Creating a user-assigned workflow involves a few simple steps. Here’s how to get started:

Create a New Workflow:

• Navigate to the workflow section of your CRM and select the option to create a new workflow.

Select the Workflow Trigger:

• For the trigger, choose ‘contact changed’.

• Apply the filter ‘assigned user has changed’. This ensures that the workflow triggers anytime a contact is assigned to a user.

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.
• It’s recommended to apply this only to unassigned contacts to avoid reassignments.

Creating Conditional Actions Based on Assigned User

Once your workflow is set to trigger on user assignment, you can create specific actions based on which user the contact is assigned to:

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.

Add Actions for Each User:

• Under the ‘Yes’ branch of your If/Else condition, add the actions you want to occur for contacts assigned to that user.

• Repeat the If/Else step for each user on your team, customizing the actions as necessary.

Publish Your Workflow:

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

Best Practices and Tips

• Re-Entry Settings: Generally, you won’t need to allow re-entry for this type of workflow since contacts are typically assigned 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.

Troubleshooting and FAQs

What if a contact gets reassigned to a different user?

• If reassignments are common in your workflow, consider enabling re-entry based on your CRM’s capabilities to accommodate updates.

Can I use this workflow for team-based actions?

• Yes, you can create branches for teams by grouping users in your conditions, allowing for broader actions based on team assignments.