Bulk Associate Records
Overview
Section titled “Overview”What it does: Automatically creates associations between your enrolled record and multiple other records based on matching property values
When to use it: When you need to connect one record to many related records at once - like associating a company with all its employees, or linking deals to related contacts
Business value: Saves hours of manual association work and ensures your HubSpot data stays connected and organized automatically
Quick Setup
Section titled “Quick Setup”Prerequisites
Section titled “Prerequisites”- HubSpot CRM permissions for the object types you want to associate
- Properties set up on both object types with matching values
- Understanding of which records should be connected
Basic Configuration
Section titled “Basic Configuration”- Choose your Enrolled Object Type (the record that triggered the workflow)
- Select the Object Type to Associate (what you want to connect to)
- Pick the Association Condition (currently only “Matching Property Values”)
- Select properties on both objects that should match
- Optionally choose association labels for better organization
Input Fields
Section titled “Input Fields”Required Fields
Section titled “Required Fields”Enrolled Object Type Required
Section titled “Enrolled Object Type Required”- Type: Dropdown (dynamic)
- Description: The type of record that’s enrolled in this workflow
- Options: Contact, Company, Deal, Ticket, Custom Objects
- Example:
Company - Notes: This determines what properties are available for matching
Object Type to Associate Required
Section titled “Object Type to Associate Required”- Type: Dropdown
- Description: The type of records you want to associate with the enrolled record
- Options: Contact, Company, Deal, Ticket, Invoice
- Example:
Contact - Notes: You can associate different object types (e.g., Company to Contacts)
Association Condition Required
Section titled “Association Condition Required”- Type: Dropdown
- Description: How to determine which records should be associated
- Options: Matching Property Values
- Example:
Matching Property Values - Notes: Currently only supports property-based matching
Enrolled Object Property Required
Section titled “Enrolled Object Property Required”- Type: Dropdown (dynamic)
- Description: The property on your enrolled record to use for matching
- Example:
Company Domain Name,Email Domain - Notes: Available properties depend on your Enrolled Object Type
Associate Object Property Required
Section titled “Associate Object Property Required”- Type: Dropdown (dynamic)
- Description: The property on records you want to associate that should match
- Example:
Email,Company Domain Name - Notes: Available properties depend on your Object Type to Associate
Optional Fields
Section titled “Optional Fields”Association Labels Optional
Section titled “Association Labels Optional”- Type: Dropdown (dynamic, appears based on object type)
- Description: Specific labels to apply to the associations for better categorization
- Example:
Primary Company,Employee,Decision Maker - Notes: Different label options appear for each object type
Create Association Without Label Optional
Section titled “Create Association Without Label Optional”- Type: Checkbox
- Description: Create the association but don’t apply the selected label
- Default: Unchecked
- Notes: Useful when you want the connection but not the specific categorization
Common Use Cases
Section titled “Common Use Cases”Use Case 1: Associate Company with All Employees
Section titled “Use Case 1: Associate Company with All Employees”Scenario: When a company is created, automatically associate it with all contacts who have matching email domains
Setup:
- Enrolled Object Type:
Company - Object Type to Associate:
Contact - Association Condition:
Matching Property Values - Enrolled Object Property:
Company Domain Name - Associate Object Property:
Email - Association Labels:
Primary Company
Result: All contacts with email addresses matching the company domain get automatically associated with the company
Use Case 2: Link Deals to Related Contacts
Section titled “Use Case 2: Link Deals to Related Contacts”Scenario: When a deal is created, associate it with all contacts from the same company
Setup:
- Enrolled Object Type:
Deal - Object Type to Associate:
Contact - Association Condition:
Matching Property Values - Enrolled Object Property:
Associated Company ID - Associate Object Property:
Associated Company ID - Association Labels:
Deal Contact
Result: All contacts from the deal’s company get associated with the deal
Use Case 3: Connect Tickets to Company Contacts
Section titled “Use Case 3: Connect Tickets to Company Contacts”Scenario: When a support ticket is created, associate it with all contacts from the customer’s company
Setup:
- Enrolled Object Type:
Ticket - Object Type to Associate:
Contact - Association Condition:
Matching Property Values - Enrolled Object Property:
Company - Associate Object Property:
Company - Association Labels:
Support Contact
Result: All company contacts get visibility into the support ticket
How It Works
Section titled “How It Works”- Property Value Extraction: Gets the value from your enrolled record’s specified property
- Search for Matches: Finds all records of the target type with matching property values
- Association Creation: Creates associations between your enrolled record and all matching records
- Label Application: Applies the specified association labels (if selected)
- Result Reporting: Returns the count of successful associations
Processing Details
Section titled “Processing Details”- Batch Processing: Large association jobs are processed in batches of 100 to prevent timeouts
- Duplicate Prevention: If an association already exists, it won’t create a duplicate (but will apply new labels if specified)
- Rate Limiting: The action respects HubSpot’s API rate limits and will retry if limits are hit
- Transaction Safety: If any association fails, the others still succeed (partial success is possible)
- Performance: Typical processing time is 1-3 seconds for up to 100 associations, longer for larger batches
Advanced Configuration
Section titled “Advanced Configuration”Association Labels
Section titled “Association Labels”Association labels help categorize relationships:
- Primary Company - Main company association
- Employee - Person works for company
- Decision Maker - Key contact for deals
- Support Contact - Person involved in tickets
Matching Logic
Section titled “Matching Logic”- Exact Match: Property values must match exactly (case-sensitive)
- Empty Values: Records with empty matching properties are skipped
- Multiple Matches: All matching records get associated
- Partial Matching: For email domains, the system can match “company.com” in the enrolled record to “john@company.com” in the target record
- Whitespace Handling: Leading and trailing spaces are automatically trimmed before matching
- Null vs Empty: Both null values and empty strings are treated as “no value” and skipped
Output Fields
Section titled “Output Fields”After execution, this action provides:
- associations_created_count (number): How many associations were successfully created
- status (text): Execution status - “SUCCESS”, “SUCCESS_NO_MATCHES”, or “ERROR”
Use these outputs to track performance and create conditional logic in your workflows.