How To Create An Event-Based Workflow on Sidekick

This article outlines the steps to create an Event-Based Workflow on Sidekick, using an example.

Sidekick’s Event-Based Workflows are triggered by specific events in HubSpot. These events can include property changes for contacts, companies, deals, or meetings, as well as the creation or deletion of these objects in HubSpot.

For instance, you might want to set up a workflow where Sidekick sends a message to your team on Slack or Microsoft Teams whenever a new contact is created in HubSpot. This message could include action buttons to update the lead status, lifecycle stage, add a note back to HubSpot, and enroll the new contact in a HubSpot sequence. All directly from the Sidekick message.

Steps to Create an Event-Based Workflow:

Step 1: Select Object Type and Trigger Type

On the New Workflow Creation page, begin by selecting the appropriate Object Type and Trigger Type.

  • Object Type: Choose Contact if you want the workflow to trigger when a new contact is created in HubSpot.
  • Trigger Type: Select Event-Based to initiate the workflow based on a specific HubSpot event.

Step 2: Enter Workflow Details

In the Workflow Details section, provide a Name and Description for your workflow to easily identify it later.

Delay in Minutes: Specify the time delay (in minutes) between the HubSpot event occurrence and the Sidekick message dispatch. A delay of a few minutes is recommended to ensure Sidekick retrieves the most up-to-date properties. Delays are used because HubSpot could take time to update properties based on any automations you have running.

Step 3: Add Filter Criteria (Optional)

If you wish to trigger the workflow only for specific contacts, you can set filter criteria. Filters on Sidekick work exactly like filters on HubSpot. 

For example, to trigger the workflow only for contacts originating from the Paid Social source:

  1. Click on Add Filters and then +Filter Group.
  2. In the first dropdown, search for the HubSpot property Original Source.
  3. In the second dropdown, set the logic to equals.
  4. In the third dropdown, choose the value Paid Social.

To stack up multiple filters:

  • Use the and button for an AND combination.
  • Use the filter group button for an OR combination.

Once you’re done adding the filters you require, click on the Save and Exit button. If you want the workflow to trigger for all new Contacts, leave the filter criteria blank.

Step 4: Define the Workflow Trigger

In the When should this Workflow trigger section, select the specific event that will initiate the workflow.

  • Choose Creation to trigger the workflow when a new Contact is created in HubSpot.
  • Alternatively, you can select Property Change to trigger the workflow when there is an update in the specific Contact property chosen here.

Step 5: Choose a Message Template

In the Choose template for message section, click on the dropdown menu to select a template that defines how your message will appear on Slack or Microsoft Teams.

  • Only templates compatible with the selected Object Type and Trigger Type will be visible in the dropdown menu.
  • To modify an existing template, click on the Edit button.
  • To create an entirely new template from scratch, click on New Template.
  • To view all existing templates across objects, click on View All Templates.

Use the Message Preview button to see how your Sidekick message will appear on Slack or Microsoft Teams.

Step 6: Select the Destination

In the Choose where this should be sent section, determine where on your Slack or MS Teams you want Sidekick to send messages for this workflow:

  • Channel: Select a public Slack or Microsoft Teams channel.
  • Owner Type: Route the message as a direct message to an owner type (Contact owner, SDR owner, Deal owner, etc).
  • Direct Message: Choose specific users to receive a direct message.

The second dropdown menu will populate based on your selection in the first one, allowing you to specify the exact channel, owner type, or users.

Step 7: Create the Workflow

After configuring all the details, click on Create Workflow to finalize the setup. Your Event-Based Workflow is now ready to automate messages and actions based on specific HubSpot events

For more information on creating templates for Event-Based Workflows, refer to the article: How To Create A Template For Event-Based Workflows.

If you have any questions or need assistance, feel free to connect with our team at contact@trysidekick.com or book a call with us here.