Webhook Out Task¶

Overview¶

The Webhook Out Task sends data to external systems via HTTP/HTTPS. It's the universal integration tool for connecting BaseCloud to any web service, API, or application that accepts HTTP requests.

When to use this task:

• Send data to external CRMs, ERPs, or databases
• Trigger actions in third-party systems (Slack, Zapier, Make)
• Post to custom APIs and webhooks
• Sync data with external services
• Submit forms programmatically
• Update external databases
• Trigger serverless functions

Key Features:

• All HTTP methods (GET, POST, PUT, PATCH, DELETE)
• Custom headers and authentication
• JSON, XML, or form-encoded data
• Dynamic URL construction
• Response parsing and output fields
• Retry logic and error handling
• OAuth2 and API key support

[SCREENSHOT NEEDED: Webhook Out task configuration showing URL, method, headers, and body fields]

Quick Start¶

1. Add Webhook Out task to workflow
2. Select HTTP method (GET or POST usually)
3. Enter destination URL
4. Add request body (for POST/PUT)
5. Configure headers if needed
6. Save and test

Simple Example:

Method: POST
URL: https://api.external-system.com/contacts
Headers: 
  Content-Type: application/json
  Authorization: Bearer your_api_key
Body:
{
  "email": "{{task_15001_email}}",
  "name": "{{task_15001_full_name}}"
}

HTTP Methods¶

POST - Create New Data¶

Most common method for sending data to APIs.

When to use: - Create new records - Submit forms - Send notifications - Trigger actions

Configuration:

Method: POST
URL: https://api.system.com/contacts
Body: { "email": "{{task_15001_email}}" }

GET - Retrieve Data¶

Fetch information from external system.

When to use: - Look up data - Check status - Retrieve records

Configuration:

Method: GET
URL: https://api.system.com/contact?email={{task_15001_email}}

Note: GET requests typically don't have body.

PUT - Update Existing Data (Complete)¶

Replace entire record with new data.

When to use: - Update all fields of existing record - Replace full document

Configuration:

Method: PUT
URL: https://api.system.com/contact/12345
Body: { "email": "new@email.com", "name": "New Name" }

PATCH - Update Existing Data (Partial)¶

Update specific fields only.

When to use: - Update few fields - Partial updates preferred by API

Configuration:

Method: PATCH
URL: https://api.system.com/contact/12345
Body: { "phone": "{{task_15001_phone}}" }

DELETE - Remove Data¶

Delete records from external system.

When to use: - Remove contacts - Cancel subscriptions - Clean up data

Configuration:

Method: DELETE
URL: https://api.system.com/contact/12345

URL Configuration¶

Static URL¶

Simple fixed endpoint:

https://api.system.com/webhook

Dynamic URL with Variables¶

Build URLs from workflow data:

https://api.system.com/contact/{{task_15001_contact_id}}
https://crm.example.com/deals/{{task_47001_deal_id}}/update
https://api.service.com/{{task_42001_endpoint}}

Query Parameters¶

Add parameters to URL:

Method 1 - In URL:

https://api.system.com/search?email={{task_15001_email}}&status=active

Method 2 - Separate fields:

URL: https://api.system.com/search
Query Parameters:
  email: {{task_15001_email}}
  status: active
  limit: 10

URL Encoding¶

Special characters are automatically encoded:

{{task_15001_company}} = "ABC & Co."
Result: ABC%20%26%20Co.

Headers¶

Content-Type¶

Tells server what format you're sending:

JSON (Most Common):

Content-Type: application/json

Form Data:

Content-Type: application/x-www-form-urlencoded

XML:

Content-Type: application/xml

Plain Text:

Content-Type: text/plain

Authorization¶

API Key in Header:

Authorization: Bearer your_api_key_here

Basic Auth:

Authorization: Basic base64(username:password)

Custom API Key Header:

X-API-Key: your_api_key
Api-Token: your_token

Accept¶

Tell server what format you want back:

Accept: application/json

Custom Headers¶

Add any headers required by the API:

X-Custom-Header: value
User-Agent: BaseCloud/1.0
X-Request-ID: {{task_48001_timestamp}}

[SCREENSHOT NEEDED: Headers configuration interface showing key-value pairs for multiple headers]

Request Body¶

JSON Body (Most Common)¶

Simple object:

{
  "email": "{{task_15001_email}}",
  "first_name": "{{task_15001_first_name}}",
  "last_name": "{{task_15001_last_name}}",
  "phone": "{{task_15001_phone}}"
}

Nested object:

{
  "contact": {
    "email": "{{task_15001_email}}",
    "name": "{{task_15001_full_name}}"
  },
  "metadata": {
    "source": "BaseCloud",
    "created": "{{task_48001_current_datetime}}"
  }
}

With arrays:

{
  "email": "{{task_15001_email}}",
  "tags": ["Customer", "VIP", "{{task_47001_source}}"],
  "custom_fields": [
    {
      "field": "lead_score",
      "value": "{{task_15001_custom_lead_score}}"
    }
  ]
}

Form-Encoded Body¶

For application/x-www-form-urlencoded:

email={{task_15001_email}}&name={{task_15001_full_name}}&phone={{task_15001_phone}}

XML Body¶

<?xml version="1.0"?>
<contact>
  <email>{{task_15001_email}}</email>
  <name>{{task_15001_full_name}}</name>
  <phone>{{task_15001_phone}}</phone>
</contact>

Raw Text Body¶

Contact: {{task_15001_full_name}}
Email: {{task_15001_email}}
Message: {{task_55001_message}}

Authentication¶

Bearer Token¶

Headers:
  Authorization: Bearer eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9...

API Key¶

In Header:

Headers:
  X-API-Key: sk_live_abc123xyz789

In URL:

URL: https://api.system.com/endpoint?api_key=your_key_here

Basic Authentication¶

Headers:
  Authorization: Basic base64_encoded_credentials

Calculate Base64: 1. Combine: username:password 2. Encode to Base64 3. Use in header

OAuth2¶

For OAuth2 APIs: 1. Go to BaseCloud Admin → Integrations 2. Configure OAuth2 app credentials 3. Authorize connection 4. Reference in task: {{oauth2_token}}

Response Handling¶

Output Fields¶

Parsing JSON Responses¶

Access response data using JSON path:

Response:

{
  "id": 12345,
  "status": "created",
  "contact": {
    "email": "john@example.com",
    "crm_id": "CRM-789"
  }
}

Access fields:

{{task_1001_response_body.JSON.id}} → 12345
{{task_1001_response_body.JSON.status}} → created
{{task_1001_response_body.JSON.contact.crm_id}} → CRM-789

Status Code Handling¶

Check if request succeeded:

If Task: {{task_1001_response_code}} Equals 200
  True: Continue with success actions
  False: Handle error

Common status codes: - 200 OK - Success (GET) - 201 Created - Success (POST) - 204 No Content - Success (DELETE) - 400 Bad Request - Invalid data sent - 401 Unauthorized - Auth failed - 404 Not Found - Endpoint/resource missing - 500 Server Error - External system error

Real-World Examples¶

Example 1: Slack Notification¶

Workflow: 1. Website Form 2. Match to Client 3. Webhook Out - Post to Slack

Configuration:

Method: POST
URL: https://hooks.slack.com/services/YOUR/WEBHOOK/URL

Headers:
  Content-Type: application/json

Body:
{
  "text": "New lead received!",
  "blocks": [
    {
      "type": "section",
      "text": {
        "type": "mrkdwn",
        "text": "*New Lead:* {{task_15001_full_name}}\n*Email:* {{task_15001_email}}\n*Phone:* {{task_15001_phone}}"
      }
    }
  ]
}

Example 2: Sync to External CRM¶

Workflow: 1. CRM Trigger - Contact created 2. Webhook Out - Send to external CRM

Configuration:

Method: POST
URL: https://api.externalcrm.com/v2/contacts

Headers:
  Content-Type: application/json
  Authorization: Bearer {{stored_api_key}}

Body:
{
  "email": "{{task_47001_email}}",
  "first_name": "{{task_47001_first_name}}",
  "last_name": "{{task_47001_last_name}}",
  "phone": "{{task_47001_phone}}",
  "tags": "{{task_47001_tags}}",
  "custom_fields": {
    "basecloud_id": "{{task_47001_contact_id}}",
    "source": "BaseCloud"
  }
}

Example 3: Update External Database¶

Workflow: 1. Schedule Trigger - Every hour 2. MySQL Query - Get updated contacts 3. Loop - For each contact 4. Webhook Out - Update external system

Configuration:

Method: PATCH
URL: https://api.external.com/contacts/{{task_29001_external_id}}

Headers:
  Content-Type: application/json
  X-API-Key: your_api_key

Body:
{
  "phone": "{{task_29001_phone}}",
  "last_updated": "{{task_48001_current_datetime}}"
}

Example 4: Trigger Zapier Webhook¶

Workflow: 1. Call Connect Trigger 2. Match to Client 3. Webhook Out - Trigger Zapier

Configuration:

Method: POST
URL: https://hooks.zapier.com/hooks/catch/123456/abcdef/

Headers:
  Content-Type: application/json

Body:
{
  "event": "call_received",
  "contact_id": "{{task_15001_contact_id}}",
  "contact_name": "{{task_15001_full_name}}",
  "contact_email": "{{task_15001_email}}",
  "caller_number": "{{task_50001_caller_number}}",
  "call_duration": "{{task_50001_duration_seconds}}",
  "timestamp": "{{task_48001_current_datetime}}"
}

Example 5: REST API with Response Processing¶

Workflow: 1. Website Form 2. Webhook Out - Create external account 3. If Task - Check if successful 4. Edit Client - Store external ID

Webhook Configuration:

Method: POST
URL: https://api.service.com/accounts

Headers:
  Content-Type: application/json
  Authorization: Bearer api_key_here

Body:
{
  "email": "{{task_55001_email}}",
  "name": "{{task_55001_first_name}} {{task_55001_last_name}}"
}

Response Processing:

If Task: {{task_1001_response_code}} Equals 201

If TRUE:
  Edit Client:
    custom_external_account_id: {{task_1001_response_body.JSON.account_id}}
    custom_sync_status: Synced

If FALSE:
  Email admin:
    Error creating external account for {{task_55001_email}}
    Error: {{task_1001_error_message}}

Advanced Techniques¶

Retry Logic¶

Handle temporary failures:

1. Webhook Out - First attempt
2. If Task - Check {{task_1001_success}} = false
3. Delay - Wait 30 seconds
4. Webhook Out - Retry

Dynamic Endpoint Selection¶

Choose API endpoint based on data:

URL: https://api.system.com/{{task_42001_endpoint_name}}

Example:
- If Premium: endpoint_name = "premium/contacts"
- If Standard: endpoint_name = "contacts"

Batch Requests¶

Send multiple items in one request:

Body:
{
  "contacts": [
    {"email": "{{task_29001_email}}", "name": "{{task_29001_name}}"},
    {"email": "{{task_29002_email}}", "name": "{{task_29002_name}}"}
  ]
}

Better to use Code task to build array dynamically.

Response-Driven Workflows¶

Use API response to determine next steps:

1. Webhook Out - Check if email exists in external system
2. If Task - Check {{task_1001_response_body.JSON.exists}} = true
   - True: Update existing
   - False: Create new

Best Practices¶

Security¶

1. Never expose API keys - Store in secure settings, reference with variables
2. Use HTTPS - Never send sensitive data over HTTP
3. Validate responses - Check status codes before proceeding
4. Rate limiting - Add delays in loops
5. Timeout settings - Don't wait forever for responses

Reliability¶

1. Error handling - Always check {{task_x_success}}
2. Retry logic - Implement retries for transient failures
3. Idempotency - Design webhooks that can safely retry
4. Logging - Log webhook calls for debugging
5. Test endpoints - Use test/sandbox APIs first

Performance¶

1. Batch when possible - Send multiple items per request
2. Async webhooks - Don't wait for response if not needed
3. Minimize data - Send only required fields
4. Cache tokens - Store auth tokens, don't re-auth every request
5. Compression - Enable gzip if API supports it

Maintainability¶

1. Document APIs - Comment webhook purpose and format
2. Version control - Track API version in use
3. Error messages - Include helpful context
4. Consistent naming - Use clear task names
5. Test thoroughly - Verify all scenarios

Troubleshooting¶

Request Timeout¶

Error: Request timeout after 30 seconds

Causes: - External API slow/down - Network issues - Large payload

Solutions: - Increase timeout setting - Reduce payload size - Check external API status - Add retry logic

Authentication Failed (401)¶

Check: 1. API key correct and active? 2. Header format correct? Authorization: Bearer key 3. Token expired? (refresh OAuth2) 4. API permissions sufficient?

Bad Request (400)¶

Common causes: 1. Invalid JSON format 2. Missing required fields 3. Wrong data types 4. Invalid field values

Debug: View execution history: - Check request body sent - Read error response message - Compare to API documentation

Not Found (404)¶

Check: 1. URL correct? 2. Endpoint exists? 3. Dynamic URL variable empty? 4. HTTP method correct?

Example issue:

URL: https://api.system.com/contact/{{task_15001_external_id}}

If external_id is empty:
https://api.system.com/contact/ → 404

Response Not Parsing¶

Ensure:

✓ Response is valid JSON
✓ Using correct JSON path syntax
✓ Field names match exactly (case-sensitive)

Access: {{task_1001_response_body.JSON.field_name}}
Not: {{task_1001_response_body.field_name}}

Frequently Asked Questions¶

Can I send files/attachments?¶

Not directly. Use multipart/form-data encoding or: 1. Upload file to cloud storage first 2. Send file URL in webhook

How do I handle pagination?¶

Use Loop task:

1. Webhook Out - Get page 1
2. Code - Extract next_page_url
3. Loop - While next_page_url exists
4. Webhook Out - Get next page

What's the timeout limit?¶

Default: 30 seconds Maximum: 120 seconds (configurable)

Can I make synchronous vs asynchronous requests?¶

All Webhook Out requests are synchronous - workflow waits for response.

For fire-and-forget: Configure external API to return 200 immediately.

How do I debug failed requests?¶

1. View execution history
2. Check request tab (URL, headers, body sent)
3. Check response tab (status, body received)
4. Compare with API documentation
5. Test URL in Postman/curl first

Can I call SOAP APIs?¶

Yes, using XML:

Method: POST
Content-Type: text/xml
Body: <soap:Envelope>...</soap:Envelope>

What if API requires special encoding?¶

Most handled automatically. For special cases, use Code task to prepare data first.

Related Tasks¶

• Code Task - Prepare complex request bodies
• If Task - Handle response conditions
• Loop Task - Multiple webhook calls
• Delay Task - Rate limiting
• Variable Task - Store API responses