How To Create An Event-Based Workflow on Sidekick

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

Sidekick’s event based workflows get triggered when there is a specific HubSpot event. An event on HubSpot could be a property change for a contact, company or deal. Or even when a contact, company or deal is created or deleted on HubSpot. 

Let’s take an example.

Say you want to create a workflow where Sidekick messages your team on Slack/ MS Teams whenever a new contact is created on HubSpot, and enables them to qualify and assign these leads from the message itself. 

Here are the steps to create this Event Based Workflow:

Step 1: Select your “Object type” and “Trigger type”: For this use case, the “Object type” is Contact because we want to trigger this workflow when a new contact is created on HubSpot. And the “Trigger type” is Event based.

Step 2: Workflow Details: Next, in the Workflow Details section, add a Name and Description for your workflow, so it’s easy to find in your list of workflows when you need it.

Step 3: Delay in minute: This field lets you define how much of a time lag you want between the HubSpot event occurring, and Sidekick sending a message to your Slack/ MS Teams. Delays are used because HubSpot may take some time to update the relevant properties, based on any automations that you may have running in HubSpot. Enter a number (in minutes) and Sidekick will execute that Workflow after the added Delay.

For example:

• Event received at 1 pm
• Workflow has a delay of 5 mins
• Workflow executes at 1.05 pm

Pro-tip: Add a delay of 5 minutes to ensure you get the most updated data in your Slack/ MS Teams message.

Step 4: Filter Criteria: You can add filters on the Object Properties if you want to only run the workflow for certain records that meet the set filter criteria. Filters on Sidekick work exactly like filters on HubSpot. 

For this use case, you could set a filter criteria if you want to run this workflow only when a contact comes from a specific “Source”, say the “Paid Social” source. 

To do this:

• Click on “Add Filters” and then “+Filter Group”
• Search for the HubSpot property, “Original Source”

• Next, define your logic by selecting “equals”

• Select the value you want to filter by, which in this case is “Paid Social” 
• To stack up multiple filters, click on the “and” button for an and combination. Or click on the “filter group” button for an or combination 
• Once you’re done adding all the filters you require, click on the “Save and Exit” button
• If you want this workflow to get triggered for all new contacts created, leave the filter criteria field blank

Step 5: Workflow Trigger: This is where you choose which Webhook Subscription you want Sidekick to run this workflow on. Any Webhook Subscriptions already created on Sidekick for the selected Object Type, will be visible in this dropdown for you to choose from. Since the Object Type for this workflow is Contact, you will have two pre-configured Webhook Subscriptions available here: “Contact Creation” and “Contact Deletion”. Select “Contact Creation”.

Step 6: Destination: This is where you choose whom to message on Slack/ MS Teams. You can choose from:

1. Channel: This will show a list of all the available public Channels for Sidekick to post on.
2. Deal Channel: This option will send the message on the mapped Deal Channel. This is only available for Deal based workflows. Please ensure you have HubSpot Deals and Slack/ MS Teams Channels mapped for this to run successfully.
3. Owner Type: If you want to route the message as a Direct Message on Slack/ MS Teams to the Object owner, choose “Owner”. This will allow you to choose HubSpot owner properties to route the message to.
4. Direct Message: This will populate a list of all the users you can choose to Direct Message.

Step 7: Message Template: Choose the Slack/ MS Teams message template you want to send with this workflow. You will only see compatible templates in the dropdown list, i.e. templates with the same Object Type and Trigger Type. If you need to create a new Template for a workflow, head over to Sidekick’s Templates page.

Once you’re done adding all the details, click on “Create Workflow”, and you’re good to go!
You can now get started with creating your own Event Based Workflows on Sidekick. Please feel free to connect with our team if you need help or have questions about what’s possible on Sidekick.