How to Set Up Workflow Triggers

Why This Matters

Workflow Triggers turn your workflows into automated contact processing systems. When you enable a trigger, your workflow generates a unique URL that accepts contact information from external sources like web forms, Zapier, or any system that can send data. The moment contact data arrives, the system automatically adds the contact and runs your workflow actions—eliminating manual data entry and ensuring immediate follow-up.

Before You Begin

Create and configure the workflow you want to use with your trigger. Plan which actions should run when new contacts arrive (like opting them in for email, assigning tags, or sending notifications). You should also decide how you want to handle duplicate contacts before enabling your trigger.

Step-by-Step Instructions

1. Open Your Workflow and Access Trigger Settings

Go to Automations and open the workflow you want to use for automated contact processing. Click Trigger: Off at the top of the workflow page.

This opens the trigger configuration window where you'll enable the trigger and get your unique URL.


2. Enable the Trigger and Copy the URL

In the trigger settings window, click to change Trigger: Off to Trigger: On. Click the Copy URL clipboard icon to copy your unique trigger URL.

This URL is what your external systems will send contact data to. Keep it secure and only share it with trusted integrations.


3. Configure Duplicate Handling

Choose how the system should process contacts that already exist in your database from the duplicate handling dropdown:

  • Update and Run: Update the contact with new information and execute the workflow
  • Update Only: Update the contact information but skip running the workflow
  • Run Only: Execute the workflow without updating existing contact information
  • Do Nothing: Skip both updating and workflow execution for existing contacts

Most users choose "Update and Run" for lead capture forms to ensure contacts get the latest information and workflow actions trigger each time.


4. Save Your Settings

Click Close to save your trigger configuration.

Your workflow trigger is now active and ready to receive contact data from external sources.

Technical Implementation

HTTP POST Requirements

Send contact data using an HTTP FORM POST to your workflow trigger URL. Data must be sent as form fields in the POST body—not as URL query parameters.

Available Form Fields

Include any of these field names in your POST request:

  • first_name - Contact's first name
  • last_name - Contact's last name
  • email - Email address
  • phone - Phone number
  • company - Company name
  • address - Street address
  • city - City name
  • state - State or province
  • zip - ZIP or postal code
  • website - Website URL
  • notes - Additional notes or comments

Additional custom fields are available and listed in the Workflow Trigger Help pages linked on the setup page.

Integration Examples

Web Forms: Configure your website contact forms to POST data directly to your trigger URL.

Zapier: Use the Webhooks by Zapier action to connect hundreds of applications to your workflows.

CRM Systems: Set up your existing systems to send new leads automatically through the trigger URL.

Questions and Answers

Q: What happens if I send the same contact multiple times?

A: The system behavior depends on your duplicate handling setting. You can configure it to update the contact and run the workflow, update only without running the workflow, run the workflow without updating, or do nothing for duplicates.


Q: Can I use the trigger URL with any external system?

A: Yes. Any system capable of sending HTTP POST requests can use workflow triggers. This includes web forms, CRM systems, marketing platforms, and automation tools like Zapier.


Q: How do I know if my trigger is working correctly?

A: Test your trigger by sending a sample POST request with contact data. Check your contacts database to verify the contact was added and review the workflow activity to confirm it executed properly.


Q: Can I have multiple triggers for the same workflow?

A: Each workflow can only have one trigger URL. If you need different processing rules for various lead sources, create multiple workflows with different triggers.


Q: What should I do if my trigger stops working?

A: Verify that your external system is sending data as form fields in a POST request, not as URL parameters. Check that all field names match the expected format and ensure the trigger is still enabled in your workflow settings.


Q: How secure are workflow triggers?

A: Trigger URLs are unique and difficult to guess, providing reasonable security. Avoid sharing trigger URLs publicly and consider implementing additional validation in your external systems if handling sensitive data.


Q: Can I track which leads came from specific sources?

A: Yes. Include custom fields in your POST data to identify lead sources, or create separate workflows with different triggers for each source to maintain clear tracking and apply source-specific automation rules.

Guide Type: How-To Guide

Estimated Time: 5 minutes

Next Guides: How to Add Contacts from Zapier Using Workflow Triggers, How to Create Your First Workflow, About: Workflow Automation

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