The 'Extract Associated Record IDs' action from the Workflow Associations Manager App by Integration Glue allows you to retrieve the unique Record IDs of associated HubSpot records within a workflow. This action enables you to extract Record IDs from linked HubSpot objects, such as contacts, companies, deals, tickets, or custom objects, ensuring that the relationships between your CRM data can be utilized in subsequent workflow actions.
By specifying the object types and association labels, the app will automatically extract the Record IDs of the associated records. These Record IDs can then be used dynamically within the workflow, making this action highly versatile for workflows that need to reference or manipulate associated records programmatically.
This action is particularly useful for scenarios such as triggering actions based on associated records, updating properties in linked records, or using associated Record IDs in other external applications or integrations—all without requiring manual input or intervention.
- Associated Object Type refers to the type of HubSpot object that is associated with the enrolled record (the record triggering the workflow). For example, you could extract associated Record IDs for objects like Contacts, Companies, Deals, Tickets, or Custom Objects
- Records Containing Association Labels to Extract refers to the specific association labels that are linked between the enrolled record and other records. These labels help define the relationship between two records (e.g., "Primary Contact" for a Deal or "Associated Company" for a Ticket).
- Enrolled Record Property to Save Extracted Record IDs refers to the property within the enrolled record where the extracted Record IDs of the associated objects will be saved. This property should be a custom property where you store the extracted Record IDs so that they can be used in further workflow actions.
Here's a step-by-step guide for implementing the 'Extract Associated Record IDs' action from the Workflow Associations Manager App by Integration Glue:
Step 1: Create a New Workflow
- In your HubSpot account, navigate to the Automation tab and select Workflows.
- Click the Create workflow button.
- Choose the appropriate workflow type (e.g., Contact-based, Deal-based, Company-based, or Custom Object-based).
- Set your workflow’s trigger criteria (e.g., when a deal is created, a contact reaches a specific lifecycle stage, etc.).
Step 2: Add the 'Extract Associated Record IDs' Action
- After setting up your triggers, click the + button to add an action.
- Scroll down in the action sidebar and look for the "Workflow Associations Manager App".
- A list of actions will appear. Select the "Extract Associated Record IDs" action.
- Click Save to add the action to your workflow.
Step 3: Configure the Action
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Associated Object Type:
- Choose the type of object you want to extract associated Record IDs from (e.g., Contact, Deal, Company, Ticket, or Custom Object).
- Example: If you are working with a Deal, and you want to extract the Record ID of the associated Contact, choose Contact as the associated object type.
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Records Containing Association Labels to Extract:
- Specify the association labels that will define the relationship between the enrolled record and the associated record.
- Example: If you have a Deal associated with a Contact, and you want to extract the Contact ID where the label is "Primary Contact", select the relevant label.
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Enrolled Record Property to Save Extracted Record IDs:
- Choose or create a custom property on the enrolled record (e.g., the Deal or Company) to store the extracted Record ID.
- Example: If you're extracting the Contact ID from a Deal, you can create a custom property like “Primary Contact ID” and store the extracted Record ID there.
Step 4: Review and Activate
- After configuring the action, review all settings to ensure they are correct.
- Save the workflow and check other actions to make sure everything is properly set up.
- Once satisfied with your workflow, click Review and Publish to activate it.
Step 5: Test the Workflow
- Trigger the workflow by performing an action (e.g., create a deal or update a contact).
- Verify that the Record IDs have been extracted and stored in the enrolled record property as expected.
- Check the custom property in the enrolled record to confirm that the correct associated Record IDs are saved.
Step 6: Use the Extracted Record IDs for Further Actions
- You can now use the extracted Record IDs in subsequent workflow actions. For example, you could use these IDs to:
- Update properties in associated records.
- Trigger other actions based on the associated records.
- Send data to external applications or integrations.