How to Copy Marketplace App Variables to Kylas Fields Using Workflow

How to Copy Marketplace App Variables to Kylas Fields Using Workflow

Kylas CRM allows you to automate updates in lead/deal fields based on Marketplace App Triggers—like Payment Success, Form Submission, etc. You can fetch values from the marketplace variables and map them into any Kylas CRM field using the Edit Field action in Workflows.

Table of Contents

  1. Introduction

  2. Prerequisites

  3. What Are Marketplace App Variables?

  4. Steps to Copy Variables via Workflow

  5. Use Cases

  6. Benefits

  7. Conclusion


Introduction

Many marketplace apps in Kylas CRM (like WhatsApp integrations, telephony, automation, etc.) send additional data to the system when they trigger a workflow. These extra data points are called App Variables or Custom Variables.

Kylas Workflows allow you to extract these variables and copy them into your own Lead, Deal, or Contact fields, enabling better data enrichment, automation, and reporting.


Prerequisites

  • You must have:

    • Admin access to Kylas CRM.

    • The relevant Marketplace App installed and authorized (e.g., WATI, Twilio, Exotel, etc.).

    • Workflow access under Settings > Sales Automation > Workflows.

    • Custom fields created in the module (Lead/Deal/Contact) if you want to store the values from the app variables.

    • The app must support sending workflow triggers with custom variables.


What Are Marketplace App Variables?

When a Marketplace app (like WhatsApp, telephony, etc.) sends a trigger into Kylas Workflows, it can pass dynamic values such as:

  • Message content

  • Delivery status

  • Source phone number

  • Custom tags or status

  • Call duration

  • Recording URL

These can be used as dynamic variables inside workflow actions.


Steps to Copy Marketplace Variables to Kylas Fields

Step 1: Go to Workflows

  • Navigate to Settings > Sales Automation > Workflows.

  • Click on Create Workflow (or edit an existing one).

Step 2: Select Entity

  • Select the entity for which you want to copy marketplace variables.

Step 3: Set Action Type and Trigger

  • Action Type: Marketplace App Trigger

  • Trigger Selected: Payment Success

  • This trigger is fired when the marketplace app confirms a successful payment.

Step 4: Set Conditions to Schedule the Action

  • All Deals: The action will apply to all deals where this trigger is received.

  • You can optionally filter deals (e.g., based on deal owner or stage) using Based on Conditions.

Step 5: Select When to Perform Action

  • Time Reference: 15 Minutes After

  • Date Property: Updated At

  • This introduces a delay. The system will wait 15 minutes after the "Updated At" time before performing the action.

  • Optional but useful for sequencing workflows smoothly.

Step 6: Set Conditions to Execute the Action

  • All Deals again selected, meaning the action will be executed without filtering.

  • You can add conditions here too (e.g., only if a custom field like Payment Method = Razorpay).

Step 7: Set Actions to be Performed

  • Action Type: Edit Field

  • You are updating the Pipeline field of the Deal.

  • New Value: Default Deal Pipeline > Enrolled

  • This means the Deal will be moved to the Enrolled stage of the Default Deal Pipeline.

  • Once again, choose the action type as "Edit Field", then select the field whose value you want to copy. Click on "Copy Field Value", and adjust the value by increasing or decreasing it relative to the selected record’s field value.

Notes

🟦 Note: You can add more actions like updating custom fields (Payment ID, Amount, Payment Date, etc.) with Marketplace Variable Mapping here.



Use Cases:

Use Case

Description

WhatsApp Message Logging

Store incoming message body in a custom text field

Delivery Status

Update a custom field like "WhatsApp Status" or "Call Outcome"

Call Duration

Log duration of calls from a telephony integration

Source App Tagging

Automatically tag the source (WATI, Exotel, Interakt) for better segmentation

Last Interaction Details

Create “Last Interaction Summary” field from message/call info


Benefits:

Benefit

Description

🔹Data Enrichment

Auto-fill lead/deal/contact records with rich data from apps

🔹Personalized Workflows

Create more granular, condition-based workflows using these new fields

🔹Audit Trail

Keep track of communication outcomes inside CRM records

🔹Reporting

Use copied data in reports, filters, and dashboards

🔹Automation

Trigger follow-up actions based on marketplace interactions



Conclusion

Using Marketplace App Triggers in Kylas Workflows is a powerful way to keep your CRM data synchronized with external platforms (like payment gateways, form tools, and WhatsApp integrations). The screenshot you provided demonstrates an excellent example of automating deal pipeline movement based on Razorpay’s payment confirmation.

Once live, this setup ensures your team always works with updated, accurate data—leading to faster actions and better customer experience.


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