Bulk Associate Contacts, Companies, and Deals in HubSpot

 

Associating people with companies is critical for maintaining order in your CRM and giving your teams a complete picture of every account.

Your sales and marketing teams rely on properly associated data for context in communications and sales conversations. Without proper associations in place, you lack vital context and potentially miss big opportunities.

With Insycle, you can automatically detect and link contacts, companies, deals, custom objects, and or any other record in flexible ways.

Overview

With Insycle, you can associate contacts, companies, and deals in your CRM, in bulk.

To associate records, use the Bulk Operations module and the Associate action in Step 2. Here, you can associate contacts, companies, deals, and custom objects as needed, including child and parent associations.

To associate records, they need to have a field with a similar value in both records. For example, "Email Domain" on the contact, and "Website URL" on the company. Then, you can pick those fields to match the records and establish the association.

Step 1: Define Filter

Navigate to the Bulk Operations module. Start by selecting the record type that you would like to associate from the top of the screen.

contacts


Selecting the record type also impacts the default templates that you have available.

For our example, we will select the “Associate Contacts to Companies Using Nametemplate.

associate contacts


This is the most commonly used template for bulk associations. Any template in Insycle can be customized to fit your needs.

As you can see in the image above, this template looks for contacts that do not have an "Associated Company ID" but do have a "Company Name" in HubSpot CRM. These are the contacts that we want to filter down to and potentially associate with.

Step 2: Associate

In this step, we'll tell Insycle how to associate contacts to companies in bulk, and define the rules for matching contacts to companies during the association process.

Select the Associate Tab from the top of the Step 2 section.

associate


Then, we have numerous settings that tell Insycle how to make these linking connections.

link


Let's break down each section.

First, we set the Action. Here we tell Insycle whether we would like to add or remove associations among the records that we filtered in step 1. For the purpose of associating contacts to companies, we will select "Add."

add action


In the Record Type dropdown, we will select "Contact to Company." There are also other association options available here, including associating contacts to companies, deals, and custom objects.

associate action


Then we have the Company Filter. In Step 1, we told Insycle how to filter down our contacts to only those that are fit for associating with a company. In this step, we tell Insycle how to filter companies down to those that would be a good fit.

Clicking on the button opens the Company Filter screen.

company filter

 

Here, we are telling Insycle to only consider companies for association if they have a company name in the database.

Then we have the Field Name and Match Field selections.

update


The Field Name is the field contained within the Contact record type. The Match Field is the field we will be matching it with, for the Company record type.

In the Comparison Rule, we are telling Insycle to only associate if company names are an exact match, but we can also choose "Similar Match" here. The Ignored dropdown tells Insycle to ignore common terms in the company name such as "LLC," "Inc" or "Co." These terms can be edited in the "Terms" button at the bottom right-hand side of Step 2.

comparison rule ignored terms


Additionally, you can tell 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.

match parts


You can also edit this template or add additional fields used for matching by clicking the Field Button.

When no matching record is found, an association will not be created. However, you can choose to create a record in this case and link them. Check the "Create" button to enable that. For example, when linking contacts to companies, if no matching company is found it would create a new company and link it to the contact.

Step 3: Preview or Update

Now we can associate contacts to companies in bulk.

Select the "Review" button to get started.

review


Once you click that, you'll have the option of running the Bulk Operations module in either Preview Mode or Update Mode. In Preview Mode, no changes will be pushed to your live HubSpot CRM database.

Preview or Update


When you click the "Next" button, you'll be taken to the "Notify" page, where you can choose where the report will be sent. This report can be delivered to colleagues and teammates as well.

Notification email


On the third screen, we tell Insycle when we want this operation to run. You can choose to run it one time right away with Run Now, or schedule it to run automatically on a set schedule in the Automate tab.

automate and run now

 

Automation allows Insycle to scan your database and automatically associate contacts to companies using a set schedule—hourly, daily, weekly, or monthly.

bulk associate


Click the Schedule button to run the Bulk Operations module.

After it has run, Insycle will generate a report. This report will also be sent to your email, as specified in the "Notify" step.

bulk associate result

All updates to your data can be viewed and downloaded as reports in the Activity Tracker.

Associating Contacts to Companies On Import

With Insycle, you can associate people and companies to existing records in your database, on import.

To associate records that are currently in the database, use the Magical Import module and the Associate action under the Manage Data Step.

Both fields need to have a similar field to match the association. For example, "Email Domain" on the contact, and "Website Domain" on the company. Then, you can pick those fields to match the records and establish the association.

To learn more about the importing process, review the Import New Records or Update From CSV article.

For deeper context on associations on import, review the Link and Associate People to Companies article.

Step 4: Associate on Import

In Step 4, we can tell Insycle how to associate the records that we are importing with existing records in your CRM.

In “Step 4: Manage Data,” click on the Associate tab. This may also be called the Link tab, depending on which CRM you have connected and what naming convention they use.

associate on import


Here, we can tell Insycle how associations should work, using the dropdown selections contained in the tab.

First, we must choose an action — add or remove associations. For associating on import, we will choose “Add," the type of association that you would like to make, and the match fields in your CSV and app to use to match the association.

associate on import hubspot


Additionally, you have the option to create a new company record when one is not automatically matched by Insycle. You can do this by selecting the checkbox next to the dropdown selections in this tab.

associate on import hubspot


Now, when you complete the import, matching associations will be automatically created based on your settings. A record of this report will always be kept in your Activity Tracker that you can download at any time. You can save this template to save time on future imports.

Primary vs. Non-Primary Associations

HubSpot records allow for multiple associations. For instance, a contact might be associated with both a primary company, as well as several subsidiary companies. In HubSpot, you can designate an association as the "Primary" association. This is visible on the record's profile page.

primary association in hubSpot

 

Removing Associations and Dealing With Association Labels

Because of the way that Hubspot associations and labels work, removing associations from HubSpot is a multi-step process.

HubSpot associations include multiple considerations.

First, each association may be labeled. For instance, you might label an association as a "Branch," or "2nd Association," like in the example below. Your association labels can be custom.

labels


You also have the "Primary" associations mentioned in the section above, which are also considered a "label" as it applies to removing associations in bulk.

Note on Bulk Association Removal

Removing associations with labels in bulk using Insycle is a two-step process. First, you have to remove the label. Then you can remove the associations.

Step 1: Remove the Labels from Your Associations

To remove HubSpot associations in bulk we will use "Bulk Operations" module.

First, we remove the labels, to make the association an "unlabeled association," then we can remove the association completely in Step 2.

First, in Step 1, filter your records down to those that you would like to remove associations for, using rules.

If the associations that you would like to remove have "Primary" designations, you'll need to remove those first, as the "Primary" designation is also considered a label.

primary


Additionally, your associations can have other labels assigned to it, along with the "Primary" designation. You'll need to remove those as well to make the association "unlabeled" and therefore make it removable.

remove label hubspot association

 

Step 2: Remove the Unlabeled Association

Now that the labels have been removed, we can remove the unlabeled association completely in Step 2, just as we removed the labels.

remove unlabeled association


Then go through the additional steps in the module to remove the association completely.

Preview Changes Before They Go Live

You can preview the changes that you are making to your data before those changes are pushed to your live database. When you run select modules in Insycle, you have the option of choosing between Preview Mode and Update Mode once you click the button.

Automation

You can set up ongoing data maintenance automation with Insycle on the module level, using Recipes, or integrating with Workflows. You can view all scheduled automations on the “Automations” page on your dashboard.

Audit Trail and History

The Activity Tracker lets you review all changes made through Insycle. At any time you can download a CSV report of the operation and records affected, including while using Bulk Operations.

Customer Data Health Assessment

The Data Health Assessment surfaces data quality issues that negatively impact your marketing, sales, and support efforts, and guides you through the process of fixing them. Here, you can keep an eye out for issues in your data and fix issues by updating in bulk using Bulk Operations.

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