for HubSpot seat pricing
OutcomeA lead associated with a specific franchise location, branch office, or dealership is routed straight to that location's rep, instead of a central pool that has no notion of which local unit actually owns the relationship.
Workflow maplead-routing-039
Contact created / Franchise Location association set leads to Location associated?. Location associated? leads to No: Add to Needs location match, notify ops; Yes: Location record has an owner set?. Location record has an owner set? leads to Yes: Copy owner from location to contact; No: Add to Location missing rep assignment, notify ops. Copy owner from location to contact leads to Set routed date, notify owner, create call task. No Yes Yes No Contact created / Franchise Location association set Location associated? Add to Needs location match, notify ops Location record has an owner set? Copy owner from location to contact Add to Location missing rep assignment, notify ops Set routed date, notify owner, create call task
Contact created / Franchise Location association set leads to Location associated?. Location associated? leads to No: Add to Needs location match, notify ops; Yes: Location record has an owner set?. Location record has an owner set? leads to Yes: Copy owner from location to contact; No: Add to Location missing rep assignment, notify ops. Copy owner from location to contact leads to Set routed date, notify owner, create call task. No Yes Yes No Contact created / Franchise Location association set Location associated? Add to Needs location match, notify ops Location record has an owner set? Copy owner from location to contact Set routed date, notify owner, create call task Add to Location missing rep assignment, notify ops

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

When to use it, when not to

Use it

  • Use it when the business model has a franchise, dealer, branch, or multi-location structure represented in HubSpot as a custom object (for example a "Location" custom object), each with its own assigned rep or rep pool.
  • Use it once the association between a lead and its location is captured reliably, either at intake (a location-selector form field) or through a downstream matching process (nearest location by postal code, for example).
Read more on when to use itShow less

Skip it

  • Do not use it if locations are only tracked as a text property on the contact rather than a true custom object with its own records and associations; a simple property-based branch (lead-routing-006 style) is enough in that case and needs no custom object at all.
  • Do not use it without confirming custom objects are actually available on the portal; custom objects are a HubSpot Enterprise-tier feature across all hubs, not something addressable at Professional.
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 · 9 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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One-time, excl. VAT. 30-day refund. Installs in 3 portals. Founding price until 30 November.

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