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Automatically generate and deliver personalized videos via HubSpot + Zapier

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How to integrate personalized video into your workflow?

Most users prefer to send personalized videos directly from their CRM. So in this guide, we will show you how to integrate HeyGen to your CRM workflow using Zapier.

The end goal is to have a personalized video email automatically sent to a contact once we add them to a list in the CRM.

This is a basic flow diagram of how the systems will interact with each other.


Watch the overview here: https://www.loom.com/share/826a08974f9e4a6ea5a86bd49edf203e


Setup overview

📘

We will be using HubSpot as the CRM in this example. But similar concept should apply to other CRMs as well.

⚠️

You will need HubSpot Marketing Hub Professional Plan to complete this tutorial

The following features are only available in Marketing Hub Professional Plan or above:

  • Workflow (for automatically sending out emails once personalized videos are done generating)

Basic setup

  1. HeyGen setup
    • create video template
    • create folder
  2. CRM setup
    • Create custom fields
    • Create email template
    • Create list

Configure workflow

  1. Step 1: trigger video generation when contact is added to list
  2. Step 2: update custom fields in CRM when video is done generating
  3. Step 3: send email with personalized video when custom fields are updated

In the rest of this tutorial, we will walk you through the setup process end to end.

Basic Setup

1- [HeyGen] Create personalized video template

The very first step is to create a personalized video template. In the template, you can insert variables by using this notation: {{variable_name}}

Optional but highly recommended: You should create a new folder so you can organize all of your personalized videos for a given project in this folder.

Watch the video tutorial here: https://www.loom.com/share/beffe0d4b8f7494d90e19ba737975250


2.a [HubSpot] Create custom fields

In order for your CRM to send out personalized videos, we need to create some custom fields in the CRM to store the video information.

There are two pieces of data we need to store in the CRM in order to send out personalized video emails:

Create two new fields in the contacts object:

  • heygen_video_share_page_url
  • heygen_video_gif_url

Watch the video tutorial here: https://www.loom.com/share/7a7ce5c4461340258c5414a6c09ee561


2.b [HubSpot] Create email template

We need to create an email template to include the generated personalized video.

To insert the GIF preview thumbnail into the email template, use this HTML snippet:

<div style="padding: 24px 0">
  <a href="{{contact.heygen_video_share_page_url}}">
    <img style="height: 270px" src="{{contact.heygen_video_gif_url}}" alt="preview image" />
  </a>
</div>

⚠️

Pay attention to the variable names

contact.heygen_video_share_page_url and contact.heygen_video_gif_url follows the variable notation for HubSpot. However, it can vary between different CRMs.

Make sure to use the correct variable notation for your CRM.


Watch the tutorial here: https://www.loom.com/share/5273fdca526a4af4aec8661d86972df2


2.c [HubSpot] Create list

In this example, we will trigger a personalized video creation by adding a contact to a list.

When a contact is added to a list, it triggers an event. We will then listen to that event using Zaiper and send a video generation request to HeyGen.

There are multiple ways to fire off this trigger, add contact to list is just one of them:

  • Create new contact
  • Update contact
  • Add contact to workflow
  • …

📘

Check the existing Zapier integration with your CRM and see the list of available triggers.


Watch the video tutorial here: https://www.loom.com/share/0051a1c92aac402b964895939c3dd04f


Configure workflow

Workflow step 1: trigger video generation [Zapier]

When a contact is added to list, we want to trigger an automatic request to HeyGen to generate a personalized video for the contact.

We will pass along any variable from the CRM to HeyGen by using this notation in Zapier: text.variable_name.content

⚠️

For the callback_id , use the object/record ID from the CRM if available. Otherwise, you can use email as the callback_id.


Watch the video tutorial here: https://www.loom.com/share/3ea385e96baf4b87a361f6fbc088197a


Workflow step 2: push video data back to CRM [Zapier]

When the personalized video is done generating, we want to automatically push the video data back into the CRM.

We will store the video data in the custom fields we defined earlier:

  • contact.heygen_video_share_page_url
  • contact.heygen_video_gif_url


Watch the video tutorial here: https://www.loom.com/share/0ae1ab7c69c8452c9ab463dc0b09f6cc


Workflow step 3: automatically send email with personalized video [CRM]

In most cases, when a personalized video is done generating, users want to send it via email automatically. And the best way to do that is to configure an automatic workflow using the CRM’s internal workflow builder.

📘

Workflow builder is a fairly standard feature across most modern CRMs / marketing automation platforms.

❗️

Please note, HeyGen is not involved in this step. This step entirely relies on your CRM’s internal capability.


Watch the video tutorial here: https://www.loom.com/share/2b332f94ff10444b8c8bf5e92833bf31


Conclusion

By following along all the steps above, you should have integrated HeyGen with your CRM and created an end-to-end workflow to generate and deliver personalized video emails automatically.

Updated 6 days ago