Overview
When a selected HubSpot property changes, the workflow sends the record ID and property values to the webhook URL associated with your GUIDEcx recipe. The recipe can then use those values to update the corresponding project in GUIDEcx.
Before you begin
Before creating the workflow, make sure you have:
A GUIDEcx Recipe Builder recipe configured with a webhook trigger.
The webhook URL generated for that recipe.
The HubSpot properties you want to sync identified.
The internal/API name for each HubSpot property you plan to send.
Permission to create and publish workflows in HubSpot.
Note: HubSpot currently lists the Send a webhook workflow action as a Data Hub Professional or Enterprise feature. Availability may depend on your HubSpot subscription.
If you do not manage Recipe Builder, work with your GUIDEcx administrator to get the webhook URL and confirm which fields the recipe expects.
Create the HubSpot workflow
In HubSpot, navigate to Automation > Workflows.
Select Create workflow > From scratch.
Select the HubSpot object that contains the fields you want to sync, such as Company.
Create a blank workflow.
Give the workflow a descriptive name, such as HubSpot to GUIDEcx Field Syncing.
Configure the property change triggers
Configure the workflow to run whenever one of the HubSpot properties you want to sync changes.
Select the enrollment trigger at the top of the workflow.
Choose When an event occurs.
Select Property value changed.
Search for and select the first property you want to sync. For example, select Industry.
Set the new value criteria to is known.
Add another Property value changed event trigger for each additional property that should trigger the sync.
HubSpot treats event enrollment triggers as OR conditions. This means a change to any one of the configured properties can enroll the record in the workflow.
Allow records to run through the workflow again
Because the purpose of this workflow is to keep GUIDEcx updated as HubSpot data changes, records need to be eligible to enter the workflow more than once.
Enable re-enrollment so the record can run through the workflow each time one of the configured property-change triggers occurs.
Save the enrollment settings when you are finished.
Add the webhook action
Next, configure HubSpot to send the updated record information to your GUIDEcx recipe.
On the workflow canvas, select the + icon to add an action.
Under Data ops, select Send a webhook.
Set Method to POST.
Paste the webhook URL from your GUIDEcx Recipe Builder recipe into the webhook URL field.
Configure the authentication option required for the GUIDEcx webhook.
Select the option to customize the request body.
Add the HubSpot record ID
The payload must include the HubSpot record ID so the GUIDEcx recipe can identify the record associated with the update.
Add a property to the webhook request with the following configuration:
Setting | Value |
Key |
|
Value | HubSpot Record ID property |
Add the fields you want to sync
For each HubSpot property you want to send to GUIDEcx:
Add another property to the request body.
In Key, enter the property's HubSpot internal/API name.
In Value, select the corresponding HubSpot property.
For example, if the HubSpot property's internal name is industry, use industry as the key and select Industry as its value.
Repeat this process for every field your GUIDEcx recipe expects.
Important: The keys in the webhook payload need to match the field names expected by your GUIDEcx recipe. Changing a key without updating the recipe can prevent that value from being processed correctly.
Identify the HubSpot object
Add one static value to tell the GUIDEcx recipe which type of HubSpot record sent the webhook.
Configure the static value as follows:
Setting | Value |
Key |
|
Value | The HubSpot object name, such as |
Use the object expected by the corresponding GUIDEcx recipe.
Test the webhook
Before turning on the workflow, test the webhook so you can confirm that GUIDEcx receives the expected payload.
If the GUIDEcx recipe is ready to receive webhook requests:
Use HubSpot's webhook test option to send a test request.
In Recipe Builder, confirm that the webhook receives the record ID, object name, and properties you configured.
Verify that each value appears under the expected key.
Testing before publishing can help you catch an incorrect webhook URL, field API name, or payload mapping before the workflow begins processing live changes.
Turn on the workflow
After you have confirmed the webhook configuration:
Save the Send a webhook action.
Select Review and publish.
Review the workflow's enrollment settings and actions.
Select Skip to turn on if you do not need to review the additional settings.
Select Turn on workflow.
The workflow is now ready to send configured HubSpot property changes to the GUIDEcx webhook.
What happens next
After the workflow is turned on, a qualifying property change can enroll the HubSpot record and send the configured payload to your GUIDEcx recipe.
The GUIDEcx recipe determines what happens with that data after it is received, including which GUIDEcx project and fields are updated.
Because this workflow uses property-change events, it is designed for new changes that occur after the workflow is turned on. It should not be treated as a bulk sync of historical HubSpot records.
Example webhook payload
A company workflow that syncs Industry and Customer Tier might send data equivalent to:
{ "hs_object_id": "123456789", "industry": "Software", "customer_tier": "Enterprise", "object": "company" }Your actual keys and values will depend on the HubSpot properties and GUIDEcx recipe you configure.