HubSpot Ideas

rjonesSolaria

Automate record associations in workflows

I'm very excited to have the beta of creating associations and labeling them  between records. But it feels incomplete without the ability to associate records via workflows. My use case is something I've been trying to implement with workarounds since my company started using huspot.

 

Use Case:
We're a solar panel manfacturer. We sell to distributors, that sell to solar installers, that sell to homeowners. We generate plenty of homeowner leads that we would like to send to our customer installer companies.

 

I want to set a workflow that will assoicate the lead's contact record to the installer company record under the assciation label I made for this purpose, then send a new lead notification to the campany' designated lead-getting employee associated contact , all based on the location of the lead.

 

I want to be able to look at the lead contact record and see which of our installer companies we sent it to. Or look at an installer company and see all the leads we've sent to them. Or create a deal that is between the lead and the installer company for every lead we send to the company.


There's just no way to manually associate these records as we get thousands of these leads a quarter, this seems like such a blind spot for B2B users.

68 Replies
Nathage
Participant | Elite Partner

This seems like a no-brainer and hopefully shouldn't be too difficult to implement.

 

+1 from me.

richard88
HubSpot Employee

I am all for this idea, the ability to generate an association through one object to another would be amazing. 

 

My example use case is Sales/Service:

  • Upon new Ticket creation, Automatically associate any active deals with that ticket
jmbray
Contributor

+1 for this feature. We would love the ability to automate the ability to associate one object to another through HubSpot workflows.

RBozeman
Participant

Hi @rjonesSolaria,

 

Fascinating breakdown and thank you for recommending Insycle. I work there as a product marketer 🙂

 

I definitely agree with this idea! It would be very useful to have association functionality in Workflows. 

 

Until then, Insycle can help with this. Insycle allows for you to associate contacts, companies, and deals, in bulk, using any field in your database as a potential matching field. You can also use Insycle to manage primary associations, labels, and child-parent associations. 

 

Then you can automate your association templates to run on a set schedule, or bundle them into a "Recipe" and inject that recipe into your HubSpot Workflows. Here's what that would look like:

insycle1.png

 

 

 

 

 

JGibney
Member

Agreed, this would be immensely helpful. I need to associate many contacts with one company in a scalable way. Would love to be able to do this through a workflow based on common properties at the Contact and Company level.

 

I would imagine this would be helpful for many Software companies that use workspaces. If I could match contacts with companies based on a unique workspace ID, that would solve so many problems.

BKnott
Participant

+1 onto this as a necessaity. 

 

User Case: Automatically associating a contact as a 'Lead Source' or 'Primary Contact' label to a Deal, based on a Deal Value. 

RGompelman
Participant

My use case is that I want to be able to add certain people within a domain to every ticket within that domain (only necessary because HubSpot only allows to see individual tickets OR all tickets, there is no other configuration possible), so any way this can be done automatically gets my vote.

coamyot
Participant

Also need this feature to associate deals, contact and companies to custom objects automatically (and with the lack of that built-in would create a workflow to do the associations). We need association not just for new records, but for existing records too.

MikhailK
Contributor | Diamond Partner

We've faced same issues with automatically associating custom objects with deals, companies etc. and developed an app that adds workflow actions to copy associations from other record and find and associate an object. 

Ex. if you have a deal that is associated with contacts, company, maybe some other custom objects. And you create a new custom object and associate it with the deal, copy association action takes all the associated records from the deal and associate them to the new custom objects. So you'll end up everything connected directly, not via a deal. And it works for all standard and custom objects. Check it out - https://www.resonatehq.com/toolbox-for-hubspot

JLedbetter
Member

In my case, I just created a custom object called "Campaign Results" in which I would to associated contacts, companies, and deals that have "first touch" or "engagement" labels, and be able to mass association other object records from a list or create a workflow so I can actually create attribution reports that work.

Dee30
Member

Yes please, would love this too.

We have deals with many Companies involved and I'd love to automate what companies get associated to Deals based on information submitted in a form. 

katiebroyles
Participant

I want to do something similar to this! We're a hard money lender and sometimes we work with brokers and would like to associate them so we know how many deals they bring to us that close. Additionally it would be great to also include the association of title/escrow as well in relation to the deal.

PAlessiKrarup
Participant

I'm currently not able to automatically associate any type of record via workflows after the record has been created.

 

I need to build things like:

 

If new contact is associated with a company, then associate that contact with all custom objects associated with the company.

BBanks
Member

Use case: Some of our customers point their Jotform emails to our support team. These emails create a ticket with the associated contact being "no-reply@jotform.com".... our team has to manually update the associated contact record to our customer.

 

It would be great to have a workflow do this, but it is not an option. 

RBozeman
Participant

Hi @BBanks,

 

Just to make sure, you would like to re-associate the ticket after your team has updated the customer email? While there is no way to associate in Workflows currently in HubSpot, if you have Operations Hub you can custom code a solution for this. Here is a previous thread on that topic that you might find helpful. 

 

Also just wanted to mention that Insycle can help with this, but in full disclosure, I work there. 

 

With Insycle, you can associate contacts to tickets in bulk, using any field in your database as a matching field. Then, you can inject Insycle Recipes into workflows to ensure that the re-association is happening automatically after your team is making the manual updates, or even as new data enters your database.  We recently published an in-depth article about this exact topic

 

Hope that helps!

Best,

Ryan

RBozeman
Participant

Hi @PAlessiKrarup,

 

This is definitely a highly requested feature. HubSpot does allow you to do this using custom coded solution in Operations Hub, or using a third-party app.

 

Insycle (full disclosure, I work there) allows for you to associate contacts, companies, deals, and custom objects, in bulk, using any field in your database as a matching field. You can also manage primary associations/labels/child-parent associations with Insycle.

 

Then you can schedule that template to run on a set schedule in Insycle (such as every Friday) or add an Insycle Recipe directly into your HubSpot Workflows. That way, you can ensure your associations are set immediately after new data hits your database and before you begin to engage with them. We recently published an article about this

 

Hope that helps!

 

Best,

Ryan

bj_ndeseyssel
Member

+1 

NicoleSengers
Guide | Elite Partner

Hi there

 

It may be worth keeping an eye on this request (https://community.hubspot.com/t5/HubSpot-Ideas/Set-Association-Labels-On-Records-via-a-Workflow/idi-...) its for the same thing & is in planning 🙂

JB_MD
Participant

This would be a very useful feature. As far as I can see it can be done through 3rd party apps or through the API, but that's putting extra pessure on dev teams. 

 

We work with GP surgeries, so the abilty to create a workflow that would automatically link the deal to the surgery based on a unique identifying property would avoid a lot of human error, as there are many surgeries with practically identical names. In our use case we would specifically need the ability to link deals to companies.

 

 

DStaat
Participant

Hey RBozeman! We have an app called Associ8 that can help. It creates a workflow action that allows you to associate the object in the workflow with other objects based on search parameters you set. Check it out here. We've had use cases similar to yours and have found solutions to them. We can definitely help you with yours.

Let me know if you have any questions or need help setting up. I'd be happy to hop in a call with you!

Best,

-David Staat