Introduction
A webhook is a user-defined HTTP callback that is triggered when an event occurs. A web application that implements webhooks will POST a message to a URL when a particular event occurs at the source site.
In simple terms, you can alter or augment the behavior of a web page or a web application by using custom callbacks with a webhook method.
To learn more about webhooks, click here.
Why webhooks
You can use webhooks to notify your software application of changes that occur in Vtiger.
Business scenarios:
- Closed a potential deal in Vtiger? Then use webhooks to push customer information to a third-party application (maybe an accounting software) to automatically generate an invoice.
- You can push a newly created lead to a marketing list in your email marketing application.
How webhooks work
Webhooks help in communicating with third-party applications by sending instant web notifications. With webhooks, you can configure HTTP URLs and associate them with workflow rules to automate the notification process.
Webhooks supports all workflow-enabled modules.
Feature Availability
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Sales/Help Desk Professional
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Sales Enterprise
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Help Desk Enterprise
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One Professional
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One Enterprise
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Feature Availability
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Webhook
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✓
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✓
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✓
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✓
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✓
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Limits
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Calls per user
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250
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500
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500
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500
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500
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Calls per day
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25,000
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50,000
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25,000
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50,000
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50,000
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Setting up Webhook Action
Let us learn how to set up webhooks by considering Freshbooks as the third-party accounting software.
Follow these steps to set up webhook action:
- Click the User Menu on the top right corner of the screen
- Click the Settings button
- Look for the Automation section
- Select Workflows
- Click the +New Workflow button
- Select Standard
- Specify the basic information, workflow trigger, and entry criteria. To learn about them, click here
- Set up the webhook action by clicking the Add Action drop-down
- Select Webhook
- Enter the Action Title and Description
- Specify the URL of the third-party application under URL to Notify
- This supports two methods:
- POST - Creates a record in third-party
- PUT - Updates a record in third-party
- In our example, the closed deal’s data is sent to Freshbooks to create an invoice
- Example URL: POST - http://accounting_software_example_url.com
- Select the format in which you want to notify under Content Type
- Vtiger supports four content types: XML, JSON, JSONARRAY, and FORM
- Choose the Authorization Type
- Select the Basic Authentication radio button if the third-party provides an authenticated service. Otherwise, choose No Authentication
- If you choose Basic Authentication, then you must specify the username and password for the third-party account
- Provide the entity Parameters of the third-party and their values that you want to push.
- You must enter the following for the example considered: Accounting Software ID, Account ID, Public ID, Authtoken, Fields present in third-party and their respective values in Vtiger
- Click Save
Note:
- You can add up to three webhooks per workflow.
- You must add all the fields present in the third-party as parameters during the configuration.
- Authentication fields and Public ID are the mandatory parameters.
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Webhook Logs
Vtiger records every activity triggered when the configured event occurs. The log tables help you track the data that you send to the third-party application.
Follow these steps to view webhook logs:
- Click the User Menu on the top right corner of the screen
- Click the Settings button
- Look for the Automation section
- Select Workflows
- Open the workflow that has the webhook action configured
- Scroll down to the Actions section of the workflow
- Click the View Webhook log link shown beside the action
You will see the following details in a webhook log. You can filter the log according to different statuses.

Different log statuses
Here are the different log statuses:
- Queued: When the data is yet to be dispatched
- Dispatched: When the data has been dispatched to the third-party
- Success: When the data has been delivered to the third-party
- Failed: When webhook fails to send the data
Note:
- The web notifier service handles retries. There can be three retries:
- 1 hour for the first retry
- 2 hours for the second retry
- 4 hours for the third retry
- Every retry is logged in the webhook log.
- The record owner and all active admins are notified via email when a webhook fails.
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