These workflow actions let your automations reach beyond the contact that triggered a workflow and act on the records connected to it: custom objects, associated contacts, and companies. Use them to create a treatment-package record for a patient, update a corporate-account company when a contact's details change, clear stale fields, or enroll associated records into other workflows.
In Aesthetix CRM, a custom object is a record type you define yourself (for example, a Treatment Package, Membership, or Device) that lives alongside contacts. An association is a labeled link between two records (for example, a patient contact linked to a Treatment Package, or a contact linked to a Company). An association label names the relationship (for example, "Active Package" or "Primary Contact") and is what these actions use to decide which connected records to act on. A company is a business record that one or more patient contacts can be associated with, useful for corporate accounts, employer wellness programs, or referring practices.
To add any of these actions: open the workflow in the Automation builder, click the + icon where you want the step, choose the action from the Custom Objects, Company, or Associations category, configure it as described below, then click Save Action.
Before you start: the associated-record actions only work after you have created at least one custom object in your account and defined an association label linking that object (or a contact, or a company) to the trigger record. Without an association label, the selectors below will be empty.
What it does: Creates a brand-new custom object record from inside a workflow and automatically links it to the contact that triggered the workflow, using an association label you choose. Available in Contact-based workflows once custom objects and an association label exist.
Configuration and fields:
Object Record to Create: Select which custom object to create. The list shows every custom object configured in your account that has an association label with contacts (for example, Treatment Package, Membership, Device Purchase).
Fields: Define values for any fields on the new record. You can set them with static text, the contact's custom fields and standard fields, custom values, and merge fields. Add as many fields as the object supports (for example, Package Name, Start Date, Sessions Remaining, Purchase Date).
Association Label: Choose the label that categorizes the relationship between the contact and the new record (for example, "Active Package"). The new record is automatically linked to the contact using this label.
Inputs: The triggering contact, plus any merge-field or custom-value data you map into the record's fields.
Data / output: A new custom object record, associated to the contact under the selected label. Downstream actions and other workflows can then reference that associated record.
When to use it: Spin up a tracking record the moment a patient commits to something. Med-spa example: when an opportunity is marked Won for a laser hair-removal package, automatically create a Treatment Package record with Start Date set to today's date, Sessions Remaining set to 6, and the association label "Active Package," so the front desk and your automations can track sessions against that patient.
Notes and limits:
Requires at least one custom object and one association label between that object and contacts before it appears.
Each run creates a new record; it does not check for or update existing records. To change a record that already exists, use Update Associated Record.
You can populate multiple fields in a single action using merge fields and custom values.
What it does: Modifies one or more fields on existing custom object records that are associated with the triggering contact. Keeps connected records accurate without manual editing. Available in Contact-based workflows.
Configuration and fields:
Object to Update: Select the custom object whose associated records you want to change (for example, Treatment Package).
Association Label: Choose the label that determines which associated records get updated. You can also select All associated records to update every record linked to the contact regardless of label.
Fields to Update: Choose one or more fields and set their new values. Values can be static text, the contact's standard or custom fields, custom values, or merge fields (for example, set Last Service Date to today's date, append to Session Notes, decrement Sessions Remaining).
Inputs: The triggering contact and its associated records under the selected label, plus any mapped field data.
Data / output: The selected fields are overwritten on every matching associated record. The records themselves and their associations are preserved.
When to use it: Keep a tracking record current as a patient progresses. Med-spa example: each time a patient completes a session, update the associated Treatment Package record (label "Active Package") to set Last Service Date to today's date and write the latest visit detail into Session History, so the package always reflects real usage.
Notes and limits:
Requires an existing custom object and an association label between that object and contacts.
Can update one record, several records under a label, or all associated records.
This action updates existing records only; it never creates new ones.
What it does: Resets (empties) selected fields on a custom object record associated with the triggering contact, while leaving the record and its association intact. Available in Contact-based workflows.
Configuration and fields:
Object to Update: Select the custom object whose fields you want to clear (for example, Treatment Package, Loyalty Profile).
Association Label: Choose the label that determines which associated records have their fields cleared.
Fields to Clear: Select one or more fields to reset. You can clear multiple fields in a single action.
Inputs: The triggering contact and its associated records under the selected label.
Data / output: The chosen field values are emptied on every matching record. The record is not deleted, and the association is not removed; only the selected field values are cleared.
When to use it: Reset values when a cycle completes or a status changes. Med-spa example: a patient redeems their accumulated rewards on a Loyalty Profile custom object. When the redemption is processed, clear the Points Balance and Last Redemption Date fields so the redeemed points cannot be reused, while keeping the patient's loyalty record in place.
Notes and limits:
Requires at least one association between the custom object and the contact for the action to do anything.
Clears field values only; it does not delete the record.
Useful for resetting outdated information, form entries, or balances tied to a one-time event (workflows cannot trigger on arbitrary dates, so pair this with an event such as a redemption or status change).
What it does: Automatically enrolls records that are associated with the trigger record into another workflow. This extends the basic Add to Workflow action: instead of adding only the current record, it adds the connected contacts, companies, or custom object records identified by an association label. Available in all workflow types (Contact-based, Company-based, and Custom Object-based).
Configuration and fields:
Select an Object: Choose which type of associated record to add (for example, Contact, Company, or a custom object such as Treatment Package).
Association Label: Required dropdown that defines which associated records qualify. Note that the label selector does not apply to company-to-contact associations, which are resolved automatically.
Workflow: Select the destination workflow the associated records will be enrolled in.
Inputs: The trigger record and its associated records under the selected object and label.
Data / output: Each qualifying associated record is enrolled into the chosen workflow as its own participant.
When to use it: Fan an automation out from one record to everyone connected to it. Med-spa example: a Company record for a corporate-wellness account is added to your VIP program. Using this action in a Company-based workflow, enroll every associated patient Contact into a VIP Communication Workflow so they all receive members-only offers. In a Contact-based context you might enroll all Parent/Guardian contacts (under a contact-to-contact label) connected to a minor patient into a consent-reminder workflow.
Notes and limits:
Requires custom objects (or contacts/companies) and an existing association label between the trigger record and the records to be added.
Supports custom object, contact-to-contact, and company-to-contact associations.
The association-label selector is not used for company-to-contact associations.
What it does: Automatically unenrolls records associated with the trigger record from another workflow. The counterpart to Add Associated Records to Workflow, and the multi-record version of the basic Remove from Workflow action. Available in all workflow types (Contact-based, Company-based, and Custom Object-based).
Configuration and fields:
Select an Object: Choose the type of associated record to remove (for example, Contact, Company, or a custom object).
Association Label: Required dropdown that determines which associated records qualify for removal. Does not apply to company-to-contact associations.
Workflow: Select the workflow the associated records will be removed from.
Inputs: The trigger record and its associated records under the selected object and label.
Data / output: Each matching associated record is unenrolled from the chosen workflow immediately.
When to use it: Stop messaging connected records when circumstances change. Med-spa example: when a Company record for a corporate account is set to Inactive in a Company-based workflow, remove all associated patient Contacts from the Active Members Communication Workflow so they stop receiving member offers. In a Contact-based context, when a patient's package is marked complete, remove associated records from a reminder workflow.
Notes and limits:
At least one matching association (by label) must exist; if none match, no records are removed.
Removals are immediate. To re-enroll later, use the Add Associated Records to Workflow action or a separate automation.
Supports custom object, contact-to-contact, and company-to-contact associations; the label selector is not used for company-to-contact associations.
What it does: Creates a brand-new company record from inside a Contact-based workflow and automatically associates the triggering contact to it in a single step. It eliminates the manual steps of creating a company and linking the patient, keeping B2B and corporate-account relationships organized as contacts flow through your automations. Use it when a patient should be linked to a business account that does not yet exist in your CRM, such as a new corporate-wellness client or referring practice.
Configuration and fields:
The action uses dynamic field mapping: you add one field-and-value pair at a time with the + Add Field button, choosing a company field and then the value that should populate it. Each value can be drawn from:
Contact fields: Standard and custom fields on the triggering contact (for example, Company Name, Email, Industry, City).
Inbound webhook payloads: Values from a webhook that triggered or fed the workflow (for example, {{inboundWebhookRequest.body.domain}}).
Fixed text values: Static entries you type directly (for example, a set company name like "New Lead Company").
Typical mappings include:
Company Name: The name of the company to create, mapped from the contact's Company Name field, a webhook value, or static text. This is the core field for the new record.
Additional company fields: Standard fields such as Domain, Phone, Industry, and Address, plus any custom company fields, each populated from a contact field, webhook value, or fixed text.
There is no separate association setting to configure: associating the new company to the triggering contact happens automatically when the action runs.
Inputs: A Contact-based workflow trigger, the triggering contact, and any mapped field values from contact records, inbound webhook payloads, or static text.
Data / output: A new company record populated with your mapped data, automatically associated with the contact. The link appears under the contact's Associated Companies section and under the company's Associated Contacts section. Other company actions (Update Associated Company, Clear Associated Company Fields) and company-based workflows can then act on the new record.
When to use it: Stand up a business account the first time a patient identifies an employer or organization. Med-spa example: when a new patient submits an intake form naming their employer for a corporate-wellness program, create a Company record using the submitted employer name and link the patient to it, so all colleagues from that employer roll up under one corporate account. It also fits B2B onboarding, form-submission automation, and contact-enrichment flows where every qualifying patient should be tied to a company record automatically.
Notes and limits:
This action is only available in Contact-based workflows.
It creates a new company every time it runs; it does not look for or update an existing company. To change a company that already exists, use Update Associated Company.
If the contact already has an associated company, this action still creates an additional company, but that newly created company will not be associated with the contact.
Configure your field mappings and then save the action for the changes to take effect.
What it does: Automatically updates fields on the company linked to the triggering contact, keeping company data in sync as contact details change or as data arrives through forms and webhooks. Available only in Contact-based workflows. If the contact has no associated company, the action is skipped automatically.
Configuration and fields:
Field Mapping: Map each company field you want to update to a value. Values can come from contact fields, inbound webhook payloads, custom values, merge fields, or fixed text. Example mappings: Company Name to the contact's company-name field; Industry to a webhook value; Domain derived from the contact's email.
Dynamic Value Sources: Pull values from contact fields (for example, company name, email, city), inbound webhook payloads, or fixed text values (for example, "Active Client").
Add Field: Use + Add Field to update several company properties in one action. Each field-and-value pair is one update.
Inputs: The triggering contact and its primary associated company, plus any mapped contact, webhook, custom-value, or static data.
Data / output: The mapped fields are updated on the company associated with the contact. The action targets the primary associated company and does not create new companies.
When to use it: Keep a corporate account current from contact-level changes. Med-spa example: when a patient who belongs to a corporate-wellness account updates their address, run Update Associated Company to copy the new Address, City, and State onto the linked company record so the account's location stays accurate.
Notes and limits:
Available only in Contact-based workflows.
Updates existing company records only; it cannot create a company. Use Create & Associate Company for that.
If the contact has no associated company, the workflow skips this action.
Targets the primary associated company when a contact is linked to more than one.
What it does: Resets (empties) selected fields on the company record associated with the triggering contact, without deleting the company or breaking the association. Available only in Contact-based workflows. If no associated company exists, the action is skipped automatically.
Configuration and fields:
Select Fields to Clear: Choose one or more fields on the associated company to empty. You can select standard fields (for example, Industry, Domain, Address) and custom company fields.
Multiple Field Selection: Add several fields to clear them in a single action (for example, clear Tags, Address, and Website at once).
Inputs: The triggering contact and its primary associated company.
Data / output: The selected company field values are reset to empty. The company record and the contact-to-company association remain intact.
When to use it: Strip stale company data when a patient's affiliation changes. Med-spa example: when a patient updates their Company Name to a different employer, clear the outdated Point of Contact field (and any other fields specific to the prior employer) from the previously associated company record so it no longer carries information that no longer applies.
Notes and limits:
Available only in Contact-based workflows.
Clears company fields only; it cannot clear contact fields. To edit company values instead of clearing them, use Update Associated Company.
If the contact is linked to multiple companies, the action targets the primary associated company.
If the contact has no associated company, the action is skipped.
What is the difference between a custom object and an association? A custom object is a record type you define (such as a Treatment Package), while an association is the labeled link that connects two records, such as a patient contact to that Treatment Package. Association labels are what these actions use to find the right connected records.
Why are my object or association-label dropdowns empty? These actions only work after you have created at least one custom object and defined an association label linking it (or a contact, or a company) to the trigger record. Create the object and label first, then return to the workflow.
What is the difference between Create Associated Record and Update Associated Record? Create always makes a new record and links it to the contact. Update changes fields on records that are already associated. Create never edits existing records, and Update never makes new ones.
Does clearing fields delete the record or remove the association? No. The Clear actions only empty the selected field values. The record, the company, and the association all stay in place.
Why does my Update Associated Company or Clear Associated Company Fields action get skipped? Those actions run only when the contact already has an associated company. If the contact is not linked to any company, Aesthetix CRM skips the action automatically.
Which company is updated when a contact belongs to more than one? The Update Associated Company and Clear Associated Company Fields actions both target the primary associated company.
What is the difference between Add Associated Records to Workflow and the basic Add to Workflow action? Add to Workflow enrolls only the current record. Add Associated Records to Workflow enrolls the records connected to it (contacts, companies, or custom objects) based on an association label.
Can these actions work with contact-to-contact or company-to-contact links? Yes. The Add and Remove Associated Records actions support custom object, contact-to-contact, and company-to-contact associations. For company-to-contact associations, the label selector is not used because the relationship is resolved automatically.
How do I re-enroll records I removed with Remove Associated Records from Workflow? Removals are immediate and not reversible within the same action. To bring records back, use the Add Associated Records to Workflow action or a separate automation.
If you need help structuring custom objects, association labels, or company relationships for your practice, reach out to Aesthetix CRM support. Building a custom object model or a multi-account company structure tailored to your workflows may be scoped as a Custom Build Request.
