Ownership Rules

Ownership Rules help you automatically match incoming prospects with existing records in your CRM system. This allows you to:

• Maintain data consistency by matching prospects with existing contacts/leads/companies

• Route prospects to the right owner based on existing relationships

Creating an Ownership Rule

1

Navigate to the Form Routers tab in the sidebar

2

Select "Ownership Rule"

3

Click "+ New Ownership Rule"

4

Select how to check for ownership in the modal

Setting Up Your Ownership Rule

Types of Matching

Exact Matching

Exact Matching: The prospect's email must exactly match an existing record in your CRM

Example: [e-mail] will only match with [e-mail]

Fuzzy Matching

Fuzzy Matching: The prospect's email domain can match with other records sharing the same domain

Example: [e-mail] can match with [e-mail] because they share the example.com domain

Adding Conditions

Additional conditions allow you to refine when an Ownership Rule should be applied. While the primary ownership condition checks for contact/company ownership, additional conditions let you evaluate specific CRM field values before assigning the meeting.

Example Scenarios

Scenario 1: Enterprise Contacts Only

Group Logic: AND
Conditions:
- Company Size > 1000
- Industry != "Small Business"

Scenario 2: High-Priority or VIP Contacts

Group Logic: OR
Conditions:
- Lead Status = "Hot"
- Customer Tier = "Enterprise"
- Priority Level = "High"

Condition

Each condition consists of three parts:

1. Field - The CRM field you want to check

2. Operator - How you want to compare the field value

3. Value - What you're comparing against

Condition Groups

• Conditions can be organized into groups

• Each group can use either:

  • AND logic - All conditions in the group must be true

  • OR logic - Any condition in the group can be true

Assigning Meeting

When a prospect matches with an existing record in your CRM as well as with your conditions, you have two options for assigning the meeting:

Existing Owner

Assign to Existing Owner (Default): the meeting will be assigned to the current owner of the matched record in your CRM

For example, if John Smith owns the matching contact in HubSpot, the meeting will be assigned to John Smith

If you choose to assign to the existing owner, you'll need to select which owner field to use from your CRM. This is particularly useful when records have multiple owner fields or when working with custom owner properties.

Specific User

Assign to Specific User: you can manually select a team member to receive all meetings from this rule.

This overrides the CRM ownership and ensures meetings always go to your chosen team member

Update CRM Owner

When an Ownership Rule is triggered, you can automatically update the record owner in your CRM (HubSpot or Salesforce). This ensures that the ownership in your CRM stays synchronized with your routing assignments.

The ownership update happens when the Ownership Rule matches (during form submission), not when the meeting is actually booked.

HubSpot

For HubSpot, the system will find your Contact using either their HubSpot ID or email address, then update the owner property to match your routing assignment. All updates are monitored to ensure proper synchronization between your routing assignments and HubSpot ownership.

Salesforce

For Salesforce, the system will locate your Lead or Contact using either their Salesforce ID or email address, then update the owner field accordingly. All updates are tracked to ensure successful synchronization between your routing assignments and Salesforce ownership.

Advanced Meeting Options

Advanced meeting options allow you to customize additional settings for meetings that are booked through this rule. These settings help you ensure consistency and save time by automating guest additions and meeting type selection.

Be aware that Distro will not check the availability of the additional guests

Override default meeting settings: lets you use different meeting settings than what's configured in your router.