HubSpot Workflow Tips | HubSpot Contact-Based Workflows Continued: Assign Leads & Send Emails

This HubSpot training explains how to assign leads to a team based on their location and sends the new lead a marketing follow-up email with pricing information specific to their state. 

Video Overview

• How to assign leads to different teams based on location: The video tutorial shows how to create a contact-based workflow in HubSpot that can assign leads to different teams and send them customized marketing emails based on the location a lead chooses in a form.
• How to use delays, branches, and record management actions in the workflow: The video illustrates how to add a delay before branching the workflow based on the "state" property value, how to rotate the contact to assign leads to specific teams, and how to send internal and external email notifications with personalization tokens and links to the contact record.
• How to use the copy and paste feature to save time and avoid repetition: The video suggests how to clone the actions of one step and paste them under another step, and then edit only the relevant details, such as the team name and the pricing information. This way, the workflow can be completed faster and more efficiently.

In the continuation of our ‘How to HubSpot’ series, Video 19 focuses on efficiently assigning leads and sending emails through contact-based workflows. This tutorial addresses a situation where a user completes a form on your site, and you aim to automate subsequent tasks, including assigning the lead to a team according to their state, such as Florida, and sending follow-up marketing emails with pricing information specific to that state.

To ensure HubSpot has enough time to process the form data and accurately determine the state for branching purposes, it’s advisable to set a brief delay, such as five minutes. This pause allows HubSpot’s system, especially in the case of large databases, to update the contact record with the new information before proceeding with state-based actions.

Once the delay is set, you can create branches based on the state property value indicated in the form. HubSpot’s feature to automatically create branches for each state simplifies this process, eliminating the need to manually set up each branch.

For contacts in Florida, for example, the workflow will assign them to the Florida team using the round-robin distribution method, overwrite the contact owner if necessary, and send an internal email notification to the new contact owner. To ensure the system has time to assign the owner before sending the notification, another short delay may be beneficial.

When sending the internal email notification, you have two options: a plain text internal email or a marketing internal email. The latter allows for the inclusion of personalization tokens, such as a link to the contact record, which is not available in plain text emails.

This distinction is crucial for providing the assigned team member with quick access to the new lead’s information.

After notifying the team, the next step is to send the lead a marketing email with the relevant pricing information. This marketing email should be created beforehand and saved for automation.

A significant time-saving tip is to use the clone feature. Once you’ve set up the actions for one state, you can clone them for another state, such as Georgia, and simply edit the necessary details, like the team assignment and pricing information.

This method drastically reduces the time spent on repetitive tasks, allowing you to complete the workflow setup efficiently.

By utilizing these HubSpot workflow features, you can automate lead assignments and email communications effectively, ensuring that your marketing efforts are both targeted and compliant.

Stay with Xcellimark for more insights and tutorials as we continue to explore HubSpot CRM’s capabilities. Our goal is to empower you with the knowledge to maximize your digital marketing tools, ensuring that your strategies are as effective, efficient, and user-friendly as possible.