Use WoodsPortal timeline events and workflow actions

WoodsPortal can publish supported activity to HubSpot timelines and expose WoodsPortal actions in HubSpot workflows.

Review a timeline event

1. Open a HubSpot record with WoodsPortal activity.
2. Open the activity timeline.
3. Filter or locate the WoodsPortal event.
4. Review the event context shown on the record.
5. Use the linked record or resource context only when the event provides it.

Add a WoodsPortal workflow action

1. Open the relevant HubSpot workflow.
2. Add an action.
3. Choose a WoodsPortal action that is currently published for the connected app.
4. Complete only the configuration fields shown by HubSpot.
5. Review enrollment, permissions, and test-record impact.
6. Test the workflow with a safe record before activating it broadly.

Available events and actions

• Supported timeline events include: Email Log, File Downloaded, File Uploaded, File Viewed, Folder Created, Login, Logout, Note Created, Record Created, Record Updated, and Record Viewed.
• Available workflow actions include: Sync Contact Access Abilities, Copy Resource, Sync New Contact to WoodsPortal, and Create Folder. Action-specific behavior and limits still depend on the installed app version.
• Available event properties include the following fields:
• Email Log: Body HTML, Body Text, Date and Time, Email Address, Email ID, First Name, Identifier Email, Last Name, Object Name, Portal Name, Record ID, and Record Link.
• File Downloaded, File Uploaded, and File Viewed: Date and Time, Email Address, File ID, File Manager Link, File Name, Identifier Email, Object Name, Object Type ID, Portal Name, Record ID, and Record Link.
• Folder Created: Date and Time, Email Address, File Manager Link, Folder ID, Folder Name, Identifier Email, Object Name, Object Type ID, Portal Name, Record ID, and Record Link.
• Login and Logout: Date and Time, Email Address, First Name, Identifier Email, Last Name, and Portal Name.
• Note Created: Body HTML, Body Text, Date and Time, Email Address, Identifier Email, Note ID, Object Name, Object Type ID, Portal Name, Record ID, and Record Link.
• Record Created and Record Viewed: Date and Time, Email Address, Identifier Email, Object Name, Object Type ID, Portal Name, Record ID, and Record Link.
• Record Updated is included among the supported timeline events. Check the event configuration in your connected HubSpot account for available fields.
• Workflow execution depends on the app installation, authorization, configuration, and the action’s own requirements.

Troubleshooting

• If an event is absent, confirm that the relevant WoodsPortal activity occurred and that the app event is available for the record.
• If a workflow action is missing, confirm the installed app version and connected account.
• If a test fails, review the workflow history and WoodsPortal job or operational result before enabling the workflow.

Access-related workflow actions

• The verified app version exposes actions named Sync New Contact to WoodsPortal and Sync Contact Access Abilities.
• Use only the actions currently visible in the connected HubSpot account because names and availability can depend on the installed app version.
• Before enrollment, confirm the Woods Portal Access value and Primary Company relationship when that access model is used.
• Test access changes with a safe contact and review the workflow history before enabling broad enrollment.

Figure: Review WoodsPortal events on a HubSpot record and choose from the verified WoodsPortal workflow actions.

Configure the contact-sync fields

The Sync New Contact to WoodsPortal action provides Target record and Portal ID fields. The example uses Enrolled contact and Portal ID 366; replace 366 with your intended portal ID. Sync Contact Access Abilities also provides a Portal ID field. Confirm which fields are required in your installed app version before saving.

Figure: Target record and Portal ID settings in Sync New Contact to WoodsPortal (1) and Sync Contact Access Abilities (2).