Kick Off Workspaces via Zapier

Kick off Workspaces from Hubspot via Zapier

Using Zapier, you can automatically kick off Moxo workspaces based on some trigger in Hubspot. This article will guide you through the process of setting up a Zapier integration.

The pre-requisites required to get started are:

  • A Zapier account.
  • A Moxo account with the appropriate plan.
  • A Hubspot account.

 

Implementation

Step 1: Sign Up and Log In to Zapier

If you haven't already, sign up for a Zapier account. Once logged in, you'll be taken to the dashboard, where you'll create your Zap.

Step 2: Create a New Zap

Click on the 'Make a Zap' button located at the top left corner of the dashboard to start creating a new Zap.

Step 3: Set Up Hubspot as the Trigger App

In the Zap editor:

  1. Search and select Hubspot as the trigger app. 
  2. Select the trigger event. In this case, choose Updated Deal Stage as the event that initiates the Zap.
  3. Follow the prompts to connect your Hubspot account to Zapier. You'll need to authorize Zapier to access your Hubspot data.
  4. Once your Hubspot account is connected, under the trigger section, choose the Stage name for which you want to trigger a flow.
  5. In the additional properties to retrieve field, choose Users IDs of all deal owners.
  6. Test your Trigger.



Step 4: Set Up Action - Hubspot: Find Associations

Next, select Hubspot as the Action App. In this step, we’ll find the contact IDs associated with the deal record:

  1. Choose Find Associations as the action event for Hubspot.
  2. Continue with the Hubspot account you connected.
  3. In this action configuration, set The ID of the object you want to search the association as the deal ID from your trigger and set Type of the objects the from object is being associated with as contact.
  4. Test your action. This will give you the contact ID associated with the deal.



Step 5: Set Up Action - Hubspot: Get Contact

Next, select Hubspot as the Action App. In this step, we’ll find the contact information of the contact associated with the deal:

  1. Choose Get Contact as the action event for Hubspot.
  2. Continue with the Hubspot account you connected.
  3. Use Deal To Contact value from the above step in the Contact ID field.
  4. Test your action. This will give you the contact information, e.g name and email address of the contact.



Step 6: Set Up Action - Hubspot: Get Owner by ID

Next, select Hubspot as the Action App. In this step, we’ll find the deal owner:

  1. Choose Get Owner by ID as the action event for Hubspot.
  2. Continue with the Hubspot account you connected.
  3. Use Deal Owner value from the trigger step in the Owner ID field.
  4. Test your action. This will give you the deal owner's information, e.g name and email address.



Step 7: Set Up Action - Moxo: Start Flow Workspace

Next, select Moxo as the Action App. In this step, we’ll send the information from Hubspot to Moxo to Kick off a Moxo Workspace:

  1. Choose Start Flow Workspace as the action event for Moxo.
  2. Follow the prompts to connect your Moxo account to Zapier. You'll need to authorize Zapier to access your Moxo data.
  3. Select the Moxo Flow Template that you want to use to kick off the flow workspace.
  4. Once you select the template, it will load the roles fields of your template. Assign the name and email address of the client, and email addresses for the other roles.
  5. Name the Flow Workspace. To ensure unique naming conventions, you can use the deal name or the contact name.
  6. Choose your Hubspot Deal ID as a flow reference ID. The reference ID will help with sending any flow-related updates back to your Deal record to keep your CRM in sync. Learn more about how you can send flow updates.
  7. In the member Email, you have the option to add additional viewers that need to be part of the flow workspace.
  8. Test your action. A successful configuration will start a flow workspace with the deal information on your Hubspot.

 

Step 8: Name and Activate Your Zap

  1. Give your Zap a name that clearly describes its function, making it easier to identify in your Zapier dashboard.
  2. Activate your Zap. Once activated, your Zap will run automatically in the background based on the triggers and actions you've set up.

 

Step 9: Monitor and Troubleshoot

Regularly check the Zap's activity log to see if the Zap is starting new flow workspaces automatically when a deal stage changes in Hubspot.

If you encounter any issues or unexpected behavior, revisit the Zap settings to adjust and troubleshoot the problem.

Conclusion

By setting up this Zap using Zapier, you've automated the process of starting a new flow workspace when a deal is moved to Closed Won on Hubspot.