Who This Is For / When to Use
Use Associate Records when a workflow needs to connect an enrolled record with another CRM record automatically instead of requiring a user to create the association manually.
The action can work with supported CRM objects, including Contacts, Companies, Opportunities, and Custom Objects, depending on the workflow type and the associations configured in the account. Kyrios workflows support automation based on CRM data and Custom Objects.
What the Associate Records Action Does
The Associate Records action searches for records that meet the conditions you define and creates an association with the matching record or records.
You can use the action to:
Find records using one or more field-based filters.
Use merge fields from the enrolled record as filter values.
Associate the earliest created matching record.
Associate the latest created matching record.
Associate all matching records when that option is available.
Apply an existing association label.
Create associations between supported CRM objects.
How to Add the Associate Records Action
Open the workflow you want to edit.
Add a new workflow action.
Search for Associate records.
Under Associations, select Associate records.
Configure the association settings.
Select Save action.
Test the workflow.
Publish the workflow when the configuration is ready.
How to Configure the Association
The Associate Records action includes settings that determine which records are found and how Kyrios handles the results.
Action Name
Enter a name that identifies the workflow action.
The default name is Associate Records.
Create Association With
Select the object containing the records you want Kyrios to find and associate.
The available objects depend on the workflow and the associations configured in the account.
Filter Records to Associate
Add at least one field-value condition that identifies the records Kyrios should associate.
Each filter contains:
A field.
A comparison operator.
A value.
The value can use a merge field from the record enrolled in the workflow.
For example, a workflow could search Property records where:
Bedrooms equals the enrolled contact's preferred bedroom count.
City matches the enrolled contact's preferred city.
Property Type matches the enrolled contact's preferred property type.
When multiple filters are configured, a record must meet every configured condition to qualify.
When Multiple Records Match
Choose how Kyrios should handle situations where more than one record meets the filters.
Depending on the available options, you can select the:
Earliest created matching record.
Latest created matching record.
All matching records.
Choose the option that matches the relationship your workflow is intended to create.
Association Label
Select the existing association label that should be applied to the new relationship.
The available labels depend on the associations configured for the selected objects.
Save the Action
Select Save action after all required fields are configured.
The workflow can then continue to additional actions that use the newly associated records.
Example: Associate a Buyer With Matching Properties
A real estate business can use Associate Records to connect a buyer with Property records that match the buyer's preferences.
The workflow can:
Enroll the buyer.
Search Property records.
Match the buyer's preferred city.
Match the buyer's preferred property type.
Match the buyer's preferred number of bedrooms.
Choose how to handle multiple matching properties.
Apply an association label such as Potential Buyer.
Save the association automatically.
This allows the business to maintain CRM relationships without manually associating each buyer and property.
Using Merge Fields in Record Filters
A record filter can use data from the record currently enrolled in the workflow.
For example, instead of entering a fixed city such as Austin, the filter can use the enrolled contact's City field.
This allows the same workflow to search for different records for every enrollment.
How Multiple Filters Are Evaluated
When more than one filter is added, the matching record must satisfy all configured filters.
For example, if the action searches for:
City is the contact's preferred city.
Property Type is the contact's preferred property type.
Bedrooms equals the contact's preferred bedroom count.
A Property record must satisfy all three conditions to qualify.
Common Issues and Fixes
No Records Are Being Associated
Confirm that at least one filter field and value have been configured.
Also verify that a record exists with values that satisfy every configured filter.
A Record Matches Some Filters but Is Not Associated
When multiple filters are configured, all conditions must match.
Review each field, comparison operator, and value used by the action.
The Expected Association Label Is Not Available
Only association labels configured for the selected objects are available in the workflow action.
Verify that the required association and label exist before configuring the action.
The Wrong Record Is Being Associated
Review the When Multiple Records Match setting.
If several records satisfy the filters, this setting determines whether Kyrios uses the earliest created record, latest created record, or another available matching option.
A Merge Field Is Not Finding the Expected Record
Verify that the enrolled record contains a value for the merge field.
The value generated by the merge field must also match the target record according to the selected comparison operator.