Configuring workflows in Workflow Builder (Beta)

Workflow Builder allows you to create automated workflows that respond to external webhook events and take action on your data. This guide covers the building blocks of workflows and how to get started.

Workflow Building Blocks

A workflow automates tasks by connecting a trigger to a series of steps. Each part produces variables that can be used in later steps.

Triggers

The trigger defines what starts your workflow. Available triggers include:

Steps

Steps are the actions your workflow performs after it starts. Add multiple steps to build a complete automation. Available steps include:

Variables

Variables are dynamic placeholders that let you use data from the trigger and previous steps. For example:

• Use data from the webhook payload in a "Create record" step

• Reference a found record's email in a subsequent step

• Pass trigger data through multiple steps

Variables appear as visual chips in text fields. Click the + Variable button next to any field to insert a variable from available sources.

Getting Started with Webhook Triggers

The webhook trigger is a flexible way to connect external systems to your CRM. When another application sends data to your webhook URL, it automatically starts your workflow.

Step 1: Create a New Workflow

1. Navigate to Settings → Workflows

2. Click New workflow

3. Give your workflow a name and optional description

Step 2: Add a Webhook Trigger

1. Click on the trigger placeholder at the top of your workflow

2. Select Webhook received

3. Your unique webhook URL will be displayed it the step details panel

Step 3: Configure the Webhook

Webhook URL: Copy this URL and configure it in your external system (e.g., form provider, payment processor, marketing tool). Each workflow has a unique URL.

HTTP Method: Choose GET or POST depending on how your external system sends data. Most integrations use POST.

Example JSON: Provide a sample of the JSON payload your webhook will receive. This helps the workflow builder understand your data structure and makes variables available to use in steps.

Example payload:

{
  "contact": {
    "email": "jane@example.com",
    "name": "Jane Doe"
  },
  "source": "landing-page",
  "timestamp": "2024-01-15T10:30:00Z"
}

After pasting your JSON:

1. Click Parse JSON to extract the fields from your payload

2. The parsed fields will appear as available variables you can use in steps

3. To rename a variable, click on its name and enter a more descriptive label (e.g., rename email to Customer email)

Renaming variables makes them easier to identify when mapping fields in later steps.

Step 4: Add Steps

1. Click Add step below the trigger

2. Choose an action (e.g., "Create record")

3. Configure the step:

   • Select the record type (Account, Contact, or Opportunity)

   • Map fields using variables from the trigger

   • Click the + button to insert webhook data into any field

Example: To create a contact from webhook data:

• Add a "Create record" step

• Select "Contact" as the record type

• Map the Email field using the Customer email variable output by your trigger step

• Map the Name field using Customer name variable output by your trigger step

Step 5: Test Your Workflow

Before turning on your workflow, test it to make sure everything works:

1. Click Test run in the workflow header

2. The test will use your example JSON payload (or you can modify it)

3. Click Run workflow

4. Check the Recent runs section in the workflow details panel to see the result

Test runs execute all steps with real data, so they will actually create or modify records in your CRM.

Step 6: Activate Your Workflow

Once you're satisfied with your test results, click activate in the toolbar of the workflow page to start your workflow

Your workflow is now live and will run automatically whenever it receives a webhook event.

Viewing Workflow Runs

The Recent runs section in the right panel shows your workflow's execution history:

• Status: Whether the run succeeded, failed, or is still in progress

• Timestamp: When the run started

• Details: Step-by-step execution details

If a step fails, the error details will help you troubleshoot the issue.

Best Practices

1. Test before activating: Always run a test to verify your field mappings work correctly.

2. Use descriptive names: Name your workflows and variables clearly.

3. Monitor your runs: Check recent runs periodically to catch any failures early.