Workflow Action: Assign To User

In this article, you will learn how to assign a lead to a user via workflows. This will allow you to trigger the assignment of a contact to a user, based on a condition of your choice.

As an example, maybe you have an opt-in form, and when it is submitted by your lead, you want that all the leads are distributed to a sales team of users within your company.

For this, you can create a workflow to distribute the leads however you would like.

Step 1: Create users.

You need to have more than one user set up within our software for you to be able to do a round-robin assignment.

Follow the next steps:

• Navigate to Settings

• Then, go to My Staff

• Click on "+ Add Employee"

• Fill out the user information and save

• Repeat this process with all the users you will be adding

Notes:

• Add each user using a unique email address and phone number. This will be useful in the future if they will be contacted directly by "their assigned user" using custom values.

• You should also have at least one user (yourself) added if you will be sending them emails using the user email custom value.

Step 2: Create the Workflow.

• Go to your Workflows and click on "Create Workflow" and select the option "Start From Scratch".

• Add a trigger to that workflow. Think of this as "what needs to occur for this workflow steps to execute?"

Note:

• Add filters if and as needed.

• Add the actions you need. Some examples are, Add Contact Tag, Send an Internal Notification, etc.

Step 3: Adding the action step "Assign to User".

• Single User: If you only select one user, then, all the leads in this workflow will be assigned to that user.

  
• Round-Robin Evenly: You can also add more than one user, and if you do this, you will see the option to Split Trasfficr, "Evenly" or "Unevenly". If you choose Evenly, they will be assigned, literally evenly to the user.

  
• Round-Robin Unevenly: If you choose Unevenly, an option will open up to weight distribution of the leads unevenly, according to the value next to each person's name. The value you enter indicates how many leads should be assigned to that user before moving on to the next user.

• In the scenario of the image above, the first time the trigger fires, the contact would be assigned to Steve. The second, third, and fourth time the trigger fires, the leads would be assigned to Melanie. From the fifth to the ninth time the trigger fires, the leads will be assigned to Jeremy. The tenth time the trigger fires, it will loop back and start with Steve again.

Note: You will see a toggle to only apply this action to unassigned leads. If you turn it on, it will only take the contacts without a user, and only for those, this action will execute. If you have it turned off, then, all contacts who have assigned users will be reassigned to a user.

• After you have finished the changes, publish your workflow and save it.