The 'Clone a Record' action from the Workflow Clone, Merge & Delete App by Integration Glue allows you to automatically create a duplicate of a HubSpot record within a workflow. This action enables you to copy any HubSpot object, such as contacts, companies, deals, tickets, or custom objects, ensuring that important data is replicated without requiring manual effort.
By specifying the record to be cloned, the app duplicates the selected record and preserves its properties, associations, and other relevant data. The cloned record can then be used for various purposes, such as creating a backup, transferring data between different objects, or duplicating records for further processing.
This action is particularly useful for scenarios such as:
- Creating a backup of a deal or contact for archival purposes.
- Duplicating a company record to create new instances of a similar business entity.
- Generating a copy of a custom object to streamline data entry or setup for new projects or tasks.
- ID of the record to be cloned is the unique identifier (Record ID) of the HubSpot record you want to duplicate. You can either specify this ID manually or pull it dynamically using HubSpot properties or tokens in the workflow
- Properties to exclude on enrolled object allows you to select which properties of the enrolled record (the record triggering the workflow) should not be cloned. If there are certain properties you do not want to copy to the new record, you can exclude them here
- Retain associated records controls whether any associated records (e.g., contacts linked to a deal) should be maintained when cloning the record. If checked, the associations between the original record and its associated records will remain intact on the cloned record.
- Clone associated records dictates whether the associated records themselves should be cloned along with the original record. For example, if you are cloning a deal, and the deal has associated contacts, this will clone the associated contacts as well.
- Properties to exclude on associated objects Similar to "Properties to exclude on enrolled object," this setting allows you to choose which properties of the associated records (e.g., contacts, companies, tickets) should not be copied when cloning them.
- Prefix of new record. Here, you can define a prefix (e.g., “Clone of”) that will be added to the name or title of the newly cloned record. This is useful for identifying and differentiating cloned records from the originals.
- Suffix of new record, Similar to the prefix, this allows you to add a suffix (e.g., “_2025”) to the cloned record. Combining a prefix and suffix can help ensure that each cloned record has a unique name
- Add prefix and suffix to cloned associated records. If you select this option, the prefix and suffix defined earlier will also be applied to the names of any associated records that are cloned (e.g., applying the same “Clone of” prefix to cloned associated contacts).
- Associate to enrolled record controls whether the cloned record should be associated with the original (enrolled) record. If enabled, the newly cloned record will be linked to the original record, maintaining their relationship in the CRM
- Association labels of enrolled record to cloned record allows you to carry over the association labels from the original (enrolled) record to the cloned record. For example, if the original record had an association label like "Primary Contact," the cloned record will inherit this label automatically
Here’s a step-by-step guide on how to set up the 'Clone a Record' action in a workflow using the Workflow Clone, Merge & Delete App by Integration Glue:
Step 1: Create a New Workflow
- In your HubSpot account, go to the Automation tab and select Workflows.
- Click on the Create workflow button.
- Choose a workflow type (e.g., Contact-based, Deal-based, Company-based, or Custom Object-based) depending on your use case.
- Set your workflow’s trigger criteria (e.g., when a deal is closed, a contact reaches a certain lifecycle stage, etc.).
Step 2: Add the 'Clone a Record' Action
- After setting up your triggers, click the + button to add an action.
- In the action sidebar drop-down, scroll down and look for the "Workflow Clone, Merge & Delete App".
- A list of actions will appear. Select the "Clone a Record" action.
- Click Save to add the action to your workflow.
Step 3: Configure the Action
Choose the Record to Clone:
- ID of the record to be cloned:
- Select the record you want to clone. This could be a contact, deal, company, ticket, or custom object. You can specify the ID manually or pull the ID dynamically from properties or tokens in the workflow.
Select Properties to Exclude:
- Properties to exclude on enrolled object:
- Choose any properties from the original (enrolled) record that you do not want to clone. This can help you avoid duplicating unnecessary or sensitive data.
Retain or Clone Associated Records:
- Retain associated records:
- If you want to retain any associations (e.g., contacts associated with the deal), ensure this option is checked.
- Clone associated records:
- If you want to clone the associated records themselves (e.g., contacts linked to the deal), ensure this option is checked.
Exclude Properties from Associated Records:
- Properties to exclude on associated objects:
- Choose which properties of the associated records should not be cloned. You can filter out unnecessary data for associated records.
Set Prefix and Suffix for the New Record:
- Prefix of new record:
- Add a prefix (e.g., “Clone of”) to the cloned record’s name to differentiate it from the original record.
- Suffix of new record:
- Add a suffix (e.g., “_2025”) to the cloned record’s name for uniqueness.
Apply Prefix and Suffix to Associated Records:
- Add prefix and suffix to cloned associated records:
- If you want the same prefix and suffix applied to the cloned associated records, ensure this option is selected.
Set Associations and Labels:
- Associate to enrolled record:
- Decide whether the cloned record should be associated with the original (enrolled) record. Check this box if you want to maintain the relationship between the cloned and original records.
- Association labels of enrolled record to cloned record:
- If you want the association labels from the original record to be carried over to the cloned record, check this box.
Step 4: Review and Activate
- After configuring the action, review all settings to ensure they are correct.
- Save the workflow and check that all other actions in your workflow are properly set up.
- Once satisfied with your workflow, click Review and Publish to activate the workflow.
Step 5: Test the Workflow
- Once the workflow is live, trigger it by performing an action (e.g., move a deal to a certain stage or update a contact’s lifecycle stage).
- Verify that the cloned record appears as expected, with the correct properties and associations.
- Check that the prefix, suffix, and any exclusions were applied correctly.
Step 6: Use the Cloned Record for Further Actions
- You can now use the cloned record in subsequent workflow actions (e.g., creating tasks, sending emails, or updating properties).
- The cloned record can also be tracked in HubSpot’s reporting or dashboards for better data organization.