Campaign Integration Triggers

Campaign Integration Triggers allow you to automatically connect your campaigns with external systems like CRM platforms and HR management tools. This enables automatic lead processing and contact synchronization.

Accessing Integration Triggers

To access Integration Trigger settings:

1. Navigate to your campaign details page
2. Click on the Sources tab in the main navigation
3. Select your desired integration from the vertical menu on the left side (e.g., "Zvoove", "CRM", etc.)

The Sources tab organizes all trigger methods (Email, API, and Integrations) in one convenient location with easy-to-navigate vertical tabs. Each connected integration appears as a separate tab, making it easy to manage multiple integrations for your campaign.

What are Integration Triggers?

Integration Triggers are automated connections between your campaigns and external systems. When properly configured, they can:

• Automatically pull contacts from external systems based on your criteria
• Trigger campaigns when new matching contacts are added to the external system
• Keep campaign data synchronized between systems

Available Integration Types

Different integrations support different trigger capabilities:

• Zvoove: Connect with HR recruitment campaigns and candidate data
• Talention: Connect with recruiting platform campaigns and candidate data
• HR4YOU: Sync new applicants from HR4YOU and optionally push call results back
• CRM Systems: Sync with sales leads and customer data
• Other Platforms: Additional integrations may be available based on your subscription

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Setting Up Integration Triggers

Prerequisites

Before setting up integration triggers, ensure you have:

• Connected the desired integration in the Integrations section
• Proper permissions in the external system
• Active campaigns or data sources in the external system

Configuration Steps

1. Open Campaign: Navigate to your campaign and open its details page
2. Go to Sources Tab: Click on the Sources tab in the main navigation
3. Select Integration: Choose your connected integration from the vertical menu on the left (e.g., "Zvoove Trigger")
4. Enable Integration: Turn on the integration toggle switch
5. Configure Settings: Set up the following options:

Search Type

Select the type of search you want to run for this integration. Different search types allow you to target specific data from your external system:

• Default - New Applications: Automatically pulls new applications or contacts that have been added since the last sync. This is the standard option for most campaigns.
• Talent Pool Research (available for some integrations): Search through existing candidates or contacts in your talent pool based on specific criteria, such as how long ago they were last updated.

Each search type may have additional configuration fields:

• Required fields are marked with an asterisk (*) and must be filled in before saving
• Optional fields can be left empty if not needed
• Field descriptions explain what each setting does

Example: When selecting "Talent Pool Research", you might see a field called "Days since last change" where you can specify how many days back to search for candidates.

For Zvoove's Default - New Applications search type, you can also use an optional field called Search (searchTerm). Use it to narrow down source results (for example by company name, candidate name, or another keyword). This field helps with the source search, but it does not replace the minimum setup for an enabled integration.

For HR4YOU's Default - New Applications search type, you can use:

• Application Status (applicationStatus, optional): filter by HR4YOU status ID or status name
• Benutzergruppe (benutzergruppe, optional): filter by group ID or group name

AI Filter

Describe what the AI should treat as relevant for this campaign. This is different from source search fields like Search (searchTerm), which control what is fetched from the external system. Examples:

• "Focus on automotive industry leads with budget over $50,000"
• "Senior management candidates with 10+ years experience"
• "New prospects from trade show events"

When the integration is enabled, you must add either an AI Filter or at least one attached reference before you can save.

Attach References

Select specific data sources from your connected system:

• Browse available references (campaigns, lists, segments)
• Select multiple references that match your campaign goals
• The system will automatically sync contacts from these sources

If you do not want to use an AI Filter, select at least one reference here before saving an enabled integration.

Push Call Results Back

Enable automatic sending of call outcomes back to your integrated system:

• When enabled: Call results and outcomes are automatically sent back to the integration after each contact is called
• When disabled: Call results remain only in your campaign (default behavior)
• This feature helps keep your external system updated with the latest call outcomes and contact status

Note: The "Push Results Back" switch is only shown for integrations that support this capability (e.g., Talention, Compleet). If you do not see this option, your integration does not support pushback.

Candidate Status Mapping

Some integrations (such as Talention) can send a specific candidate status back to the external system depending on the call result. When this feature is available and pushback is enabled, a Candidate Status Mapping section appears below the pushback switch.

This lets you map each call outcome to a candidate status in your external system:

• 🟢 Green contacts (Success) — Enter the status name to set when a contact has a positive outcome (e.g., "accepted")
• 🟡 Yellow contacts (Partial) — Enter the status name for a partial or inconclusive outcome (e.g., "interview")
• 🔴 Red contacts (Failure) — Enter the status name for a negative outcome (e.g., "rejected")
• ⚫ Not answered contacts — Enter the status name for contacts that could not be reached

Rules:

• All four status mappings must be filled in, or all must be left empty.
• Leaving all fields empty disables status-specific pushback (results are still sent, but without a specific candidate status).
• Each status name can be up to 100 characters long.
• You will see a validation error and cannot save if only some of the four fields are filled in.

Question → Custom Field Mapping

Some integrations (such as Talention) support custom field pushback, which lets you map campaign question identifiers to specific candidate custom fields in the external system. When this feature is available, the integration is enabled, and "Push Results Back" is turned on, a Question → Custom Field Mapping section appears below the Candidate Status Mapping.

This lets you automatically send specific call answers into the right fields in your external system:

• Left column (Question Identifier): Select a question identifier from your campaign's questions or extractors.
• Right column (Custom Field): Select the matching candidate custom field in the external system (e.g., Talention).
• Use the Add Mapping button to add a new row.
• Use the Remove button to delete a mapping row.

Rules:

• Each question identifier can only be mapped once (no duplicates allowed).
• Both sides of each row must be filled in before saving.
• Only answers that are present after a call are pushed — empty answers are automatically skipped.
• If a particular field update fails in the external system, the remaining mapped fields are still processed.

Note: The Question → Custom Field Mapping section is only visible when both "Push Results Back" is enabled and the connected workflow supports custom field pushback. If you do not see this section, your integration does not support this feature.

Save Configuration

After configuring your settings:

1. Click Save to apply the integration settings
2. The system will begin synchronizing data based on your configuration
3. New contacts matching your criteria will be automatically added to the campaign

Important: An enabled integration cannot be saved if both the AI Filter and Attach References fields are empty.

Testing Your Integration

Once your integration is enabled and configured, you can manually test the sync:

Manual Run Button

A Manual Run button becomes available when your integration is active. This allows you to:

• Manually trigger a campaign sync without waiting for the scheduled sync
• Verify that your integration is working correctly
• Test your configuration immediately after making changes
• Choose how many days in the past should be included in the manual sync (default: 30 days)

Important Notes:

• The Manual Run button only appears when the integration is enabled
• Be careful: This will make real requests to your external system
• A confirmation dialog will ask you to confirm before triggering the sync
• This is useful for troubleshooting or verifying your integration settings

To use the manual run:

1. Enable your campaign integration
2. Configure your settings and save
3. Look for the Manual Campaign Sync section with a yellow warning background
4. Set the number of days in the past to include
5. Click the Manual Run button
6. Confirm the action in the dialog that appears
7. Wait for the sync to complete - you'll see a success message when done

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How Integration Triggers Work

Automatic Synchronization

Once configured, integration triggers work automatically:

• Regular Sync: The system checks for new data at regular intervals
• Real-time Updates: Some integrations support immediate updates when new data is available
• Filtering: Only contacts matching your description and selected references are imported
• Deduplication: The system prevents duplicate contacts from being added

Contact Processing

When new contacts are found:

1. Validation: Phone numbers are validated and formatted correctly
2. Filtering: Contacts are checked against your campaign criteria
3. Import: Valid contacts are added to your campaign
4. Notification: You may receive notifications about new contacts added

Call Results Push-Back

When push-back is enabled for your campaign integration:

1. Automatic Sending: After each call is completed, the results are automatically sent to your integrated system
2. Complete Data: Call outcomes, transcripts, question results, and contact status are included
3. Real-time Updates: Your external system receives updates immediately after calls finish
4. Workflow Integration: The pushed data can trigger additional workflows in your external system

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Best Practices

Configuration Tips

• Be Specific: Use detailed descriptions to ensure only relevant contacts are imported
• Choose the Right Search Type: Select a search type that matches your campaign goals:
  • Use "Default - New Applications" for ongoing campaigns that need fresh leads
  • Use specialized search types like "Talent Pool Research" when you need to search existing data with specific criteria
• Fill Required Fields: Make sure to complete all required fields (marked with *) for your selected search type before saving
• Start Small: Test with a limited number of references before expanding
• Monitor Results: Regularly check import results and adjust settings if needed
• Push-Back Setup: Test push-back functionality with a small campaign first to ensure your external system handles the incoming data correctly
• Integration Limits: Only one integration can be enabled per campaign with push-back functionality

Data Quality

• Phone Numbers: Ensure external systems have properly formatted phone numbers
• Required Fields: Make sure essential contact information is available in the external system
• Regular Cleanup: Periodically review and clean up contact data in both systems

Security Considerations

• Permissions: Only grant necessary permissions to integration accounts
• Data Privacy: Ensure compliance with data protection regulations
• Regular Reviews: Periodically review integration settings and access

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Monitoring and Troubleshooting

Checking Integration Status

To monitor your integration triggers:

1. Go to the Integrations section to check connection status
2. View campaign details to see recent sync activity
3. Check contact import logs for any errors or issues
4. Use the Manual Run button to manually verify the integration is working

Common Issues

No Contacts Being Imported

• Verify the integration connection is active
• Check that your filter criteria and search type settings aren't too restrictive
• Ensure the selected search type matches the data available in your external system
• If using a specialized search type (like "Talent Pool Research"), verify that the additional field values make sense
• Ensure the external system has data matching your criteria
• Try using the Manual Run button to manually trigger a sync and see if any errors appear

Import Errors

• Check phone number formats in the external system
• Verify required fields are populated
• Review error logs for specific issues
• Use the Manual Run button to test your configuration immediately
• If saving is blocked, add an AI Filter or select at least one reference

Duplicate Contacts

• The system automatically prevents duplicates based on phone numbers
• Check if contacts have different phone number formats causing duplicates

Manual Run Not Working

• Ensure the integration is enabled (the Manual Run button only appears when integration is active)
• Verify that your integration connection is properly configured
• Check that you have proper permissions in the external system
• Review error messages that appear after clicking the Manual Run button

Push-Back Not Working

• Verify that push-back is enabled in your campaign integration settings
• Check that your external system is configured to receive push-back data
• Only one integration per campaign can have push-back enabled
• Review integration logs for any errors or connection issues

Question → Custom Field Mapping Not Appearing

• Confirm that "Push Results Back" is enabled
• Confirm that the integration itself is enabled
• This section only appears for integrations and workflows that support custom field pushback
• If the section still does not appear, your connected workflow may not support this capability

Getting Help

If you encounter issues:

1. Check the integration status and error logs
2. Review your filter criteria and selected references
3. Contact your system administrator
4. Reach out to support for technical assistance

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For more information about specific integrations, see the Integrations section.