Integrate Insycle with HubSpot Workflows

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Implementing data management automation is critical to any business. Automation frees your employees' time to focus on more strategic tasks, improves morale, and ensures that you can use your marketing and sales automation systems to their true potential.

Insycle’s Recipes allow you to organize multiple Insycle templates into a multi-step data maintenance process for automation, training, and organization. With Insycle, you can integrate Recipes into HubSpot Workflow Builder. 

For example, you can cleanse, format, and deduplicate contact data immediately when a visitor fills out a form and before the nurturing email is sent. Recipes are available for contacts, companies, deals, and custom object types.

How It Works

Insycle allows you to fix data problems in your CRM with pre-built and custom templates. Using Recipes, you can bundle those templates and run them together in a specific order. Then, you can inject those Recipes directly into your HubSpot Workflows.

Quick Summary

Insycle makes injecting Recipes into your HubSpot Workflows simple. 

  • Step 1: Create the Recipe that you would like to use in your HubSpot Workflow.
  • Step 2: Make sure your Recipe type matches your Workflow type. For example, a contact-based Recipe must be inserted into a contact-based Workflow.
  • Step 3: Integrate your Recipe with your HubSpot Workflow.

Step 1: Create Your Recipe

In order to include Insycle automation in your HubSpot Workflows, you must first create a Recipe. Later, this Recipe can be added to any Workflow. For example, after a customer fills out a form, the incoming data can be deduplicated, formatted, or updated based on your Recipe. This happens shortly after the new data enters your database.

For example, the Recipe below includes multiple templates for cleansing contacts. These templates run in sequence. So if you need one template 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, click the + button in the upper right-hand corner of the module screen. To add new templates to the Recipe, click the Template button. After adding your templates, save your Recipe and click the Review button. For a Recipe to work in a Workflow it must be saved in Update mode.

update mode


On the second screen, you'll be able to customize the notification report Insycle will deliver once this Recipe runs. On the third screen you can enable your Recipe to run in Workflows by selecting the Workflow option.

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Step 2: Choose A Workflow Type That Matches Your Recipe Type

In HubSpot, under Automation>Workflows, pick an existing workflow or create a new one.

If you create a new one, you must keep in mind that the Workflow type must match the object that your Recipe is updating. So if your Recipe is altering contact records, it can only be inserted into a contact-based Workflow. The same is true for companies, deals, and custom objects. You can select your Workflow type when you create the workflow.

For existing Workflows, you can see the Workflow type on the main Workflow page in HubSpot.

Step 3: Integrate the Recipe With Your HubSpot Workflow

Open your Workflow. Click the + button to add a new action, wherever you would like to inject an Insycle Recipe.

You have two options here. "Insycle - Run Contact Recipe" and "Insycle - Run Custom Object Recipe." The first option will match your Workflow type. For example, if you were running a Recipe that formatted company data, the option would read "Insycle - Run Company Recipe."

insycle run recipe

 

After picking your Recipe type, you'd see a list of available Recipes, including default Insycle Recipes. For a complete description of a Recipe, open Recipes in Insycle.

recipe list


You can add as many Recipes to the workflow as you would like. In this example, Insycle will cleanse and deduplicate contacts after the contacts fill out the lead capture form and before they receive the welcome email.

 

hubspot workflow


Lastly, save and activate the workflow. From now on, HubSpot will send contacts, companies, or deals that meet the workflow criteria to Insycle, which will run the relevant Recipe.

When To Use Workflows

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

  • Apply changes to newly-added data
  • Trigger based on live-streaming events (such as a customer filling out a form).

Avoid enrolling existing contacts into a Workflow that includes an Insycle Recipe. Bulk updates to existing records are best handled in the Bulk Operations or Transform Data modules. 

Workflow & Recipe Audit Trail and History

You can track changes and view your audit trail in the Activity Tracker. The Recipe run details are listed in the table. 

However, you can not download a report for the actual Recipe operation. Instead, you can download individual reports for all of the templates included in the Recipe. To download those reports, you click the Run ID.

run id


All operations that are a part of a Recipe will be check-marked in the Recipe column. You can see which templates are a part of which Recipe by hovering over the checkmark. This will display the Recipe ID, which you can then correlate to the Recipe listing in the Activity Tracker.

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  ⓘ Workflow-Based Automations Do Not Show On "Automations" Page

While automation at the module-level or Recipe level do show on the "Automations" page on the lefthand navigation menu, HubSpot Workflow-based automations do not. This is because Insycle can not see when a Recipe has been added to a Workflow directly.

Frequently Asked Questions

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

Insycle processes events in batch 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 above, Insycle cleanses and formats the contact data before the welcome email is sent.

Where can I see whether Recipe ran for a particular contact?

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 addition, you can find an audit trail in the Activity Tracker.

How can I test it with just one contact?

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

How can I stop a Insycle Workflow automation from running?

In HubSpot Workflows, simply remove the automation from the Workflow and save it to stop the operation from running. 

As a option of last resort, you can uninstall the Insycle app from your CRM platform to stop an operation from running. Once uninstalled, the changes made by Insycle will not hit the target platform.

What is a Recipe?

Insycle allows you to string together individual tasks (templates) into a longer sequence (Recipes), which can then be automated to run on a set schedule. Essentially, Recipes allow you to automate multiple tasks to run together in a specific order. Read more about 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. See more in Set your workflow enrollment triggers.

My recipe ran successfully, why was the data not updated in HubSpot?

In Insycle, open the relevant Recipe and make sure it is set to run in Update mode. Also, as mentioned above, Insycle processes events in batches every five minutes, so it may need a few more minutes to complete the batch.

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