This article will outline the steps to create a new Template for Recurring Workflows on Sidekick, using an example.
You can choose to create a Template for Recurring Workflows by clicking on the “Create New Template” button on Sidekick’s Templates page. This will take you to the “New Template” page.
Let’s take an example.
Let’s assume you want to create a Template for a Recurring Workflow where Sidekick sends a weekly recurring message to your team, with a list of all the new contacts created in the last 7 days, that haven’t been worked on yet and lets your team update the Contacts’ properties back on HubSpot, directly from the Slack/ MS Teams message.
Here are the steps to create this Template:
Step 1: Template Settings: For this use case, the “Object Type” is Contact because we want to trigger this workflow when a new Deal is created on HubSpot. And the “Trigger Type” is Time Based.
Step 2: Template Details: Next, in the Template Details section, add a Name and Description for your Template, so it’s easy to find in your list of Templates when you need it. For example, the Name could be “Contacts Created: Last 7 Days”, and the Description could be “Template for listing out contacts created in the last 7 days that are unworked”. The “Content” data field is not editable by default and you don’t really need to use it.
Step 3: Template Contents: Define how you want your Sidekick message to appear on Slack/ MS Teams.
- Add a Header and Body text to provide context about the purpose of the message.
- Header: Your Header text could be, “Contacts created in the last one week:”.
- Body: Your Body text could include details about the unworked Contact, such as its Name, Lifecycle Stage, Lead Status, or Contact Owner. You can insert the corresponding HubSpot Properties here by clicking on “Insert HubSpot Property” and selecting your desired Properties from the dropdown menu. You can add as many Properties as you like.
- Call to Action: The CTA section enables the message receivers to use action buttons to update data back on HubSpot from the Slack/ MS Teams message they receive. You can add as many CTAs as you want. All the standard or custom HubSpot Properties that exist in your CRM are available to choose from.
- Say you want a CTA to update the Contact’s Lead Status. To do this, select “Property Update” from the first dropdown. Then select the relevant HubSpot Property from the second dropdown, which in this case will be “Lead Status”. Finally, add a brief message with your CTA, such as “Please update the lead status for this contact:”.
- Let’s say we also want to have a Note added for each unworked Contact. To do this, select “Add Note” from the first dropdown, and add a brief message along with your CTA, such as “Please add a note for this Contact:”.
Pro-tip: You can see a preview of how the message will appear on Slack/ MS Teams by clicking on the “Message Preview” button.
Step 4: Recurring Details: This is where you choose the filters you want to set. All Objects matching the filter will be sent as a Slack/ MS Teams message.
To do this, first click on Add Filters.
Since we want this recurring workflow to run for all Contacts created in the last 7 days:
- In the first field, search for the HubSpot property, “Create Date”
- In the second field, define your logic by selecting “greater than”
- In the third field, select “last 7 days”
Also, we only want to see those Contacts that haven’t been worked on. To do this, click on “and”:
- In the first field, search for the HubSpot Property: “contact unworked”
- In the second field, define your logic by selecting “equals”
- In the third field, select “true”.
You can stack up multiple filters, by clicking on the and button for an and combination. Or click on the filter group button for an or combination.
Step 5: Use the “Sort Details” field if you want to display the list of unworked contacts in an ascending or descending order of the Contact’s start date.
Step 6: Once you’re done adding all the details, Click on “Create Template”.
Your Template is now ready to be used in a Recurring Workflow!
We hope this was helpful! Please feel free to connect with our team if you need help or have any questions about how to create a template for Recurring Workflows