Use cases
 min read

How to Trigger Handwritten Notes from Hubspot Workflows using Webhooks

Use Webhooks to send Handwritten Cards from Hubspot Workflows


In Hubspot, a workflow is an automated sequence that is set in motion by a specific trigger and then includes one or more steps. Workflows make it easy to initiate touchpoints with your leads and customers over the course of their lifecycle. You can automate messages that will help grow your business, without losing any of the personalization and relevancy needed to build strong customer loyalty.

Workflows help you send timely communications to recipients via email, SMS, and now real pen & ink handwritten notes via IgnitePOST!

Read on for more details on how to leverage the Webhook feature to send highly personalized handwritten note campaigns from any point within a workflow.

1. Log in to your IgnitePOST Account

If you don't have an IgnitePOST Account yet, click here to create a FREE account. Once logged in, navigate to the 'Letter Templates' area by first clicking on the 'Letter Templates' link at the top of the dashboard and then click the orange 'Create Letter Template' button.

We're going to create a letter template on IgnitePOST using the letter template designer. Once you have created a letter template on your IgnitePOST dashboard, we'll move over to Hubspot and show you how to trigger it.

2. Use the IgnitePOST Letter Template Designer to design your handwritten card

First start by giving your Letter Template a descriptive name.  This is for your internal use only, but since you can create as many Letter Templates as you want, it's a good idea to give each one a descriptive name.

3. Fill in Default Values

Fill in the default values you wish to use for your Return Address as well as card message. Since there is a limited space on the cards, we recommend typing out your card message here, where you're able to see a preview of the message and ensure it will fit on the card. Remember, when you trigger the handwritten card from your Hubspot workflow, you can overwrite every part of the card. However, using the designer here is the easiest way to set the card up first.

4. Select your Card Image

Select the card image you wish to use on the front of the card. You can choose an image from our card image library, or you can choose to upload your own image! Once you are happy, click the 'Create' or 'Update' button to save your letter template. Once you have saved your template, make a note of the template ID.

5. Trigger your Letter Template from Hubspot

Now that you have your letter template set up, let's head over to Hubspot and trigger that letter template at the appropriate time. To do so, log in to your Hubspot account and navigate to the Workflow where you would like to trigger your handwritten letter.

Find the area within the workflow where you would like your handwritten letter triggered and click on the plus ('+') button to bring up the Action panel.

6. Set up Custom Code

In the Action panel, click the dropdown for 'Data ops' and select 'Custom Code'. In the 'Description' field, give this action a descriptive name.

In the 'Property to include in code' section, add the properties you wish to use to personalize your letter. At a minimum, you will need the First Name and Last Name of the recipient, as well as the address fields for the recipient.  Enter the property names and map each to the correct value in your Hubspot CRM.

7. Obtain an API key from your IgnitePOST Dashboard

Visit the IgnitePOST dashboard and hover over your initials in the top right corner. From the dropdown menu, select ‘API Keys’ and then click the ‘Create API Key’ button.

Give your API key a descriptive name and then click ‘Create’. You will see your new API key listed and can click ‘Show’ to view your new API key.

8. Add Custom Code

In the 'Code' section of the Custom Code builder, copy and paste the custom code below. 


On line 20, make sure to update the text of your message with your desired message. 

On line 25, replace the text 'S3Cret_T0KEn' with your API key obtained from the step above.

On line 30, replace the letter template ID with the ID of the letter template you wish to trigger.

On line 34, make sure to replace 'pea' with the name of the handwriting style you wish to use.

9. Test the Action

Select a contact you wish to use to test the action and click the 'Test' button.  This will cause IgnitePOST to send an email to the email address on file with a preview of the handwritten card message as well as the design on the card.

If you notice anything that doesn't look quite right in the order preview, go back and tweak / change your messaging as appropriate and then trigger another test order.

10. Email IgnitePOST to Turn on your API Key

Once you are satisfied with your order previews, email support[at] and let us know you'd like to turn on your API key. A member of our support team will confirm your API key being turned live.

From here, your automation is live and ready to be used!  Be sure to turn on your workflow in Hubspot.  Any time a contact reaches this point in your workflow, a handwritten card will be written and mailed!

Happy Mailing!

Verified writer

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