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How to bulk merge HubSpot duplicates using Koalify workflow actions

Koalify lets you bulk merge contacts, companies, deals, tickets, and custom objects with a simple workflow action.

 

Before you get started

For installs from March 2026 onward, Koalify automatically creates one workflow for each supported object called "Koalify Merge Contact/Company/Deal". If these workflows already exist in your portal, you can skip directly to setting your enrollment triggers. In that case, you only need to add your duplicate rules to the workflow enrollment criteria.

1. Create a new workflow

  • In your HubSpot account, navigate to Automation > Workflows.
  • Click Create workflow
  • Select From scratch.

Enroll contacts, companies, deals or tickets in the koalify workflow to bulk merge

2. Enroll contacts, companies, deals tickets or custom objects

Just like in any HubSpot workflow, you control which records get enrolled and merged:

  1. Met filter criteria to set workflow triggers that automatically enroll and merge duplicates. With this setup, ongoing deduplication runs on autopilot.
  2. Trigger manually within the workflow for more control. This approach is great for initial bulk merges, allowing you to review and merge records at your own pace.
To reduce the risk of incorrect merges, we strongly recommend using Koalify duplicate rules as enrollment triggers to ensure that only duplicates meeting strict criteria are merged.
 
Enroll contacts, companies, deals, tickets or custom objects in the koalify workflow to bulk merge

3. Add "Merge Duplicate Record" action

  • Click on the ➕ plus icon to add a workflow action
  • Search for "Koalify" to find our workflow action
  • Select the Merge Duplicate Record 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.

Add Merge Duplicate Record action to bulk merge HubSpot duplicates

4. Review and Publish the workflow

Review your enrollment triggers and actions one last time.
Once everything looks good, you’re ready to publish your workflow!

Review and Publish the workflow to bulk merge Koalify Duplicates

Record merges in HubSpot are currently irreversible. Before running your first bulk merge, it’s a good idea to validate which records will be merged.

You can validate how duplicates will be merged by creating a view of duplicate contacts, companies, tickets, deals or custom objects. 

Learn more about combining bulk and manual merges in this article.

You notice that records appear in the workflow action with a delay of more than 6 days. This is due to HubSpot’s default workflow delays and does not reflect Koalify’s actual merge speed. Once processing begins, Koalify handles approximately 1,000 merges per hour in order to stay within HubSpot API rate limits.

20260319 HubSpot workflow action with a delay of more than 6 days