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Permission-set-based routing so reps only see leads in their assigned team/territory

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.

Contact14 stepsUpdated for HubSpot seat pricing
OutcomeA rep only sees the leads that belong to their own team or territory, so record visibility matches assignment instead of every rep browsing every territory's pipeline by default.
Workflow maplead-routing-046
Contact created / Territory set leads to Territory value?. Territory value? leads to north-america: Rotate to NA pool - unchanged from lead-routing-001; emea: Rotate to EMEA pool; apac: Rotate to APAC pool. Rotate to NA pool - unchanged from lead-routing-001 leads to Set routed date, notify, create task. Rotate to EMEA pool leads to Set routed date, notify, create task. Rotate to APAC pool leads to Set routed date, notify, create task. Portal settings: Team-scoped permission sets leads to NA reps see only NA-owned records; EMEA reps see only EMEA-owned records; Sales ops retains cross-team visibility. north-america emea apac Contact created / Territory set Territory value? Rotate to NA pool - unchanged from lead-routing-001 Rotate to EMEA pool Rotate to APAC pool Set routed date, notify, create task Portal settings: Team-scoped permission sets NA reps see only NA-owned records EMEA reps see only EMEA-owned records Sales ops retains cross-team visibility
Contact created / Territory set leads to Territory value?. Territory value? leads to north-america: Rotate to NA pool - unchanged from lead-routing-001; emea: Rotate to EMEA pool; apac: Rotate to APAC pool. Rotate to NA pool - unchanged from lead-routing-001 leads to Set routed date, notify, create task. Rotate to EMEA pool leads to Set routed date, notify, create task. Rotate to APAC pool leads to Set routed date, notify, create task. Portal settings: Team-scoped permission sets leads to NA reps see only NA-owned records; EMEA reps see only EMEA-owned records; Sales ops retains cross-team visibility. Contact created / Territory set Territory value? north-america Rotate to NA pool - unchanged from lead-routing-001 emea Rotate to EMEA pool apac Rotate to APAC pool Set routed date, notify, create task Portal settings: Team-scoped permission sets NA reps see only NA-owned records EMEA reps see only EMEA-owned records Sales ops retains cross-team visibility

When to use it, when not to

Use it

  • Use it once territory-based routing (lead-routing-001) is already working and the remaining problem is visibility: reps can still see and edit records outside their own territory even though they never get assigned there.
  • Use it when the org has clean Team structures that map to the same territories the routing workflow already uses, so the two systems reinforce each other instead of drifting apart.
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Skip it

  • Do not use it as the routing mechanism itself; permission sets restrict who can see and edit a record, they do not assign an owner. The rotation logic here is unchanged from lead-routing-001, only the settings layer is new.
  • Do not use it if the team genuinely needs cross-territory visibility for coverage or collaboration reasons; a visibility restriction that blocks legitimate cross-team handoffs creates more friction than it solves.
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The rest of this spec

Prerequisites · 5 items

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

Enrollment · 5 parts

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

Steps · 14 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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