Associate HubSpot Deals with Line Items and Automatically Copy Values

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How to Link Deals to Line Items While Copying Values between Them

Your sales team is capturing valuable detail in HubSpot when a new deal is developing. Information about what a prospect is looking for is key to estimating revenue, and your reps are manually entering this line item info. Since you already have the data you need in the deal, you're looking for a more efficient way to populate the line items automatically.

With Insycle's Associate app, you can use rules to automatically link deals to line items, and then copy key details into line items. Or, if your deals and line items are already linked, you can just run an operation to copy values over. Either of these processes can be automated to run on a set schedule, or when triggered by a HubSpot workflow.

Associate Deals to Line Items and Copy Values Between Them

Process Summary

  1. Filter deals down to those you want to associate.
  2. Set rules for making the associations.
  3. Set rules to copy values between the associated deals and line items.
  4. Preview and apply the changes to the CRM.

Step-by-Step Instructions

Step 1: Select and Filter Records

Navigate to RevOps Acceleration > Associate. Select the HubSpot database and Deals record type in the top menu. Then explore the default templates for a pre-built solution.

Each row in Step 1 is for a field you want to look at to determine whether to include or exclude a record from this association task. With this filter, you're telling Insycle what records you would like to update. 

In the below example, only deals that have an Amount value and the Pipeline value is "Sales Pipeline" will be part of this operation.

bulk-ops-hubspot-assoc+copy-deals-to-line-items-step-1-filter.png

When you click Search, Insycle will list records in the Record Viewer at the bottom of the page. If you make changes to the filter, you need to click the Search button again to refresh the viewer.

bulk-ops-hubspot-assoc+copy-deals-to-line-items-record-viewer.png

Step 2: Configure Rules That Will Create the Relationship

Under Step 2, define the rules for bulk matching the two record types to create the relationship:

bulk-ops-hubspot-assoc+copy-deals-to-line-items-step-2.png

  1. Action tells Insycle what to do to the records surfaced in Step 1. You can Add associations or use the Replace action to remove existing associations and create new ones in one step.
  2. Associate specifies the type of record you want to create the relationship with. In the example above, Deals will be associated to Line Items.
  3. You can select a Label to identify the relationship.
  4. The Field Name is the field from the source record (in this example, deals) you want to try and match with the target record (line items). In the example above, Amount from the deals record will be used. 
  5. The Match Field is the target field to be matched with the source record. In this example, the Unit Price field from the line items will be analyzed for a match.
    The Field Name and Match Field are often the same for both records, though they may have different labels.
  6. The Comparison Rule tells Insycle whether the values between the deals and line items must be an Exact Match or Similar Match. In most cases, you'd select Exact Match, but you can learn more about these Comparison Rules in the Advanced How-Tos below.
  7. In the Ignored field you can select parts of a field value to ignore, such as specific text, whitespace, or characters.
  8. The Match Parts field tells Insycle whether to match the entire field or just part of it—such as the first or last few words, or first and last characters.
Step 3: Copy a Value between the Associated Deals and Line Items

After setting the association rules in Step 2, you can create rules to copy values between the records. If one record type consistently has values that would be helpful in the associated record, you can execute that copy in bulk.

Under Step 3, select the field from the source record type (in this example, deals), and the relevant field on the target records (line items). You can choose to copy values from the source record to the target, or target record to the source, and can add multiple rows to copy more than one field set.

The Copy Rule gives you three options: 

  • Only when Target Field is empty
  • Only when Source Field is not empty
  • Always copy

bulk-ops-hubspot-associate-deals-to-line-items-step-3-copy.png

The preview CSV will include these fields, and specify if the value was copied for each record.

Step 4: Preview and Apply Changes in Your CRM

Preview Changes in a CSV Report

Now with the filters and association actions in place, you can preview the changes you are making to your data. That way, you can check to ensure the relationships are being created as expected before those changes are made in your live database. 

First, under Step 4, click the Review button.

In the Bulk Associate popup, select Preview and click Next.

bulk-ops-hubspot-associate-deals-to-line-items-review-preview-mode.png

On the Notify tab, add any additional recipients who should receive the CSV (and make sure to hit Enter after each address). You can add colleagues and additional context here.

On the When tab, click the Run Now tab and select which records to apply the change to (in most cases this will be All, but if you have a large number of records, you may just want to do a chunk for your preview), then click the Run Now button.

bulk-ops-hubspot-associate-deals-to-line-items-review-preview-run-now.png

Open the CSV file from your email in a spreadsheet application and review the columns. For each deal record, Insycle tried to match it with line items using the Amount and Quantity values. Each row in the CSV includes the deal info, the associated line item info, and the result of the copy operation. The Result column tells you if the relationship was added. 

bulk-ops-hubspot-assoc+copy-deals-to-line-items-csv.png

Apply Changes to the CRM

If everything in your CSV preview looks correct, return to Insycle and move forward with applying the changes to the live CRM data.

Under Step 4, click the Review button, this time select Update mode. 

On the When tab, click Run Now and select which records to apply the change to (in most cases this will be All), then click the Run Now button.

bulk-ops-hubspot-associate-deals-to-line-items-review-update-run-now.png

Save Templates and Setup Automation to Maintain Formatting

After you've seen the results in the CRM and you are satisfied with how the operation runs, you can save all of the configurations as a template, and set up automation so this association operation runs on a set schedule. 

bulk-ops-hubspot-associate-deals-to-line-items-review-update-automate.png

By automating with a template, you'll save time and ensure that your records are consistently associated on an ongoing basis.

 

Copy Values between Already Associated Deals and Line Items

Process Summary

  1. Filter deals down to only those that have associated line items.
  2. Set rules to identify the associations. 
  3. Set rules to copy values between the associated deals and line items.
  4. Preview and apply the changes to the CRM.

Step-by-Step Instructions

Step 1: Set Up the Filter to Find Deals with Associated Line Items

Navigate to RevOps Acceleration > Associate. Select the HubSpot database and Deals record type in the top menu. Then explore the default templates for a pre-built solution.

To find deals that already have line items associated with them, use the filter to include only deals that have one or more related line items.

bulk-ops-hubspot-associate-deals-to-line-items-step-1.png

When you click Search, Insycle will list records in the Record Viewer at the bottom of the page. If you make changes to the filter, you need to click the Search button again to refresh the viewer.

bulk-ops-hubspot-associate-deals-to-line-items-record-viewer.png

Step 2: Configure Rules to Find the Related Deals and Line Items

Under Step 2, define the rules to find the previously linked records:

bulk-ops-hubspot-associate-deals-to-line-items-step-2-associate.png

  1. Action tells Insycle what to do to the records surfaced in Step 1. Use the Add action to find existing associations.
  2. Associate specifies the type of record you want to create the relationship with. Select Deals to Line Items.
  3. You can leave the Label Unlabeled.
  4. Click the Line Items Filter button to narrow the line items down to only those where the Associated Deal ID exists.  Click Search to apply the filter and close the popup. Note that the Line Items filter will not update the results in the Record Viewer, only in your final Review steps.
  5. Select the Record ID Field from the deals record
  6. Select the Associated Deal ID Match Field to use for matching the line items.
  7. Use the Exact Match Comparison Rule. 
  8. You can leave the Ignored field blank.
  9. Select Entire Value from the Match Parts field.
Step 3: Copy a Value between the Associated Records

Create the rules to copy values between the records.

Under Step 3, select the field from the source record type (in this example, deals), and the relevant field on the target records (line items). You can choose to copy values from the source record to the target, or target record to the source, and can add multiple rows to copy more than one field set.

The Copy Rule gives you three options: 

  • Only when Target Field is empty
  • Only when Source Field is not empty
  • Always copy

bulk-ops-hubspot-associate-deals-to-line-items-step-3-copy.png

The preview CSV will include these fields, and specify if the value was copied for each record.

Step 4: Preview and Apply Changes in Your CRM

Preview Changes in a CSV Report

Now with the filters and association actions in place, you can preview the changes you are making to your data. That way, you can check to ensure the relationships are being created as expected before those changes are made in your live database. 

First, under Step 4, click the Review button.

In the Bulk Associate popup, select Preview and click Next.

bulk-ops-hubspot-copy-from-deals-to-line-items-review-preview-mode.png

On the Notify tab, add any additional recipients who should receive the CSV (and make sure to hit Enter after each address). You can add colleagues and additional context here.

On the When tab, click the Run Now tab and select which records to apply the change to (in most cases this will be All, but if you have a large number of records, you may just want to do a chunk for your preview), then click the Run Now button.

bulk-ops-hubspot-copy-from-deals-to-line-items-review-preview-run-now.png

Open the CSV file from your email in a spreadsheet application and review the columns. Each row in the CSV includes the deal info, the associated line item info, and the result of the copy operation.

bulk-ops-hubspot-associate-deals-to-line-items-csv.png

Apply Changes to the CRM

If everything in your CSV preview looks correct, return to Insycle and move forward with applying the changes to the live CRM data.

Under Step 4, click the Review button, this time select Update mode. 

On the When tab, click Run Now and select which records to apply the change to (in most cases this will be All), then click the Run Now button.

bulk-ops-hubspot-copy-from-deals-to-line-items-review-update-run-now.png

Save Templates and Setup Automation to Maintain Formatting

After you've seen the results in the CRM and you are satisfied with how the operation runs, you can save all of the configurations as a template, and set up automation so this copy operation runs on a set schedule. 

bulk-ops-hubspot-copy-from-deals-to-line-items-review-update-automate.png

Advanced How-Tos

Step 1: Using Related Fields to Identify Matches

You can specify more than one matching field when making associations in the Associate app. 

For example, maybe you want to compare a deal Amount against a line item's Unit Price or Unit Cost. 

To do this, select the Advanced tab under Step 2. There, you'll be able to add Related Match Fields to catch more associations. 

bulk-ops-hubspot-associate-deals-to-line-items-step-2-related-field.png

Step 2: Using Exact Match vs. Similar Match

The Comparison Rule defines what kind of likeness to look for when deciding if field values should be considered a match.

It's a good idea to start with Exact Match for the straightforward matches, then use Similar Match to look for edge cases.

Exact Match looks for values that match exactly, with no differences from one record to the next. Any unique identifying fields should use Exact Match.

Similar Match looks for values that may be close but with a one-character difference (like a typo, extra character, or missing character) and broadens the search. This search behaves like when Google shows results for a slightly different term, or says “Did you mean...”

For example, if a Deal Name of, “Acme 64” is found, it could include records with the Deal Name values, “Akme 64," "acm 64," or "Acma 64,” as matches.

It is best to only use Similar Match with very open and generic fields, and only after trying everything else, as the looser criteria can incorrectly identify records as matches.

*Note that record IDs can only be Exact Match, never Similar Match.

Flag Unmatched Records in Your Inbox

When using the Associate app, you have the option to be alerted when records aren’t matched. This may be helpful if you want to investigate and address any records where a relationship has not been created.

Under Step 2 check the Count unmatched records as Failed box.

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Then in the Step 4 popup on the Notify tab, you can select the email delivery option “Always send,” or “Send when errors.”

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When checked, any record where there is no match to create the association will be counted as “Failed.” This will be reflected by a “with Failures” suffix on the report email subject line…

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…and a, "Failed, no matching record found (use 'Grid Edit' to troubleshoot)" message in the Result column of the CSV report.

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When you save this associate configuration as a template and set up automation, the report emails will let you know when a relationship has not been created for a record so you can address it as needed.

Tips for Creating Associations between Records

  • To create associations between records, you need a field with a similar value in both records. For example, "Amount" on the deal, and "Unit Price" on the line item. Then, you can pick those fields to match the records and establish the association.
  • You can make associations in both directions: Deal to line items, or line items to deals.

Troubleshooting

There's a "Failed, multiple sources/target matches," Result in CSV

A "Failed, multiple target matches (x)" or "Multiple sources matched" result occurs when multiple records meet your matching specifications. For example, if you were linking contacts to companies, and Insycle found ten company records with the name "Microsoft," it wouldn't know which Microsoft to establish the relationship with.

associate-hubspot-contacts-to-companies-csv-highlight-failed-result.png

There are a few options for resolving this issue:

  1. If there shouldn't be multiples of these records you should first go through the process of merging duplicates before trying to create these relationships.
  2. If there are supposed to be multiple similar, but distinct records, you can add another matching field in Step 2 to make the criteria more specific. A record would have to match both field values to be considered appropriate for making the relationship. associate-hubspot-contacts-to-companies-step-2-domain-and-country.png
  3. Or, use the filter in Step 2 to narrow the records to be associated.
    associate-hubspot-contacts-to-companies-step-2-companies-filter-w-arrow.png
    In the filter popup you could, for example, add the "Company name," field and set the Condition, "contains" "HQ." This tells Insycle to only consider companies for association if the Company Name value includes the term "HQ."
    bulk-op-hubspot-companies-step-2-companies-filter-hq-604px.png
There's an "Unmodified, no matching record found…," Result in CSV

An "Unmodified, no matching record found (use 'Grid Edit' to troubleshoot)" result occurs when there aren’t any records that meet your matching specifications.

associate-contacts-to-companies-unmatched-result-csv.png

You can examine the data in the unmatched records and troubleshoot using the Grid Edit module. Look at different fields and values to identify why your associate setup didn’t work for the record. Then decide what match options could work or if some cleanup is needed.

Learn more about reviewing your data using the Grid Edit module.

There's a "Failed, no matching record found…," Result in CSV

When using the Associate app, you have the option under Step 2 to Count unmatched records as Failed. When checked, any record where there is no match to create the association will be counted as “Failed.” This will be reflected by a, "Failed, no matching record found (use 'Grid Edit' to troubleshoot)" message in the Result column of the CSV report.

associate-hubspot-contacts-to-companies-csv-failed-unmatched-result.png

You can examine the data in the unmatched records and troubleshoot using the Grid Edit module. Look at different fields and values to identify why your associate setup didn’t work for the record. Then decide what match options could work or if some cleanup is needed.

Learn more about reviewing your data using the Grid Edit module.

No Obvious Field to Use for Matching Between the Two Record Types

Bulk associations require that you have a field that you can use to match the two records. For instance, you might select "Company" for contact records, and "Company Name" for company records. You then use these two fields to associate the two records.

But what do you do if you have no obvious matching field between the two record types that you would like to associate?

This is a fairly common scenario. For example, maybe you would like to associate contacts not only with the company that they work for but with the parent company as well. In this scenario, it is not very likely that you capture the parent company on the contact record, which means that you may have no field to use to match the association. As a result, you'll need to create a custom field for contacts and companies, such as "Custom Parent Company." Ideally, if child companies are already associated with parent companies, you'll be able to pull this data from your company records and populate both custom fields using your CRM's automation features.

Then, you'll be able to use the Custom Parent Company field for both contacts and companies to make the match.

The key is finding a data point that would allow you to match the associations, even if it is only available for one record type. Then you can create the custom matching fields that allow you to make the associations.

It's Taking a Long Time for Insycle to Find Related Records

It can take a while for Insycle to find and match records if the fields being used to identify the relationship have very long values. The longer the values the longer it takes Insycle to process the data and generate the results. This might come up when using links with long ID numbers, LinkedIn bios, or other URLs with long strings (e.g., https://www.linkedin.com/in/svadin%C3%ADr-n%C4%9Bmec-1234b31a3/).

If the end of the values are all unique you can try and speed this up by using the Match Parts parameter under Step 2, which will limit the comparison to the last several characters.

associate-hubspot-contacts-to-companies-step-2-linkedin-bio.png

Or use the Ignored > Text (Substrings) parameter, and click the Terms button.

associate-hubspot-contacts-to-companies-step-2-linkedin-bio-terms-btn-highlighted.png

On the Ignored Text tab of the popup, add the common portion of the URL or text string.

merge-duplicates-linkedin-bio-step-1-ignored-text-popup.png

Frequently Asked Questions

Can I integrate my Insycle template with a HubSpot Workflow?

Yes. With Insycle's Associate app, you can create advanced association templates and run them from within HubSpot Workflows. You’ll need to configure association templates in Insycle, bundle them into a Recipe, and insert the Recipe into your HubSpot Workflow.

Learn more in the Associate Records in HubSpot Workflows article.

Can Insycle associate activities with a deal or other record?

Currently, Insycle does not support accessing, updating, or associating activities with other objects. 

Additional Resources

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