How to Automatically Merge Records in HubSpot Workflows (Using Custome Workflow Business v2)

Purpose

The primary purpose of this workflow action is to automatically merge two existing records in HubSpot (e.g., duplicate companies) using a workflow.

While HubSpot has a standard manual merge feature, this action allows you to automate the consolidation of records as part of a specific process.

How This Action Works

This action is executed by specifying two separate Record IDs:

1. Record ID (Source): The record to be merged from. All data and associated objects from this record will be moved to the primary record, and this source record itself will be deleted.
2. Record ID (Primary): The record to be merged into. This record will absorb the source record's information and will remain in the database.

Use Cases

This feature is useful for automating data cleansing or organizational restructuring processes.

• Automated Deduplication: Automatically merge duplicate records (e.g., test1 and test2) that were created via API integrations or manual entry, designating one as the primary.
• Manual Trigger Merging: Identify two duplicate Record IDs in advance, and then run this workflow to complete the merge at a time of your choosing (the case shown in the video).
• Consolidating Subsidiaries: Automatically merge a subsidiary company record into a parent company record after an acquisition or organizational change is finalized.

Setup and Execution Steps (As seen in the video)

The video shows the process of merging a company named test2 into a company named test1, resulting in the deletion of test2.

Step 1: Check Data Before Execution

• Verify that the two company records to be merged, test1 (Primary/to be kept) and test2 (Source/to be deleted), exist on the company index page.

Step 2: Configure the Workflow and Trigger

• Open the company-based workflow editor.
• The trigger (enrollment criteria) is set to "Manually triggered only." This setting means the workflow will only run when a user selects a record from the index page and manually enrolls it.

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 Business v2" from the "Integrated apps" section.
• From the list of custom actions that appears, select "Record Merge Action."

Step 4: Specify the IDs to Merge

• The configuration screen for "Record Merge Action" opens.
• Record ID (Source): Enter the ID of the record that will be merged and deleted (in this example, the Record ID for test2).
• Record ID (Primary): Enter the ID of the record that will be merged into and kept (in this example, the Record ID for test1).
• Click "Save" to apply the settings. (In the video, an action with pre-configured IDs is already in place).

Step 5: Activate and Run the Workflow

• Activate the workflow ("Workflow is On").
• Return to the company index page and check the box next to test1 (the primary company).
• (Operation not fully shown in video) Manually enroll the test1 record in this "test" workflow using the "Enroll in workflow" button.

Step 6: Verify the Final Result

• When the workflow executes, the test2 (Source) record is merged into the test1 (Primary) record.
• The company list automatically refreshes, and it is confirmed that the test2 record has disappeared from the list, leaving only the test1 record.

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