Integrate Insycle with HubSpot Workflows

control

How to Add Insycle Data Management Steps into a HubSpot Workflow

Setting up automation for your data management tasks frees your employees up to focus on more strategic tasks.

Insycle’s Recipes allow you to organize multiple Insycle templates into an automatable, multi-step data maintenance process. You can insert your Recipes directly into HubSpot Workflows for contacts, companies, deals, and custom object types.

For example, if a new contact record is added to HubSpot, it could trigger a Workflow that sets off an Insycle Recipe. This Recipe could cleanse, format, and deduplicate the contact data. Once it's complete, HubSpot will continue with the Workflow steps.

Process Summary

  1. Create an Insycle Recipe to clean up, standardize, or deduplicate HubSpot records.
  2. Create a HubSpot Workflow.
  3. Add your Recipe to your Workflow.

Step-by-Step Instructions

1. Create Your Insycle Recipe

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

Recipes usually include multiple templates. 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.

Create recipe

To create a new Recipe, start by accessing "Operations" > "Recipes" from the main navigational menu.

1. Click the + button in the upper right-hand corner of the screen.

2. Click the Template button to add new templates to the Recipe.

3. Save your Recipe,

4. then click the Review button.

For a Recipe to work in a HubSpot Workflow, it must be saved in Update mode. On the Mode tab of the Recipes popup, select Update, then click Next.

Select Update mode

On the Notify tab, customize the notification email Insycle will send when this Recipe runs. 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.

Select 'Workflow'

2. Create a New HubSpot Workflow

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 already existing ones.

Select the same object type your Insylce Recipe is for. If your Recipe works with contact records, it can only be inserted into a contact-based Workflow. If working with an existing Workflow, make sure the record types match.

When you click Set up triggers, enter the criteria you want a record to meet in order 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 could include a second parameter for a date. "Create Date [is known] and created in the last 7 days."

mceclip0.png

See HubSpot's Set your Workflow enrollment triggers article for more information.

Once saved, click the + on the Workflow to add a new action. 

In the Available Actions panel, search for "Insycle." You'll find two options here, the first option will match your Workflow type. If the Workflow is set up for contact objects, for example, the option would read "Insycle - Run Contact Recipe." If you don't see the Insycle actions, make sure the Insycle app is installed

Select the action that matches your object type.

mceclip1.png

Select the Recipe from the list. The list will include default Insycle Recipes and those created by your team. For complete details of what a Recipe does, review it in Insycle. 

mceclip2.png

You can add any number of Recipes to the Workflow. In the example below, Insycle will cleanse and deduplicate contacts after the contacts fill out the lead capture form and before they receive the welcome email.

hubspot-workflow-w-two-insycle-recipes.png

When finished, Review and Publish the Workflow.

When To Use Workflows

Insycle's ability to integrate Recipes with HubSpot Workflows is ideal when you want to:

  • Automatically apply formatting, deduplication, or other changes to newly-added data.
  • Trigger a Recipe based on events (such as a customer filling out a form).

What to Avoid

If you want to make bulk updates to existing records, it is best to make those changes using the Bulk Operations or Transform Data modules, not from a HubSpot Workflow.

Advanced How-Tos

Reviewing Recipe Changes in CSV Reports

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.

Recipe operations in Activity Tracker

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.

Viewing HubSpot Workflow History

The changes made on the HubSpot side of these Workflows won't appear in Insycle's Activity Tracker. You'll need to review the changes for the HubSpot portions of your Workflows in HubSpot. See HubSpot's View your Workflow's enrollment history article for more detail.

Using Re-enrollment Triggers in Your Workflow

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

re-enrollment-trigger-hubspot-config.png

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.

re-enrollment-trigger-hubspot-workflow.png

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

Pro Tip

When setting up a new HubSpot workflow integration, don't try to add everything all at once. It's best to layer things in so if there is an issue, it's easier to narrow down the possible causes.

First, choose one record and test the templates or Recipes from Insycle. Then, add one to your workflow and test it by manually enrolling a record. Repeat this after each Recipe is added.

Troubleshooting

You have an Insycle Recipe integrated into a HubSpot workflow, and in HubSpot, the workflow shows that it was completed successfully, but when you look at the record, the changes Insycle was supposed to make aren't there.

There are several possible causes for this. Here are the DIY troubleshooting steps to figure out what's going on and what needs to be adjusted.

1 Verify the Recipe is in Update mode

One of the most common reasons for a Recipe not running as intended is because the Recipe is in Preview mode. Preview mode is for analysis purposes, so no data is modified in the CRM. This can even show as "Successful" in HubSpot because its job was to run without making changes. 

Go to Operations > Recipes and select the Recipe from the drop-down. The mode appears next to the Recipe name in the grey bar. 

If your Recipe shows "Mode: Preview," click the Review button and change the mode to Update, then click Next, and on the When tab, click Save.

Note that Recipe-level modes override template-level modes—so a template saved in Preview mode added to a Recipe set to Update mode will make changes in the CRM.

recipe-associate-contacts-to-companies-preview-w-arrow.png

2 Review the Recipe and templates in the Activity Tracker

Go to Operations > Activity Tracker, and look for your Recipe for the specific date and time. Enter the Recipe's Run ID in the search to show only the templates included in a given run.

Look at the template that was supposed to make the change you're investigating. Is there a positive number in the Succeeded column?

activity-tracker-recipe-template-unmodified.png

If not, this means there were no records that matched your criteria. 

If yes, click the Run ID to download the report and review the information. What information populated the fields? Does it say "Failed" in the Result column? If yes, review the error message to determine the issue.

associate-hubspot-contacts-to-companies-csv-unmatched-&-multiple-matches-errors.png

If you haven't figured out what's going on, continue investigating in #3. 

3 Review the field data in Insycle

To validate that Insycle has the data needed to meet the template rules, look at it in Grid Edit.

Select one problem record to focus on. This will make it easier to see what's happening.

Add the Record ID to the filter, and add all the fields you want to explore to the Layout

grid-edit-filter-record-ID.png

Review the data in the Record Viewer, and verify that the expected values are there. Confirm that the data matches what is in HubSpot.

If the values are there, go ahead to #4.

If the values aren't there and/or they don't match HubSpot, this could mean the data hasn’t synced to Insycle yet. This usually takes 5 minutes or less, but in rare cases can take up to an hour.

To force the sync, in Insycle, navigate to Settings > Accounts, select the HubSpot account, and click the Sync changes from last day button.

settings-accounts-sync-hubspot.png

When you return to Grid Edit, click Search again. You should now see the expected values.

Now that you've validated that the data is there, you can move on to the next step.

4 Run the template manually in Insycle

Now that you're sure the data is in Insycle go to the module and select the template that should have run in your HubSpot workflow. Add a filter for just that Record ID, using the same record as in #3. Run the template in Update mode and look at the record in HubSpot. Verify that the template did what it was supposed to.

grid-edit-filter-record-ID.png

5 Manually run the workflow in HubSpot

Using the same record ID, manually enroll the record in the workflow. 

If you can't get the workflow to run in the same way on the selected test record, you can create a clone of the workflow. When you click Review and Publish, on the Review before you turn on page, don’t re-enroll existing contacts.

hubspot-workflow-review-enroll-existing-contacts.png

Now to test the record on the workflow, click the Enroll button and select Manually enroll contacts. Create a custom filter, and add a filter just for your one sample record ID (the one you tested in Insycle). Then Enroll.

hubspot-workflow-manually-enroll-filter-ID.png

6 Compare timestamps

In HubSpot, check the Action logs for the workflow; it should show “This action was initiated.” Note the timestamp.

hubspot-workflow-action-log-initiated-time.png

Now go to the Insycle Activity Tracker and locate the Recipe and template. In the Started column, is the timestamp after the time the HubSpot action was initiated?

activity-tracker-recipe-template-timestamp.png

If the Succeeded value for your one test record is "0," it may mean your workflow depends on a specific value to trigger the recipe, and it didn't exist before the Insycle recipe step.

activity-tracker-recipe-template-0-succeeded.png

Check the specific property history on the record for this timestamp. Did the necessary value exist before the HubSpot workflow ran?

hubspot-contact-country-property-details-timestamp.png

Depending on your different operations running in HubSpot, it could happen that the required property value is set in HubSpot after the workflow gets to the Insycle step.

You could add a delay into the workflow before the recipe step. For example, you could tell HubSpot to wait until the Postal Code value becomes available before proceeding to the Insycle recipe step.

hubspot-workflow-delay-step.png

You could also use the delay to only move forward based on specific values. This can act as a filter in the HubSpot workflow, so you can remove the filter criteria from the Insycle template. 

hubspot-workflow-delay-country-US-Canada.png

Getting help

If you're unable to pinpoint what is causing the problem with your operation, the Insycle support team can help. Please have the following items ready when reaching out:

  • What is the Record ID for the sample you've been working with?
  • List all the fields that are affected by the template.
  • In HubSpot, take screenshots of the property history for each of the field values. It's key to include the URL bar in the images.

Once you have your information together, contact support via the live chat button at the bottom of every page.

transform-data-chat.png

Frequently Asked Questions

If I've automated a Recipe that is part of a HubSpot Workflow, will the HubSpot actions run as part of that?

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. 

How long does it take for Insycle to process an event?

Insycle processes events in batches every 5 minutes.

Does HubSpot wait for Insycle to complete processing the action before moving to the next action/step?

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.

mceclip2.png

Where can I see if a Recipe ran on a particular record?

In HubSpot, open the History tab and look for when this action was initiated. Within a few minutes of that event, the tab should also show a "Successfully executed" event.

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

How can I test my Workflow with just one contact?

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

How can I stop an Insycle Recipe running in a HubSpot Workflow?

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

What is a Recipe?

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

Read more about Recipes, and learn Why Data Management Is So Time-Consuming and How Recipes Can Help.

Can I trigger a Recipe when a new contact is created or updated, even when they do not submit a form?

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

My Recipe ran successfully. Why was the data not updated in HubSpot?

There are a couple of possible causes:

  1. The Recipe was not saved to run in Update mode. To check this, in Insycle open the relevant Recipe, click Review, and make sure it is set to run in Update mode.
  2. The data sync to HubSpot may not have finished processing yet. Give it a few more minutes to complete the batch, then check again.

Additional Resources

Related Help Articles

Related Blog Posts