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N8n Integration - CRM Integration Technical Specification

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Overview

This specification defines the integration between the Uplift web application and N8n workflow automation platform for CRM data synchronization. The primary focus is on Hubspot integration, with extensibility for other CRM systems.

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Estimated Development Time: 31-50 hours

Original Requirement: Send lead data from Uplift into Hubspot/Salesforce (Hubspot prioritized)

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System Architecture

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Core Components

System-Level Configuration: Global N8n settings in system admin
Organization-Level Integration: Per-organization CRM workflow setup
Data Synchronization Engine: Cron-based polling and webhook triggers
Error Handling & Monitoring: Connection, authentication, and execution monitoring

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Integration Flow

System admin configures N8n instance settings
Organization enables N8n integration with scope selection
System creates 4 automated workflows with webhook nodes
Hubspot private app is created with required permissions
Data synchronization begins via cron jobs and real-time triggers

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Technical Implementation

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1. System-Level Configuration

Add new N8n section in system settings with the following fields:

Project name: N8n project identifier
API key: N8n API authentication key
API secret: N8n API secret for secure communication

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2. Organization Integration Setup

Within Organization > Integrations, add new N8n integration with:

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Scope Selection:

☑ CRM leads
☑ Requests

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Workflow Creation:

System automatically creates 4 workflows with Webhook nodes:

Lead Creation Workflow: Handles new CRM lead data
Lead Update Workflow: Processes lead modifications
Request Creation Workflow: Manages new trip requests
Request Update Workflow: Handles request changes

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Each workflow is named: [organization name] - [workflow type]

Returns workflow IDs for tracking and management

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3. Integration Testing

Built-in testing functionality:

Connection Test: Verify N8n API connectivity
Dummy Data Test: Send test payload to workflows
Response Validation: Confirm proper webhook response

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4. Hubspot Configuration

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Required Hubspot Permissions:

crm.objects.contacts.write
crm.objects.contacts.read
crm.objects.deals.read
crm.objects.deals.write

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Setup Process:

Create private app on Hubspot with required scopes
Copy access token to organization Hubspot integration field
Manually configure N8n workflows (initial implementation)

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Data Synchronization

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Synchronization Engine

Develop cron job system that:

Runs every minute
Retrieves modified data for selected objects per organization
Gets changes since last successful run
Updates/creates contacts for new leads

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Data Objects and Fields

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CRM Lead Data:

crmLead.firstName
crmLead.lastName
crmLead.name
crmLead.id
crmLead.createDate
crmLead.modifyDate

crmLead.companyName

leads.tripRequestCount
crmLead.alertEnabled\n

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Primary Channels (Related Objects):

leads.primaryEmailCrmChannel.value
leads.primaryPhoneCrmChannel.value

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Alert Data:

leads.alertEmail
leads.alertPhone
alertRoutes.originN ame
alertRoutes.destinationName
alertCities.name

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Trip Request Data:

tripRequest.crmLeadId
tripRequest.type (rate/empty leg/fixed price route)
tripRequest.source
tripRequest.aircraftModelId
tripRequest .aircraftPreferences
tripRequest.aircraftType
tripRequest.availableFromDate
tripRequest.availableToDate
tripRequest.createDate
tripRequest. legId
tripRequest.rateTotal
tripRequest.notes

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Data Processing Rules

Exclusions: Exclude all crmLeads created through Airmail requests
Webhook Delivery: Post processed data to N8n webhook URLs

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Event Triggers

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Events that Modify CRM Leads:

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Widget Events:

Sign up for alert
Change alert settings (widget or manage alerts page)
Inquire on flight (creates request)
Inquire on share page

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App Events:

Create CRM lead manually
Modify CRM lead manually
Modify alert routes and cities
Create requests manually

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N8n Workflow Configuration

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Workflow Triggering

Each workflow starts with Webhook node
Unique URL per workflow: https://<n8n-domain>/webhook/<workflow-id-or-path>
Web app calls specific webhook URL to trigger correct workflow

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Authentication Options

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1. Basic Authentication

Requires username and password
Credentials provided via HTTP Basic Auth headers
Configure in Webhook node settings

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2. Header Authentication

Custom token in header
Specify header name and expected value
Example: X-API-Token: your-secret-token

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3. JWT Authentication

JSON Web Tokens for authentication
Configure JWT credentials in N8n
Select in Webhook node settings

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Multiple Environment Support

Different webhook URLs per environment (dev, staging, prod)
Environment identifier as webhook parameter
Workflow parameters for environment-specific behavior

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Hubspot Integration Mapping

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Data Mapping Strategy

Map Uplift crmLeads and related objects to HubSpot Contacts and Deals:

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Deduplication Logic:

Primary: Match on email address
Secondary: Match on custom property crmLeadId

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Object Relationships:

Contacts: One HubSpot Contact per crmLead
Deals: Optional Deal creation on first inquiry/interest
Custom Objects: Use HubSpot Enterprise features if available for detailed alert preferences

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Standard vs. Custom Properties

Identify which HubSpot properties are standard vs. must be added as custom properties for complete data mapping.

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Error Handling & Monitoring

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Failure Detection

Monitor and notify for failures related to:

Connection Issues: N8n API connectivity problems
Authentication Failures: Invalid credentials or expired tokens
Workflow Execution Errors: Runtime failures in N8n workflows

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Integration Lifecycle

Deactivation: When integration deleted in Uplift, mark inactive in N8n
Reactivation: Support for re-enabling disabled integrations

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User Interface

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Integration Creation Dialog

Organization > Integrations page with \"N8n\" provider option:

Provider: Dropdown selection
N8n workflow name: Auto-generated as [organization name] - integration ID
Sync options: Checkboxes for CRM leads and Requests
Actions: Create/Save, Cancel, Test integration

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Test Integration Interface

Modal dialog showing:

Connection status
Test response from N8n
Error details if test fails
Close/Re-test options

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Implementation Phases

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Phase 1: Core Integration (20-30h)

System and organization-level configuration
Basic webhook workflow creation
Hubspot authentication setup
Primary data synchronization

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Phase 2: Advanced Features (11-20h)

Comprehensive error handling
Integration testing interface
Monitoring and notifications
Performance optimization

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Security Considerations

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API Security: Secure storage of N8n API credentials
Webhook Security: Authentication for all webhook endpoints
Data Privacy: Compliance with data protection regulations
Access Control: Role-based permissions for integration management

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Testing Strategy

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Integration Testing

End-to-end workflow testing
Data integrity validation
Error scenario testing
Performance under load

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User Acceptance Testing

Organization setup workflow
Data synchronization accuracy
Error handling user experience
Integration management interface

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Future Enhancements

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Multi-CRM Support: Salesforce, Pipedrive, etc.
Real-time Sync: WebSocket-based real-time updates
Custom Field Mapping: User-configurable field relationships
Workflow Templates: Pre-built workflows for common scenarios
Analytics Dashboard: Integration performance metrics