Associate Records in HubSpot Workflows

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Make Advanced Contact, Company, and Deal Associations, Directly in HubSpot Workflows

In HubSpot, there is no way to associate records directly in Workflows. 

Insycle allows you to create advanced association templates and run them directly within HubSpot Workflows so that new records in your database can be automatically associated before your first marketing or sales activities begin. 

Process Summary

  1. Create association templates in Insycle. 
  2. Bundle your templates into a Recipe. 
  3. Insert your association Recipe into your HubSpot Workflow. 

Step-By-Step Instructions

Step 1: Create Association Templates in Insycle

In Insycle, using the Bulk Operations module, select your HubSpot database and the record type you would like to associate—contacts, companies, deals, etc.—from the top of the screen. The most common is contacts associated to companies.

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Then, we begin building your template. You may require several templates using multiple fields to match associations, such as company names and website domain.

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Insycle offers pre-built functions for HubSpot associations, including:

Pre-Built Templates:

  • Associate contacts to companies using name
  • Associate contacts to companies using domain name
  • Associate contacts to deals

You can also customize templates from scratch, or use Insycle's pre-built templates as a starting point. 

Learn more About Association Templates: Link and Associate People to Companies

Step 2: Bundle Your Templates Into a Recipe

Now, take the Bulk Operations module association templates that you have created, and bundle them together into a Recipe. 

Recipes are a collection of templates, ordered into numbered steps, which can then be executed in succession.

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To create a new Recipe, navigate to the Recipes page in Insycle, click the + button in the upper right-hand corner of the module screen. To add new templates to the Recipe, click the Template button. After adding your templates, save your Recipe and click the Review button. For a Recipe to work in a Workflow it must be saved in Update mode.

To create a new Recipe, click the + button in the upper right-hand corner of the module screen. To add new templates to the Recipe, click the Template button. After adding your templates, save your Recipe and click the Review button. For a Recipe to work in a Workflow it must be saved in Update mode.

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On the second screen, you can customize the notification report Insycle will deliver once this Recipe runs. On the third screen you can enable your Recipe to run in Workflows by selecting the Workflow option.

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Learn More Insycle Recipes: Recipes

Step 3: Integrate Association Recipe in Your HubSpot Workflow

Now, take the Recipe and integrate it with your HubSpot Workflow. Make sure that the Insycle app is installed. 

You could trigger your association templates to run after a contact fills out a contact form or after a record is created.

Click the + button to add a new element to the Workflow. Type "insycle" into the search box and select the "Run Contact Recipe."

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Every time a record is triggered, your Insycle Recipe for associations will run. 

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You can add other Recipes—such as for deduplication, standardization, or decluttering—here as well.

Learn more About Integrating Insycle With HubSpot Workflows: Integrate Insycle with HubSpot Workflows

Troubleshooting

Multiple Sources Matched Error

If you receive a "Multiple Sources Matched" error, this indicates Insycle found multiple records that meet the criteria. Try changing the direction of the association to resolve the error.

No Obvious Matching Fields 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 store "Company" for contacts, and "Company Name" for companies. 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 CRMs automation features.

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

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 we create the custom matching fields that allow us to make the associations.

Frequently Asked Questions

Can Insycle associate activities with a company or other record?

No, Insycle does not currently allow you to access, update, or associate activities. When you merge companies, it would re-associate activities from the duplicate company to the master company, and re-assign contacts and deals to the master, see below and attached help article.

What fields does Insycle use to create associations?

Insycle allows you to use any field in your database to match associations. Commonly used fields for linking include company names, company domains, company domains, and company URLs.

What does the 'Multiple Source Matches' error mean?

It means that when Insycle goes to make the association, it is finding multiple records that meet your criteria. Often, this is either because you are using a field that is not a uniquely identifying field (so Insycle will detect multiple records that match the criteria), or you have duplicate records that need to be merged before the association can take place. 

Can I associate companies to contacts instead of contacts to companies?

Yes, with Insycle you can associate in any direction and it will work. Please make sure you have the correct starting record type selected at the top of your module screen.

Can Insycle manage parent-child associations and links?

Yes, Insycle can help manage parent-child associations. For more information, check our article on that topic here.

I want Insycle to create and associate a company record if one is not identified. Is that possible?

Yes, check the "Create when no matching is found" checkbox.

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How can I identify companies created in HubSpot while associating (when checkbox selected) in the Bulk Operations module?

When a company has been created by Insycle, check the Company record property "Original Source data 2." This field populates with Insycle when Insycle has created the record.

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Does HubSpot wait for Insycle to complete processing the action before moving to the next action/step?

Yes. HubSpot waits for Insycle to complete the Recipe. In the example above, Insycle cleanses and formats the contact data before the welcome email is sent.

How can I stop a Insycle Workflow automation from running?

In HubSpot Workflows, simply remove the automation from the Workflow and save it to stop the operation from running.

As a option of last resort, you can uninstall the Insycle app from your CRM platform to stop an operation from running. Once uninstalled, the changes made by Insycle will not hit the target platform.

What is a Recipe?

Insycle allows you to string together individual tasks (templates) into a longer sequence (Recipes), which can then be automated to run on a set schedule. Essentially, Recipes allow you to automate multiple tasks to run together in a specific order.

My recipe ran successfully, why was the data not updated in HubSpot?

In Insycle, open the relevant Recipe and make sure it is set to run in Update mode. Also, as mentioned above, Insycle processes events in batches every five minutes, so it may need a few more minutes to complete the batch.

Additional Resources

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