Integrate Insycle with HubSpot Workflows

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.

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.

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.

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 define 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. 

In the Actions panel, search for "Insycle." You'll find two options here, one 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 the Workflow object type.

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. 

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.

When finished, Review and Publish the Workflow.

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.

You may see the "Remaining Time in Action" countdown when you view the status of objects currently going through an active HubSpot workflow that contains Insycle Recipe actions. This timer refers to the amount of time left before an object exits the current workflow action it is in.

With the Insycle Recipe integration, this timer is set to 60 minutes. While most actions execute within five minutes of the action starting, if something is preventing 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, if you have an Insycle Recipe action, "Run Assign Leads," followed by a "Send Welcome Email" action, and the Assign Leads step cannot be completed for a contact within 60 minutes, the workflow will proceed to send the welcome email.

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 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.

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 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 one hundred record batches or five hundred every five minutes.

Workflow automations are intended for streaming events, such as someone filling out a form or other live data coming in. Large operations triggered from 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.