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

The first step to setting up your HubSpot workflow integration is to connect your HubSpot and Vidyard accounts.

1. Sign in to your Vidyard account
2. Select Admin > API tokens from the main menu, then copy and paste the Admin API token into your notepad
3. Select Admin > Integrations from the main menu, then Add next to the HubSpot AIA Integration
4. Sign in to the HubSpot account you'd like to connect to Vidyard, then select Choose Account and Next to confirm. 
   
5. Copy and paste the HubSpot webhook into your notepad, then select Next
6. Copy the link in Configure Your AI Video Workflow into the field below it (webhook_url) then select Finish 
   

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 HubSpot platform 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.

Create a custom property for your contacts

Vidyard needs a custom property field to store a video's unique identifier (UUID) on any contact's record. This value allows Video Agent to associate a video with a viewer, so that they're provided the correct personalized AI video.

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 when finished
   • Name: Vidyard Video ID
   • Object type: Contact
   • Group: Contact/Contact information
   • Field Type: Single-line text

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 to an existing email template.

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

2. Select Automated, 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

   • 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="https://share.vidyard.com/watch/{{contact.vidyard_video_uuid}}?vyemail={{contact.email }} <img src=https://play.vidyard.com/{{contact.vidyard_video_uuid}}.jpg?email=1 /><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 HubSpot Workflow trigger 

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 that will create an AI video and import its unique identifier (UUID) into that contact's record by selecting +, then Data Ops > Send a webhook

5. Select the POST Method from the dropdown, then paste the Webhook URL from your Vidyard campaign workflow 

   

6. Enter the values found in your Vidyard Workflow's Variable Keys into the webhook's Request body
   • Select View to see your variable list for HubSpot
7. Add a static value labeled campaign_id, and add the Campaign ID from your Vidyard campaign workflow
8. Select Save, then Review & Publish to finish

Create a HubSpot Workflow to send your videos

The Workflow you create in HubSpot will send your email template out to your contacts with a personalized video just for them, as soon as it's been created.

1. Create a trigger that happens when an event occurs
2. Select Property value changed from the list of available criteria
3. Choose Vidyard Video ID as the property name, and is known as the new value from the dropdown menus provided
4. Select Done and Save to finish creating the trigger
5. Add an Action by selecting +, then Communications > Send Email
   • This example sends an email to a contact, but you can have any Action you like occur here, depending on how you want your workflow to function (eg. send a message, create a task, etc.)
6. Select Enrolled contact under Send To, and choose the email template you created from the dropdown menu
7. Select Save, then Review & Publish to finish