What does the 'Merge Record' action do?

The 'Merge Record' action from the Merge, Clone & Delete App by Integration Glue allows you to merge two HubSpot records into a single unified record within a workflow. This action helps consolidate information, reducing data redundancy and ensuring that your CRM contains accurate, streamlined data.

By selecting two records to merge, the app combines their properties, associations, and activity history into one record, preserving the most important information and discarding duplicates. The action can be configured to merge records based on specific conditions, making it ideal for workflows that require data consolidation without manual intervention.

This action is particularly useful in scenarios such as merging duplicate contacts, combining multiple deals related to the same company, or consolidating information from custom objects into a single, unified record, improving data accuracy and reducing unnecessary records in your CRM.

• Prioritize record: Based on property allows you to prioritize one of the records being merged by using a specific property as the basis for the priority. For example, you could prioritize a record with a higher "Deal Amount" or a more recent "Last Contacted" date.
• Prioritize record: By order allows you to prioritize records in the order they are processed within the workflow, such as based on the sequence in which they are enrolled or their chronological order. This ensures that the workflow processes and merges records in a specific, predefined order.
• Criteria 1: Inclusion type refers to how the criteria for merging records are applied, either by inclusion or exclusion. It defines whether records meeting the criteria should be included in the merge or excluded. For example, if you're merging contacts, you may include those with a certain lifecycle stage or exclude those from specific properties.
• Criteria 1: Property to match refers to the specific property within the HubSpot record (e.g., "Email," "Company Name," "Deal Stage") that the workflow will use to evaluate and match records. This property is the basis for deciding which records to merge.
• Criteria 1: Match rule determines how the property value will be compared between the records. It can include options like exact match, contains, or is equal to, defining how strictly the property must match between records to be considered for merging.

Here’s a step-by-step guide on how to set up the Merge Record action within the Merge, Clone & Delete App by Integration Glue:

Step 1: Create a New Workflow

1. In your HubSpot account, navigate to the Automation tab and select Workflows.
2. Click the Create workflow button.
3. Choose the workflow type (e.g., Contact-based, Deal-based, Company-based, or Custom Object-based) depending on your needs.
4. Set your workflow’s trigger criteria (e.g., when a deal reaches a certain stage, when a contact is added to a specific list, etc.).

Step 2: Add the 'Merge Record' Action

1. After setting up your workflow triggers, click the + button to add an action.
2. In the action sidebar drop-down, scroll down and look for the "Merge, Clone & Delete App".
3. A list of available actions will appear. Select the "Merge Record" action.
4. Click Save to add this action to your workflow.

Step 3: Configure the 'Merge Record' Action

Prioritize Records:

• Prioritize Record: Based on Property:
  • Choose a property by which to prioritize the record to keep. For example, if you want to prioritize the record with the highest deal value, select Deal Amount.
• Prioritize Record: By Order:
  • If you want to prioritize records based on their enrollment order (the first record or the most recent), choose this option.

Set the Merge Criteria:

• Criteria 1: Inclusion Type:
  • Decide whether you want to include or exclude records based on your criteria. For example, include records with a certain lifecycle stage or exclude those that don’t meet the requirements.
• Criteria 1: Property to Match:
  • Select the property by which you want to match the records (e.g., Email Address, Company Name, etc.). This will determine how the workflow identifies duplicate or related records for merging.
• Criteria 1: Match Rule:
  • Choose the match rule to apply to the property comparison (e.g., Exact match, Contains, Is equal to). This defines how strictly the records must match the selected property.

Step 4: Review and Activate

1. After configuring the action, double-check the settings to make sure everything is correct.
2. Save the workflow, and ensure that all other workflow actions are properly configured.
3. Once satisfied with your setup, click Review and then Publish to activate the workflow.

Step 5: Test the Workflow

1. Once your workflow is live, trigger it by performing an action that meets the workflow’s trigger criteria.
2. Verify that the records are being merged correctly by checking the merged record. Ensure that the right properties are retained and that the correct records were merged.

Step 6: Use the Merged Data for Further Actions

1. Now that your records are merged, you can use the updated data in other workflow actions. For example, you can trigger follow-up emails, update other properties, or set reminders based on the merged record.
2. The merged data can also be used for reporting purposes, ensuring your CRM data stays accurate and up to date.