HubSpot & Zapier: add labels to chats in TimelinesAI depending on who is the owner of the contact at HubSpot

via Zapier

1. Create a new Zap at Zapier.com
2. Trigger :

• app: search for and select _TimelineAI _
• event: select New Sent Message or New Received Message depending on when you would like to start labeling chats at TimelinesAI. To track both events - create 2 separate zaps.

3. Account: choose your connection. If you don't have any connections, establish the connection with your TimelinesAI workspace by entering your token from https://app.timelines.ai/integrations/zapier/
4. Test the trigger. Depending on the event, wait for the new WA message to be received or send a new WA message yourself. Further steps require data from the trigger to be present. Make sure you've run this module and have data in the payload
5. Step #1: add a new step after the Trigger by clicking the + sign.

• app: search for and select HubSpot
• event: select Find Contact
• account: choose your connection. If you don't have any connections, establish the connection by following on-screen instructions in Zapier.
• First search property name: select Contact Information: Phone Number
• First search property value: insert Recipient Phone Number from payload if you are triggering the flow by New Sent Message event. Insert Sender Phone if you are triggering the flow by New Received Message event.
• Additional properties to retrieve : select Sales Properties: Contact Owner
• Leave other fields as is and make sure to test the step and have output results in the payload.

6. Condition: add a new step after Find Contact module . Select "Filter" under the "Built-in" tools section

• Only continue if…: select the ID from Find Contact module
• Condition : select Exists

7. Path: add a new step after the filter: Select "Path" under the under the "Built-in" tools section
8. Path A- Path Rules:

• Only continue if: select Sales Properties: Contact Owner
• Condition: Text exactly matches
• Value: enter the user ID of your team member at HubSpot. To find IDs of your team members at HubSpot follow steps from this HubSpot thread

9. Path A- step #1: add a new step after the path rule. Select "Format" under the "Built-in" tools section

• Event: select Text
• Transform: select Replace
• Value: insert Sales Properties: Contact owner from the Fina Contact module
  
• Find: type the user ID of your team member at HubSpot. To find IDs of your team members at HubSpot follow steps from this HubSpot thread
• Replace : type the actual name of the team member associated with the ID. The name added at this step will be added as chat label at TimelinesAI
• Leave other fields as is and make sure to test the step and have output results in the payload.

10. Path A- step#2: add a new step after the Format module. Search for and select "Webhooks by Zapier".

• Event: select Custom Request
• Method: select PUT
• URL: add https://app.timelines.ai/integrations/api/chats/XXXX/labels . Where XXX is to be replaced by the chatID value from the payload ( passed by trigger)
• Data Pass-Through?: select False
• Data: add below, where XXXX is to be replaced by the output value for Format module

{
"labels": ["XXXX"]
}

• Unflatten: select Yes
• Headers: add 2 headers. Authorization Bearer XXX and Content-Type application/json . The XXX in Authorization header is to be replaced by your own token from https://app.timelines.ai/integrations/api/
  

11. Save your changes.
12. Under Path B, Path C repeat steps 8-11 to create separate labels associated with each team member at HubSpot.

End result: whenever a new WhatsApp message is sent ( or received) the flow will search for a contact at HubSpot CRM by phone number > if contact exists get the contact owner ID > transform the ID into a user friendly text > add text as a label to the chat in TimelinesAI.

Zap overview:

Updated on: 16/02/2024