Integrate Insycle with HubSpot Workflows

To include Insycle automation in your HubSpot Workflows, you must first create a Recipe. 

Recipes can include multiple templates for the same object type. The templates run in sequence, so if the processes in one template need to happen before another (such as extracting names from emails before formatting the names), they must be in the correct order.

To create a new Recipe, navigate to Operations > Recipes.

1. Click the +New button and give the Recipe a descriptive name.

2. Click the +Template button to add templates to the Recipe. The object type of the first template determines the object type for the entire Recipe.

3. When finished, click the Save button in the grey menu bar.

4. Click the Review button.

For a Recipe to work in a HubSpot Workflow, it must be saved in Update mode. If the yellow text next to the template title reads "Preview Mode," it needs to be updated.

Click the Review button at the bottom of the page. On the Mode tab of the Recipes popup, select Update, then click Next.

On the Notify tab, customize the notification email Insycle will send when this Recipe runs as part of your HubSpot Workflow. Add recipients or add context to the subject and message body.

On the When tab under Automate, enable your Recipe to run in HubSpot Workflows by selecting the Workflow option, then click Save.

In HubSpot, under Automation > Workflows, click the Create workflow button. In this example, we'll create a Workflow from scratch, but you can insert the Insycle Recipe action into existing Workflows.

Under Choose a trigger to start this workflow, use the search or browse the options to specify the criteria a record must meet to trigger this Workflow. Make sure it isn't too broad; a filter like "Create Date is known" would run the Workflow on the whole database. To run this Workflow on new records, you can set a filter to find recently created records, such as "Create date is less than 3 days ago." See HubSpot's Set your Workflow enrollment triggers article for more information.

Once saved, click the plus + below the trigger box to add a new action. 

There are two ways to find and add an Insycle action in the Choose an action panel:

Option A: Search by "Insycle" and Select an Object Specific Action

In the Choose an action panel, enter "Insycle" in the search. You'll find several options here. There are two options that follow the format "Insycle - Run XX Recipe," which let you select an Insycle Recipe for the Workflow object type. For example, if the Workflow is set up for contact objects, the option would say "Insycle - Run Contact Recipe." If you don't see the Insycle actions, make sure the Insycle app is installed. 

Select the action that matches the Workflow object type (i.e., Insycle - Run Contact Recipe).

Select the Recipe Name from the list. The list will display the default Insycle Recipes as well as those created by your team for the chosen object type, provided they are set to Update mode and enabled to execute in HubSpot Workflows

For complete details of what a Recipe does, review it in Insycle. 

Option B: Search by Goal or Task and Select a Use-Case Focused Action 

If you already know which data management task you want to automate, you can use the Choose an action panel to search for the right Insycle action using a goal-oriented keyword. 

For example, entering "merge duplicates" returns a result under Integrated apps > Insycle Data Management: Merge Duplicates / Deduplicate. Other available Insycle actions include Associate Records and Standardize Contact Data, among others.

Clicking a result opens a side panel with a brief description of the action and links to Insycle Help Center resources to help you configure Insycle to perform that task.

The Recipe Name dropdown includes all Insycle Recipes for the selected object type that are set to Update mode and enabled to run in HubSpot Workflows. Use the dropdown to select the Recipe you want to run. If no Recipes appear in the dropdown, return to step 1. Create Your Insycle Recipe to create or update a Recipe that meets these requirements.

When finished configuring, Review and turn on the Workflow.

You can add any number of Recipes to the Workflow. In the example below, Insycle will format names and deduplicate contacts after the contacts fill out the lead capture form and before the record is assigned to an owner.

You can view changes by downloading CSV reports from the Activity Tracker. Though there isn't a single report for all of the Recipe templates, you can download individual reports for all of the templates included in the Recipe. All operations that are part of a Recipe will be checkmarked in the Recipe column of the table.

1. The operations are listed in reverse chronological order. As the Recipe step occurs before the individual templates run, it will appear below the templates.

2. The Recipe's Run ID will help you determine which are the related template operations. 

3. You can see what templates are a part of which Recipe by hovering over the Recipe checkmark. This will display the Recipe's Run ID. 

4. To download the template reports, click the respective template Run ID.

Insycle Recipes are compatible with HubSpot workflows that use re-enrollment triggers.

This can trigger a Recipe to run when a specific update to a record is made, letting you make other nuanced changes to the record automatically. For example, if the Lifecycle Stage were updated to Qualified Sales Lead, you could set a “Cleanse Contacts” Recipe to run that will improve the contact data and make it more useful to your sales reps.

Learn more about adding re-enrollment triggers to a HubSpot workflow.

When working with HubSpot, for every Insycle operation that updates or creates a record, the Run ID will be updated in the custom property, Insycle Run ID. 

If the Insycle Run ID doesn't already exist in your HubSpot database, add it as a custom property with the label "Insycle Run ID" to each object type as needed. 

This object label is the only requirement for the integration to work properly. It's not dependent on the internal name or underlying API field name.

When using an Insycle Recipe that includes templates for more than one object type, such as companies and contacts, the same Run ID will appear in both HubSpot records.

The "Remaining Time in Action" countdown appears when a delay is built into a workflow step, allowing it time to complete. The timer shows how much time remains before an object exits the current workflow action. You may see this countdown on objects currently in a HubSpot workflow containing Insycle Recipe actions.

With the Insycle Recipe integration, the timer is set to 60 minutes. While most actions execute within five minutes, if something prevents a step from completing, it will wait up to one hour to give it a chance to complete before moving on to the next step.

For example, suppose you have a workflow action "Run Insycle Assign Contacts" followed by a "Send Welcome Email" action. If the Assign Contacts step cannot be completed for a contact within 60 minutes, the workflow will proceed to send the welcome email.

When reviewing HubSpot workflow action history logs or enrollment history log details, you may see the server response:

{"outputFields":
{"hs_execution_state":"BLOCK","hs_expiration_duration":"PT1H"}}

This is not an error; it's a normal server response from Insycle's system. It indicates that Insycle will block the workflow's progress for up to 1 hour if needed. Recipes typically start within 5 minutes, but if there is a property dependency or a large number of records slowing things down, the Recipe step will continue trying for up to 1 hour before moving on to the next step.

No. If your Recipe is scheduled to run automatically through Insycle (daily, weekly, or monthly), the HubSpot portions will not run on the Insycle Automation schedule since HubSpot doesn't let us control Workflows from our side. 

Insycle processes events in batches every 5 minutes.

Yes. HubSpot waits for Insycle to complete the Recipe. In the example below, Insycle will finish cleansing the contact data before the welcome email is sent.

In the HubSpot Workflow, open the Performance History > Enrollment History and select the record. Look for when the Recipe action was initiated. Within a few minutes of that event, "Action succeeded" should be visible.

In Insycle, you can review the audit trail in the Activity Tracker.

Use HubSpot's Enroll button to manually enroll a specific record. Learn more in HubSpot's Manually enroll records in Workflows article.

In HubSpot Workflows, simply remove the Recipe action from the Workflow and re-publish it.

A Recipe is a series of individual tasks saved as templates that are strung together into a longer, ordered sequence. This can then be automated to run on a set schedule.

Read more about Recipes, and see the blog post, Why Data Management Is So Time-Consuming and How Recipes Can Help.

Yes, you can use any property or activity to trigger HubSpot Workflow enrollment. Learn more in HubSpot's Set your Workflow enrollment triggers article.

A common reason data may not have been updated in HubSpot is that the Recipe was saved in Preview mode. Recipes must be saved in Update mode for changes to be made in HubSpot. 

Another reason the data hasn't updated in HubSpot is that the data sync to HubSpot may not have finished processing yet. Give it a few more minutes to complete the batch, then check again.

For details on investigating and resolving these and other possible causes, see the article, Troubleshooting HubSpot Workflow Issues.

HubSpot workflow automation operations run in 100-record batches or 500 every 5 minutes.

Workflow automations are intended for streaming events, such as someone filling out a form or other live data coming in. Large operations triggered by workflows will be completed, but if there are a lot of records to process, it can take some time.

To process large batch operations more efficiently, run them from Insycle.