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

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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