HubSpot Workflows: Send a WhatsApp Message
With HubSpot Workflows, you are able to create automations for your HubSpot workspace. You can send automated WhatsApp messages from HubSpot, via TimelinesAI.
We'll be reviewing the process involved in creating a workflow on HubSpot, where you can send an automated WhatsApp message, based on specific triggers.
It's imperative that, before creating this workflow, you have already configured your TimelinesAI-HubSpot Integration. You can refer to this article, in order to ensure that the integration has been properly set: WhatsApp and HubSpot Integration: Installation Guide
To get started, we'll need to head to HubSpot and create a workflow. It's important to mention that this feature requires you to have a Professional or Enterprise HubSpot account.
On HubSpot, click on the "Automation" drop-down menu, which is located on the bar that's at the top. Then, select "Workflows".
If it's your first time creating an automation workflow, then HubSpot will display the following:
Otherwise, HubSpot will allow you to create a new workflow by clicking on the "Create Workflow" → "From scratch" drop-down button that's at the top-right corner of your screen.
In both instances, you'll be presented with the options shown in the previous image. Select "Contact/Deal-based" and then, "Blank workflow". This selection will allow us to create a workflow from scratch, where we'll proceed to design the entire workflow based on our particular needs.
Here, you'll be able to edit your workflow details. You can name your workflow here, depending on the intended purpose that you may have with this workflow. For illustration purposes, we'll create a workflow that notifies contacts whenever there's a new Deal created.
First, we'll start working with the trigger:
Click on "Set up triggers". This will pull up a sidebar to your right, where you'll need to select the following:
Deal properties
Search for and select "Create date"
Click on "is known"
Once you're done, proceed to click on "Apply filter" and then, click on "Save"
After completing the criteria for the trigger, you'll see the details contained within the trigger element in your workflow. Now, we can proceed with the action, by clicking on the "+" button that's below your trigger.
When you click on the "+" button, HubSpot will allow you to create a New Action. Click on this new field and you'll see a sidebar on the right side of your screen, where you'll proceed and set the following details:
Scroll to the bottom and select "Send WhatsApp message", within the "TimelinesAI: WhatsApp sync" section
Once you're done, you'll see the following:
Sender Phone: Here you'll select one of the WhatsApp accounts connected within your TimelinesAI workspace. Your contacts will be able to see this number as the sender of your message.
Recipient Phone: Your contact's phone. Click on the drop-down and then, "Contact in this workflow". This will open a search bar, where you have to search for "Phone"; depending on how you save your contacts' phone number, you'll select the value accordingly ("Mobile phone number", "Phone number", or "WhatsApp Phone Number")
Message: The body of your message. You may insert "Contact tokens", which act as variables in your message:
Media URL: This section will allow you to share any documents associated with your contact on HubSpot. You may also insert a direct download link, to share any relevant documents.
Once you are done, you may click on "Save".
WhatsApp group chats use the JID instead of a Phone Number, which allows proper identification of each group on HubSpot.
Given that we'll sync the WhatsApp group chat JID within the Phone Number field on HubSpot, you'll be able to use this option to send an automated message via HubSpot Workflows:
The JID is an internal identifier used in WhatsApp to uniquely designate contacts. For individual (direct) chats, the JID is derived from the contact's phone number. However, for group chats, the JID is generated differently and doesn’t correspond to any phone number. This identifier is essential for correctly targeting recipients in group chats when sending messages.
In our system, we display the JID in place of a phone number for this reason—it's the only way to ensure the group chat receives messages. Avoid modifying the JID , as any changes will cause the message send action to fail.
When the custom action is executed, messages are sent to the JID stored in the contact's "Phone Number" field for group chats.
Now that we have completed the creation process, you may save your workflow by clicking on the "Review and publish" button that's on the top-right corner of your screen. This will take you to a section where you'll be able to review the last details about the workflow that you have created. After setting everything up according to your needs, you'll be able to turn this workflow on.
Then, HubSpot will proceed and send the message that you have configured. It'll look like this on TimelinesAI (it'll look the same on WhatsApp as well!):
You may try creating workflows with different triggers and with more actions, depending on your needs!
We'll be reviewing the process involved in creating a workflow on HubSpot, where you can send an automated WhatsApp message, based on specific triggers.
It's imperative that, before creating this workflow, you have already configured your TimelinesAI-HubSpot Integration. You can refer to this article, in order to ensure that the integration has been properly set: WhatsApp and HubSpot Integration: Installation Guide
Step 1: Create a Workflow on HubSpot
To get started, we'll need to head to HubSpot and create a workflow. It's important to mention that this feature requires you to have a Professional or Enterprise HubSpot account.
On HubSpot, click on the "Automation" drop-down menu, which is located on the bar that's at the top. Then, select "Workflows".
If it's your first time creating an automation workflow, then HubSpot will display the following:
Otherwise, HubSpot will allow you to create a new workflow by clicking on the "Create Workflow" → "From scratch" drop-down button that's at the top-right corner of your screen.
In both instances, you'll be presented with the options shown in the previous image. Select "Contact/Deal-based" and then, "Blank workflow". This selection will allow us to create a workflow from scratch, where we'll proceed to design the entire workflow based on our particular needs.
Step 2: Editing the Trigger
Here, you'll be able to edit your workflow details. You can name your workflow here, depending on the intended purpose that you may have with this workflow. For illustration purposes, we'll create a workflow that notifies contacts whenever there's a new Deal created.
First, we'll start working with the trigger:
Click on "Set up triggers". This will pull up a sidebar to your right, where you'll need to select the following:
Deal properties
Search for and select "Create date"
Click on "is known"
Once you're done, proceed to click on "Apply filter" and then, click on "Save"
After completing the criteria for the trigger, you'll see the details contained within the trigger element in your workflow. Now, we can proceed with the action, by clicking on the "+" button that's below your trigger.
Step 3: Creating and Editing the Action
When you click on the "+" button, HubSpot will allow you to create a New Action. Click on this new field and you'll see a sidebar on the right side of your screen, where you'll proceed and set the following details:
Scroll to the bottom and select "Send WhatsApp message", within the "TimelinesAI: WhatsApp sync" section
Once you're done, you'll see the following:
Sender Phone: Here you'll select one of the WhatsApp accounts connected within your TimelinesAI workspace. Your contacts will be able to see this number as the sender of your message.
Recipient Phone: Your contact's phone. Click on the drop-down and then, "Contact in this workflow". This will open a search bar, where you have to search for "Phone"; depending on how you save your contacts' phone number, you'll select the value accordingly ("Mobile phone number", "Phone number", or "WhatsApp Phone Number")
Message: The body of your message. You may insert "Contact tokens", which act as variables in your message:
Media URL: This section will allow you to share any documents associated with your contact on HubSpot. You may also insert a direct download link, to share any relevant documents.
Once you are done, you may click on "Save".
How do you send an automated message to a WhatsApp group chat via HubSpot Workflows?
WhatsApp group chats use the JID instead of a Phone Number, which allows proper identification of each group on HubSpot.
Given that we'll sync the WhatsApp group chat JID within the Phone Number field on HubSpot, you'll be able to use this option to send an automated message via HubSpot Workflows:
What's the JID?
The JID is an internal identifier used in WhatsApp to uniquely designate contacts. For individual (direct) chats, the JID is derived from the contact's phone number. However, for group chats, the JID is generated differently and doesn’t correspond to any phone number. This identifier is essential for correctly targeting recipients in group chats when sending messages.
In our system, we display the JID in place of a phone number for this reason—it's the only way to ensure the group chat receives messages. Avoid modifying the JID , as any changes will cause the message send action to fail.
When the custom action is executed, messages are sent to the JID stored in the contact's "Phone Number" field for group chats.
Step 4: Testing the Workflow
Now that we have completed the creation process, you may save your workflow by clicking on the "Review and publish" button that's on the top-right corner of your screen. This will take you to a section where you'll be able to review the last details about the workflow that you have created. After setting everything up according to your needs, you'll be able to turn this workflow on.
Then, HubSpot will proceed and send the message that you have configured. It'll look like this on TimelinesAI (it'll look the same on WhatsApp as well!):
You may try creating workflows with different triggers and with more actions, depending on your needs!
Updated on: 29/10/2024
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