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HubSpot Workflows: Send a WhatsApp Message

With HubSpot Workflows, you are able to created 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

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-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".

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: 15/06/2023

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