Considerations for Using HubSpot to Auto-Create Contact Associations

Table of Contents

Overview

Link people with companies in flexible ways, to optimize your Account-Based Sales and Marketing efforts. Then, generate a CSV report of the associations.

Simulate the linking process by running it in "preview" mode before actually linking contacts to companies in the CRM to make sure your configuration and rules work as expected.

Run linking and associations in bulk, then automate the process to keep your database free at all times from stray contacts that exist within the CRM but aren’t associated with a company or account.

Quick Start using Templates

Open the Bulk Operations module and pick a record type, for example, contact or company.

For a quick start, explore the default templates. There might be a template that already solves exactly what you need. Alternatively, use an existing template as a starting point and adjust it to your requirements.

Step 1: Define Filter

First, filter for the relevant records to link. You can segment by date created/modified, record owners, values contained in the field, and even case-sensitive values like names in lowercase. Read more about how to search using sophisticated methods not available in CRMs.

In the following example, it filters for contacts that do not have an associated company AND for contacts that their email domain is not Gmail, Hotmail, Yahoo, or a similar free email provider.

Step 2: Link contacts with companies and accounts

Pick an Action:

  • Add links

  • Remove links

And the Link Type:

  • Contact to company

  • Lead to account

  • Deal to contact

  • Others

In order to link records, you need to configure how to match them. The matching is done by mapping fields with similar values.

For example, you can link the "Company Name" field on the Contact record, with "Name" field on the Company record.

In this example, you can link the "Email Domain" field on the Lead record, with "Website" field on the Account record.

You can use more than one field for matching records. For example, company name, email domain, phone number, or physical address.

The existing values in the related records may not match exactly, but you can still match the records using these fine-tunings:

  • Comparison Rule: Pick between "Exact Match" and "Similar Match", also known as fuzzy matching to take into account typos.

  • Ignored: Pick parts of the value to ignore. For example, ignore symbols and whitespace when comparing phone numbers, or ignore HTTP, www, subdomain, or top-level domain (.com vs co.uk) when comparing websites or email domains.

  • Match Parts: Pick whether to compare the entire value, any two words, or just the first 5 letters, or X last characters, etc.

Similar to the filter that you defined in Step 1, you can also define a filter for the linked record type. For example, you can use a filter to link only to companies in the United States.

When no matching record is found, it would not create a link of course. However, you can choose to create a related record in this case and link them. Check the "Create" button to enable that. For example, when linking contacts to companies, if no matching company is found it would create a new company and link it to the contact.

Review

Now you can generate a CSV report, and run a simulation of the linking process - before actually updating records in the CRM - to make sure it works as expected.

Click the Review button which will open the following dialog. You can choose between "Preview" more which simulates the linking process for analysis purposes without modifying any data in the CRM, and "Update" mode which updates the data in the CRM.

Click the "Next" button to add email recipients that will receive the CSV report of the "before" and "after" values, and customize the message subject and body.

Finally, click the "Next" button to choose between running the process automatically on a recurring basis, or running it one-time right now.

Insycle will run the linking process according to your selection and you'd receive an email with a CSV report.

Once you're ready to bulk link in the CRM, click the "Review" button again and pick "Update" mode. Insycle will link records in the CRM directly.

Audit Trail and History

The Activity Tracker lets you review all changes made through Insycle. At any time you can download a CSV report of the operation and records affected.

Automation

Maintaining your CRM data plays a critical role in the effectiveness of any team that uses that data. Insycle automates CRM data maintenance so that you can focus on optimizing processes, not running complicated data maintenance tasks by-hand.

Save the configuration you just created into a template, so that you can reuse it in the future, collaborate with your team on the settings, and ultimately automate tasks.

You can choose to automate a template to run on a recurring basis based on a schedule, or integrate it into a workflow automation builder in your CRM.

Additional Resources

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