How to use Webhook Workflow in BotSailor: A Complete Beginner’s Guide using WooCommerce

BotSailor's Webhook Workflow is a powerful feature designed to automate real-time interactions between your business systems and WhatsApp. Whether you're managing an e-commerce store, handling customer inquiries, or streamlining service notifications, this guide will walk you through the essentials of setting up and utilizing Webhook Workflows in BotSailor.

 

 

 

What is a Webhook Workflow?

 

A Webhook Workflow in BotSailor allows you to connect external platforms (like Shopify, WooCommerce, or custom applications) to BotSailor using a unique Webhook Callback URL. When a specific event occurs in the external platform—such as an order being placed or a payment being confirmed—the webhook triggers BotSailor to send automated WhatsApp messages to your customers. In this tutorial we will use WooCommerce webhook as an example.

 

 

 

Step-by-Step Guide to Setting Up a Webhook Workflow

 

1. Create a Message Template

Before setting up the workflow, you need to create a message template that will be sent to your customers.

  • Navigate to: BotSailor Dashboard > Bot Manager > Message Template.

  • Click on: Create and provide a name for your template.

  • Compose your message: Include variables to personalize the message (e.g., customer name, order ID).

  • Submit for approval: Ensure the template complies with WhatsApp's guidelines and submit it for approval.

 

2. Set Up the Webhook Workflow

  • Navigate to: Webhook Workflow in the BotSailor Dashboard.

  • Click on: Create New Workflow and provide a descriptive name.

  • Select WhatsApp account: Choose the account from which messages will be sent.

  • Choose message template: Select the approved template created earlier.

  • Create Workflow: Click to generate a unique Webhook Callback URL.

 

3. Configure the External Platform

  • Access webhook settings: In your external platform (e.g., Shopify, WooCommerce) we will go for WooCommerce,  navigate to the webhook or notification settings.

  • Paste the Callback URL: Insert the Webhook Callback URL generated by BotSailor.

  • Set trigger events: Define the events that will trigger the webhook (e.g., order creation, payment success).

  • Save configuration: Ensure the settings are saved to establish the connection.

 

4. Map Incoming Data

  • Navigate to: Webhook Response Mapping in BotSailor.

  • Define data fields: Map the incoming data fields (e.g., order ID, customer name) to BotSailor's variables.

  • Ensure alignment: Confirm that the mapped data aligns with the variables used in your message template.

 

5. Utilize Data Formatter (Optional)

  • Access Data Formatter: Within the Webhook Workflow settings.

  • Process incoming data: Modify or format data as needed (e.g., combine product names, format dates).

  • Apply transformations: Ensure the data is in the desired format before sending messages.

 

6. Test and Activate the Workflow

  • Trigger a test event: From your external platform, initiate an event to test the workflow.

  • Verify message delivery: Ensure the WhatsApp message is received with correct data.

  • Activate workflow: Once confirmed, activate the workflow for live events.

 

 

Practical Use Cases

 

1. Order Notifications

Automatically send WhatsApp messages to customers for key order updates, such as:

  • Order confirmation

  • Shipping updates

  • Delivery confirmations

 

2. Abandoned Cart Reminders

Recover lost sales by reminding customers about items left in their cart through personalized WhatsApp messages.

 

3. Payment Confirmations

Notify customers of successful payments, enhancing their confidence and satisfaction.

 

4. Appointment or Service Updates

For service-based businesses, send WhatsApp updates about appointment confirmations, reschedules, or cancellations.

 

 

 

Benefits of Using Webhook Workflow

 

  • Automation Made Easy: Save time and reduce errors by automating repetitive tasks.

  • Real-Time Communication: Send instant notifications to customers for time-sensitive updates.

  • Seamless Integrations: Connect with platforms like Shopify, WooCommerce, or custom systems effortlessly.

Improved Customer Experience: Keep customers informed at every step of their journey with timely WhatsApp updates.

 

 

 

 

Additional Resources

Blog Post:

 

By following this guide, you can leverage BotSailor's Webhook Workflow to enhance your business operations, improve customer engagement, and streamline communication processes.

 

 

 

📌 Frequently Asked Questions (FAQs)

 

What is a Webhook Workflow in BotSailor, and how does it work?


A Webhook Workflow allows BotSailor to receive real-time data from external platforms like WooCommerce or Shopify. When a specified event (e.g., order creation) occurs, it triggers an automated WhatsApp message using a predefined message template.

 

 

What are the prerequisites before setting up a Webhook Workflow?


Before setup, you must create and get approval for a WhatsApp message template in BotSailor. This template will be used to send personalized messages triggered by external events.

 

 

How do I connect my WooCommerce store to BotSailor using a webhook?


You need to generate a Webhook Callback URL from BotSailor, then paste it into WooCommerce's webhook settings and select relevant trigger events like order creation or payment confirmation.

 

 

What is the purpose of the Webhook Response Mapping feature?


This feature allows you to map incoming data fields (like customer name, order ID) from your WooCommerce webhook to the variables in your BotSailor message template, ensuring accurate and personalized messages.

 

 

Can I format the incoming data before sending messages on WhatsApp?


Yes, BotSailor offers a Data Formatter tool within the Webhook Workflow, allowing you to modify or format data—such as combining product names or formatting dates—before sending it to the customer.

Powered by BotSailor.