Workflow Triggers

Overview

Workflow Triggers transform your workflows into automated contact processing systems. When enabled, each workflow generates a unique URL that accepts contact information from external sources like web forms, CRM systems, or third-party applications. As soon as contact data is received through this URL, the system automatically adds the contact to your database and executes the associated workflow actions.

This automation eliminates manual data entry and ensures immediate follow-up actions, making it ideal for lead capture forms, integration with other platforms, and automated nurture sequences. You maintain full control over how duplicate contacts are handled, ensuring your database stays organized while maximizing automation efficiency.

How to Set Up Workflow Triggers

1. Navigate to Your Workflow and Enable the Trigger

Create or open your existing workflow, then locate the Trigger: Off link at the top of the workflow page. Click this link to access the trigger settings.

2. Configure Your Trigger Settings

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
Choose your duplicate handling preference from the dropdown menu
Click Close to save your settings

3. Configure Duplicate Handling Options

Select how the system should process contacts that already exist in your database:

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

Technical Implementation

HTTP POST Requirements

Send contact data using an HTTP FORM POST to your workflow trigger URL. Important: 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 fields 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 Integration: Use the Webhooks action in Zapier to connect hundreds of applications to your database workflows.

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

Workflow Triggers: 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, but you can create multiple workflows with different triggers if you need different processing rules for various lead sources.

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 a reasonable level of security. However, 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, you can 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.