Efficiently managing contact assignments is crucial for ensuring seamless communication and follow-ups. A user-assigned workflow automates this process, enabling you to assign contacts to specific users and trigger personalized actions based on the assignment. In this guide, we’ll walk you through the steps to create and customize a user-assigned workflow.

Ensure a User Assignment Workflow Exists #

You must have an existing workflow that assigns users to contacts. Typically, this would trigger when a contact is created, with an action to assign the contact to a user. The workflow would contain the “Assign to User” action, which you can add by clicking the + sign.

Pick the user(s) you’d like to assign new contacts to. If adding multiple users, the contact distribution will work in a round-robin system for equal assignment unless you explicitly select otherwise.

Toggle the “Only apply to unassigned Contacts” option, then save your action. Publish and save your workflow before proceeding with the next steps.

Create a New Workflow #

Navigate to the Workflow tab in the Automation section, click + Create Workflow, then select Start from Scratch.

Select the Workflow Trigger #

For the trigger, choose “Contact Changed.” Apply the filter “Assigned user has changed.” This ensures that the workflow triggers any time a contact is assigned to a user.

Add an If/Else Condition #

Click the “+” sign to add a new action and select “If/Else” from the internal tools section.

Set the condition to check if the “Assigned user Includes [specific user].” This will create a branch for actions specific to that user. You can add as many branches as you need for each user.

Add Actions for Each User #

Under each user’s branch, add the actions you want to occur for contacts assigned to that user, customizing the actions as necessary. Once you’re done, save the action.

Once all conditions and actions are set, remember to publish your workflow to make it active.

Re-Entry Settings #

Generally, you won’t need to allow re-entry for this type of workflow since contacts are typically assigned to a user once. This keeps the process streamlined.

Customization #

Tailor the actions within each user’s branch to fit their role or the type of contacts they handle. This could include sending personalized emails, setting tasks, or initiating follow-up sequences.

Frequently Asked Questions #

What is a user-assigned workflow? #

It is a workflow that detects when a contact is assigned to a specific user and then runs personalized actions for that user, automating follow-up and communication based on who owns the contact.

What do I need before building this workflow? #

You need an existing workflow that assigns users to contacts, typically triggered on contact creation with the “Assign to User” action, published and active.

Which trigger and filter detect a user assignment? #

Use the “Contact Changed” trigger with the filter “Assigned user has changed,” so the workflow fires whenever a contact’s assigned user is set or updated.

How do I run different actions for different users? #

Add an If/Else condition that checks whether the “Assigned user Includes” a specific user, creating a separate branch for each user where you add their tailored actions.

How does round-robin assignment work? #

When you assign multiple users in the “Assign to User” action, contacts are distributed evenly among them in a round-robin pattern unless you choose a different distribution.

Should I enable re-entry for this workflow? #

Usually no, since a contact is assigned once. However, if reassignments are common in your process, consider enabling re-entry so updates are handled.

Can I use this for team-based actions instead of individuals? #

Yes. Group users together in your If/Else conditions to create team branches, allowing broader actions based on team assignments.