How to create Primary Rules to set the master record for HubSpot duplicates

When you deduplicate records in HubSpot, a secondary record is merged into a primary record. In general, the primary record’s property values are retained when merging.

You can override the default merge behaviour by creating Koalify Merge Rules to preserve specific property values.

1. Navigate to the Koalify app settings page

• In your HubSpot account, click the ⚙️ settings icon in the main navigation bar
• In the left sidebar menu, navigate to Integrations, Connected Apps
• Locate "Koalify", Click the Actions, Go to settings
• In the Primary Rules section, click Edit Primary Rules

2. Review default Primary Rules

These are our default rules for contacts

• Best email & last activity date: Merges into the contact with the best email (not bounced, not unsubscribed, a company email) and the most recent activity
• First Created: Merges into the oldest record (based on Create date)
• Last Created: Merges into the newest record (based on Create date)
• Owner Exists > First Created: Merges into the record with an assigned owner, or falls back to the oldest record
• Last Activity Date: Records will be merged into the record with the most recent value for the Last activity date (e.g., notes, calls, logged emails, meetings, LinkedIn/SMS/WhatsApp messages, tasks, or chats)
• Last Engagement Date: Records will be merged into the record with the most recent value for the Last Engagement date (e.g., website visits, form submissions, document views, meeting links, or tracked one-to-one emails).

3. Create new Primary Rule

• In Primary Rules navigate to the Contact, Companies, Deals or Tickets tab
• ClickCreate Rule
• Enter a name for your rule
• Click Add Filter to add criteria for identifying the primary duplicate
• Select a property and choose a match condition
  
  • contains exactly
    • Becomes primary if one record contains the specified value and the other does not
  • does not contains exactly
    • Becomes primary if one record excludes the specified value while the other includes it

• • is (equal to) any of
    • Becomes primary if one record matches specified values and the other does not

• • is none of
    • Becomes primary if one record does not match specified values while the other does

• • is known
    • Becomes primary if one record has a property value and the other does not

• • is unknown
    • Becomes primary if one record lacks a property value and the other has one

• • has first
    • Becomes primary if it has the earliest date

• • has last
    • Becomes primary if it has the most recent date

• • smallest
    • Becomes primary if it has the lowest value

• • biggest
    • Becomes primary if it has the highest value

• • is greater than
    • Becomes primary if the record’s property value is greater than the specified value, while the other record is not

• • is smaller than
    • Becomes primary if the record’s property value is smaller than the specified value, while the other record is not
      
      

4. Understand the Impact of Primary Rules

When you configure Primary Rules, Koalify assigns a Primary Duplicate ID property value. This ID is used in two areas:

1. Koalify Workflow Action: The Merge Duplicate Record action automatically merges duplicates into the Primary Duplicate ID
   
   
2. Koalify Duplicate Cards: Cards suggest the Primary Duplicate ID as the record to merge into, though you can still choose a different primary record manually