How to Automatically Associate Specific Records in HubSpot Workflows (Using Custome Workflow Starter)

Demo Video

Detail

Purpose

The primary purpose of this workflow action is to automatically associate a record that meets the workflow's trigger criteria (e.g., a contact) with another specific record (e.g., a specific deal, company, or ticket) identified by its ID.

While HubSpot's standard functions can also create associations, this action is unique in its simplicity for automating an association to a single, specific record by directly specifying its Record ID (or using a property token).

Use Cases

This feature is useful when you want to automatically connect related records at the moment a specific process begins.

Automatic Association to a Specific Deal: When a contact submits a "Demo Request" form, automatically associate that contact with a specific "Demo Management" deal record that is used to centralize all demos.
Generating Onboarding Tickets: When a contact's lifecycle stage changes to "Customer," automatically associate that contact with a specific "Onboarding Task" ticket record.
Linking to a Fixed Parent Company: Automatically associate a company record that meets certain criteria with a predetermined "Parent Company" record by specifying its ID.

Setup and Execution Steps (As seen in the video)

The video shows the process of a contact (test) meeting the trigger criteria and being automatically associated with a "Deal" record that has a specific ID.

Step 1: Check Data Before Execution

Before the workflow runs, the record screen for the contact (test) is checked.
At this point, the "Deals" section is not visible in the right sidebar, or there are no associated deals.

Step 2: Check Workflow and Trigger

Navigate to the workflow editor screen.
The trigger (enrollment criteria) is set to activate when the "Event Date" property value is changed.

Step 3: Add the Custom Action

Click the "+" icon in the workflow to add a new action.
From the action selection panel, choose "Custome Workflow Starter" from the "Integrated apps" section.
From the list of custom actions that appears, select "Object Association Action."

Step 4: Configure the Association

The configuration screen for "Object Association Action" opens.
Object Type: Select the object type you want to associate to. In the video, Deal is selected (other options like Company or Ticket are also possible).
Object ID: Specify the "Record ID" of the record you want to associate to. In the video, the specific deal ID 17996498290 is entered directly. It is also possible to insert an ID stored in another property using a token here.
After configuring, click "Save."

Step 5: Activate the Workflow and Confirm Execution

The "1. Object Association Action" is added to the workflow.
Activate the workflow ("Workflow is On") and perform the action that meets the trigger criteria.
Navigate to the "Enrollment history" tab and click on the execution history for the "test@tomotomo+test2@sweetsvillage.com" contact.
It is confirmed that the action executed successfully ("Successful") and the status is success.

Step 6: Verify the Final Result

Return to the contact record (test) that was checked in Step 1 and reload the page.
The "Deals (1)" section now appears in the right sidebar, confirming that the deal named "test" (which corresponds to the ID specified in Step 4) has been correctly associated.

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FAQ

Is this "Object Association Action" a standard HubSpot feature?

No, it is not a standard feature. The feature explained in this article is a custom action that becomes available by installing a third-party app called "Custome Workflow Starter" in HubSpot.

Can I dynamically specify the Record ID I want to associate with, using a property value from the contact that triggered the workflow (e.g., from a "Related Deal ID" property)?

Yes, you can. As explained in Step 4, the "Object ID" input field allows you to use property tokens (personalization tokens) to reference a value from the contact's properties, in addition to entering a fixed ID (like 17996498290).

Can this action associate a record with multiple other records at the same time (e.g., three different deals)?

No, it cannot. This action is designed to automatically associate a record with one specific record identified by the "Object ID" you enter in the settings. If you need to associate the record with multiple different records, you would have to add this action multiple times in your workflow, one for each record you want to associate.