How to set up Video Agent in your HubSpot workflow

Want to reduce the amount of time your team spends on outreach? Use the Video Agent for HubSpot workflow in your Vidyard campaigns to automatically create and send personalized video messages to your contacts when they take certain actions, like booking a demo or filling out a form.

This article will walk you through setting up Video Agent step-by-step—connecting the integration in Vidyard, creating a campaign, and configuring your HubSpot workflows. The steps here are an example of how to best use Video Agent, but you can further customize your workflow in HubSpot to meet your specific needs.

Please note, throughout this process you will need to copy values to use in later steps, so we recommend having a text program like Notepad handy.

Connect your HubSpot workflow in Vidyard

Next, you'll connect your HubSpot and Vidyard accounts so that Vidyard can send information into your HubSpot workflow.

1. Sign in to your Vidyard account
2. Select Admin > Integrations from the main menu, then Add next to the Video Agent for HubSpot integration
3. Sign in to the HubSpot account you'd like to connect to Vidyard and select Choose Account, then Finish to complete the process.
   

Choose a Vidyard Campaign for your workflow

To create AI videos for your viewers, you need to create a campaign in Vidyard that Video Agent can follow. You can use dynamic variables in your script (eg. {{first name}}, etc.) to personalize videos for each viewer.

Once you've created a campaign (or selected an existing one), select that campaign's Workflow tab, and pick the Video Agent for HubSpot option from the dropdown menu.

You'll need the values provided on this page when creating a workflow in HubSpot, so copy them into your notepad for future steps, or keep this screen open in a separate tab.

Create a custom property for your contacts (optional)

In the next step on how to create a workflow trigger, you'll be choosing how the avatar is selected for your generated videos (learn more). 

If you'd like to use one specific avatar for all generated videos, you'll need to create a custom property and assign that avatar user's email to the property.

1. Login to HubSpot, and select Settings
2. Select Properties under Data Management, then Create Property
3. Use the following values for the new property (case sensitive), then select Create
   • Name: Static Avatar
   • Object type: Contact
   • Group: Contact/Contact information

   • Field Type: Single-line text

     

4. Assign the email of the user whose avatar you'd like to use as a value for the Static Avatar property to any contacts you'll be sending videos to
   • For full instructions, follow HubSpot's walkthrough on How to bulk edit records
   • The email address must match the email they use in Vidyard

Create an email template in HubSpot 

Send a personalized video to each of your contacts by creating an email template that can be triggered in your HubSpot Workflow. 

The steps below show you how to make a new email template, but you can also add the code provided here in step 4 to an existing email template.

1. Select Marketing > Email from the main menu, then Create Email

2. Select Automated so you can use this template in your workflow, then Next 

   

3. Choose Create a new template, then name your template and Create Template
4. Add the following code by dragging and dropping an HTML module wherever you'd like the personalized video to appear, then entering the campaign share link and thumbnail URL values from the Workflow tab of your Vidyard campaign

   • When a viewer opens the email, the code imports their name and company form their contact record, as well as a thumbnail image for their personalized video  

     <p>
       <a href="your campaign share link">
       <img src="your campaign thumbnail URL" /><br/>
         Video for {{contact.firstname}} at {{contact.company}}
       </a>
     </p> 

5. Customize the rest of the email to your liking, then select Review & Publish when finished

Configure a trigger for your HubSpot workflow

The trigger you create in your HubSpot Workflow sends a request to Vidyard to create an AI video for a contact. You can use any trigger you like, for example, if a viewer fills out a form or visits your website.

1. Select Automation > Workflows from the main menu, then Create Workflow
2. Select From Scratch > Blank to select a workflow, then Next
3. Add a trigger event (eg. a form submission)
4. Add an action by selecting the + button,
   • This action will create an AI video and import its unique identifier (UUID) into that contact's record
5. Select the Vidyard Custom Actions dropdown under Integrated Apps, then Connect Vidyard Campaign
6. Choose your Vidyard campaign from the dropdown menu, then map all variables you used in that campaign to a HubSpot property. You can find a full list of your variables in the Vidyard campaign's Workflow tab.
   • The value in the Contact Owner field determines the videos' avatar. Learn more
   • Enter a value in the Vidyard Variable field, then the HubSpot property you'd like to map it to in the corresponding HubSpot Property field.
     • For example, Vidyard Variable 1 - Company Size --> HubSpot Property 1 - Company Size
   • All variables used in your Vidyard campaign must be mapped to a HubSpot property. Unmapped variables can cause errors in video creation.

7. Select Save, then Review & Publish to finish 

   

Add branches to your HubSpot workflow actions

Adding branches ensures that your workflow stops if there's an error in one of your actions, allowing you to fix any issues before the flow continues. Place a branch underneath an action to have your workflow stop if that action fails, or continue if it succeeds.

1. Select + below the action you want to add a branch to, then Branch
2. Select One property or action output from the list of options
3. Select Action outputs from the dropdown menu and This action's final success or failure state from the list of properties, then Next to continue
4. Add 2 branches with the following values, then Save to finish
   • Branch 1 - Is equal to > Succeeded
   • Branch 2 - Is not equal to > Succeeded

Add an action with your email template

To send a personalized video to each of your contacts, you need to select an email template to add to your workflow. This action is added under the Succeeded branch you created in the previous step, so that an email is sent when your workflow is successfully functioning.

1. Select + under your = Succeeded branch
2. Select Communications, then Send Email
3. Select an email template from the dropdown menu, then select Save  

Once you've finished adding the email, your branches should look similar to the image below, depending on your setup.

Update or delete the HubSpot Video Agent integration

If you need to connect your Vidyard Video Agent to a different HubSpot account, or remove an integration altogether, you can do so from Admin > Integrations. Select the menu (3 dots) beside any Video Agent integration to update or delete it.

Frequently asked questions

How do I choose what avatar is used for Video Agent's videos?

The videos that are created by Video Agent are determined by what HubSpot property you select in the Contact Owner section when creating your HubSpot workflow trigger.

• Contact Owner - Selecting this HubSpot property gives you a dynamic avatar, based on the user that owns each contact. For example, if George owns the contact jennifer.example@email.com, any video sent to her would have George's avatar. Please note that the email address for each Contact Owner must match their Vidyard email address in order to use the correct avatar.
• Static Avatar - Selecting this HubSpot property sets someone's avatar as the single static avatar for all videos created by this workflow. To use this option, you'll need to create a custom property and assign the avatar user's email address as that property's value.