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Company auto-association from contact email domain

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

Professional

Seat pricing: Professional edition. To build it, a GTM Seat or an Ops Seat (an Ops Seat cannot create marketing emails or sequences). Per-hub plans: Data Hub Professional.

7 steps
Per-hub plans: also Marketing Hub Professional

On per-hub plans, one of its steps belongs to another subscription: add to static list needs Marketing Hub Professional. Both are required to build it as written. On seat pricing the edition covers both.

Updated for HubSpot seat pricing
OutcomeNew contacts with a business email get linked to the matching company record automatically, instead of sitting unassociated until a rep notices and fixes it by hand.
Workflow mapdata-quality-006
Contact email known, no company yet leads to Custom code: extract domain, skip free-mail, search Companies API. Custom code: extract domain, skip free-mail, search Companies API leads to Result count. Result count leads to 0: Status: No match found; 1: Create association via API; 2+: Status: Multiple matches - manual review. Create association via API leads to Status: Matched. Status: Multiple matches - manual review leads to Add to review list + create task. 0 1 2+ Contact email known, no company yet Custom code: extract domain, skip free-mail, search Companies API Result count Status: No match found Create association via API Status: Multiple matches - manual review Status: Matched Add to review list + create task
Contact email known, no company yet leads to Custom code: extract domain, skip free-mail, search Companies API. Custom code: extract domain, skip free-mail, search Companies API leads to Result count. Result count leads to 0: Status: No match found; 1: Create association via API; 2+: Status: Multiple matches - manual review. Create association via API leads to Status: Matched. Status: Multiple matches - manual review leads to Add to review list + create task. 0 1 2+ Contact email known, no company yet Custom code: extract domain, skip free-mail, search Companies API Result count Status: No match found Create association via API Status: Matched Status: Multiple matches - manual review Add to review list + create task

When to use it, when not to

Use it

  • Use it when contacts commonly arrive without a company association: web forms, chat, imports, or manual creation by reps who skip the company field.
  • Use it when the company database is already reasonably populated with a clean domain value, since the match depends on that field.
Read more on when to use itShow less

Skip it

  • Do not use it on a portal where most contacts use free-mail addresses (gmail.com, outlook.com, and similar). Domain matching cannot work there; route those contacts to manual review instead.
  • Do not use it expecting it to create new company records. This workflow only links to a company that already exists. See data-quality-009 for enforcing company data at creation, and the Variants section for a paired approach.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 5 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 4 parts

The trigger, the criteria as ticked in the UI, the re-enrollment rule and the suppression list.

Steps · 7 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 4

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 5 cases, 3 variants

How to prove it works in a test portal, one case per branch, and a sign-off sheet.

Files · PDF, Markdown, JSON, CSV, code

The properties JSON creates the fields in one call. The workflow JSON documents the build. The custom coded action ships as a ready-to-paste .js file.

Install · 1 click, switched off

The installer creates the properties and the workflow, switched off, then opens a task for what it cannot create. Nothing is deleted, enabled or enrolled.

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