How to bulk merge HubSpot duplicates using Koalify workflow actions

Koalify provides a workflow action to automatically bulk merge contacts, companies, deals and tickets.

1. Create a new workflow

• In your HubSpot account, navigate to Automations > Workflows.
• Click Create workflow, then choose From scratch.

2. Enroll contacts, companies, deals or tickets in the workflow

Just like any HubSpot workflow, you control which records should be enrolled and merged:

1. Manually enroll in the workflow for more control. This approach is useful for initial bulk merges, allowing you to review and merge records at your own pace. 🛠️
2. Set up triggers to define enrollment criteria, ensuring records are merged automatically. With this setup, ongoing deduplication runs on autopilot 🤖.
   
   We strongly recommend using our Koalify duplicate rules as enrollement triggers:
   
   
   Koalify Duplicate Rules is any of First Name, Last Name & Company or First Name, Last Name & (Mobile) Phone

   AND

   Koalify is Primary Duplicate is equal to False 

   Before running any merges, you can easily validate how duplicates will be handled by creating a filtered view of duplicate contacts, companies, or deals. This lets you review which records would be merged and which would be kept as primary.

   Important: Merges are currently irreversible in HubSpot. To avoid merging the wrong records, we recommend using strict Koalify rules for enrollment. 
   
   Learn more about combining bulk and manual merges in this article.

   

3. Add "Merge Duplicate Company/Contact/Deal/Ticket" action

• Click on the ➕ plus icon to add a workflow action
• Search for "Koalify" to find our workflow action
• Select the Merge Duplicate Company/Contact/Deal/Ticket action and click Save
  This action will merge non-primary duplicates into its Koalify Primary Duplicate ID.
  You can configure the Koalify Primary Duplicate ID in the App Settings.

4. Review and Publish the workflow

Take a final look at your enrollment triggers and actions.
Once everything looks good, go ahead and publish your workflow!