feat: add webhook support for real-time Autotask updates
Implements comprehensive webhook infrastructure to receive and process real-time entity updates from Autotask, reducing API calls and improving data freshness. Features: - Webhook receiver endpoint: POST /api/webhooks/autotask - Automatic entity mapping and upsert to PostgreSQL - Event logging and tracking in webhook_logs table - Duplicate event prevention via unique event_id - Failed event tracking with error messages - Statistics and monitoring APIs - Support for 8 entity types: Companies, Tickets, Tasks, Projects, Time Entries, Contacts, Contracts, Configuration Items Architecture: - WebhookService: Core processing logic - Database tables: webhook_logs, webhook_configs - API endpoints: /autotask (receiver), /logs, /stats - Automatic data mapping using existing entity-mapper Benefits: - Near real-time updates (<1 minute vs 24 hours) - Reduced API usage (webhooks vs polling) - Complements daily incremental sync for redundancy - Automatic recovery from webhook failures Files Added: - lib/types/webhook.ts - TypeScript types and interfaces - lib/services/webhook-service.ts - Webhook processing service - app/api/webhooks/autotask/route.ts - Webhook receiver - app/api/webhooks/logs/route.ts - Logs API - app/api/webhooks/stats/route.ts - Statistics API - migrations/004_webhook_support.sql - Database schema - docs/WEBHOOK_SETUP.md - Complete setup guide (47 sections) - docs/WEBHOOKS_README.md - Quick start guide Next Steps: 1. Run database migration 2. Configure webhooks in Autotask 3. Test endpoint and monitor logs See docs/WEBHOOK_SETUP.md for detailed setup instructions.
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docs/WEBHOOKS_README.md
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# Webhook Integration - Quick Start
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## What's Been Implemented
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✅ **Webhook Infrastructure**
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- Webhook receiver endpoint: `/api/webhooks/autotask`
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- Database tables for tracking webhook events
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- Webhook processing service with automatic entity upsert
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- Monitoring APIs for logs and statistics
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✅ **Supported Entities**
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- Companies, Tickets, Tasks, Projects, Time Entries, Contacts, Contracts, Configuration Items
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✅ **Features**
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- Real-time entity updates from Autotask
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- Automatic data mapping and upsert to PostgreSQL
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- Event logging and error tracking
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- Duplicate event prevention
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- Performance monitoring
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## Quick Setup
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### 1. Run Database Migration
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```bash
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docker exec pulse-postgres psql -U pulse_user -d pulse_autotask -f /app/migrations/004_webhook_support.sql
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```
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### 2. Configure Webhooks in Autotask
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For each entity (Companies, Tickets, Tasks, etc.):
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1. Go to Autotask → Admin → Webhooks
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2. Create new webhook:
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- **URL:** `https://your-domain.com/api/webhooks/autotask`
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- **Entity:** Select entity type
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- **Events:** Create, Update
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- **Include Entity Data:** ✅ Enabled
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3. Save and note the webhook ID
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### 3. Test the Endpoint
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```bash
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# Health check
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curl https://your-domain.com/api/webhooks/autotask
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# View recent webhooks
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curl https://your-domain.com/api/webhooks/logs?limit=10
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# View statistics
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curl https://your-domain.com/api/webhooks/stats?hours=24
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```
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## Recommended Sync Strategy
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**Webhooks (Real-Time)** + **Daily Incremental Sync** + **Weekly Full Sync**
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This combination ensures:
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- ✅ Near-instant updates via webhooks
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- ✅ Backup sync catches missed events
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- ✅ Weekly refresh ensures data integrity
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## Files Created
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```
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/lib/types/webhook.ts - TypeScript types
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/lib/services/webhook-service.ts - Webhook processing logic
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/app/api/webhooks/autotask/route.ts - Webhook receiver endpoint
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/app/api/webhooks/logs/route.ts - Logs API
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/app/api/webhooks/stats/route.ts - Statistics API
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/migrations/004_webhook_support.sql - Database schema
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/docs/WEBHOOK_SETUP.md - Complete setup guide
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```
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## Next Steps
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1. **Deploy the changes** - Rebuild and restart the application
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2. **Run migration** - Create webhook tables in database
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3. **Configure Autotask** - Set up webhooks for desired entities
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4. **Monitor** - Check logs and statistics to verify webhooks are working
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## Full Documentation
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See [WEBHOOK_SETUP.md](./WEBHOOK_SETUP.md) for complete setup instructions, troubleshooting, and best practices.
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## Architecture
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```
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Autotask → Webhook Event
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↓
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/api/webhooks/autotask (Receiver)
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↓
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WebhookService.processWebhook()
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↓
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1. Log event to webhook_logs
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2. Validate entity type is active
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3. Map Autotask data to PostgreSQL schema
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4. Upsert to appropriate table
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5. Update log status (processed/failed)
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↓
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Real-time data in PostgreSQL ✅
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```
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## Monitoring Queries
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```sql
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-- Recent webhooks
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SELECT event_id, entity_type, entity_id, status, processing_time_ms
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FROM webhook_logs
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ORDER BY received_at DESC
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LIMIT 20;
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-- Failed webhooks
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SELECT event_id, entity_type, error_message
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FROM webhook_logs
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WHERE status = 'failed'
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ORDER BY received_at DESC;
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-- Statistics by entity
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SELECT entity_type, COUNT(*) as total,
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COUNT(*) FILTER (WHERE status = 'processed') as processed,
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COUNT(*) FILTER (WHERE status = 'failed') as failed,
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AVG(processing_time_ms) as avg_ms
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FROM webhook_logs
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WHERE received_at >= NOW() - INTERVAL '24 hours'
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GROUP BY entity_type;
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```
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docs/WEBHOOK_SETUP.md
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docs/WEBHOOK_SETUP.md
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# Autotask Webhook Setup Guide
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## Overview
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This guide explains how to configure Autotask webhooks for real-time data synchronization with Pulse. Webhooks provide near-instant updates when entities change in Autotask, reducing API calls and keeping your data fresh.
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---
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## Table of Contents
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- [Benefits of Webhooks](#benefits-of-webhooks)
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- [Supported Entities](#supported-entities)
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- [Prerequisites](#prerequisites)
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- [Setup Steps](#setup-steps)
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- [Webhook Endpoint](#webhook-endpoint)
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- [Testing Webhooks](#testing-webhooks)
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- [Monitoring](#monitoring)
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- [Troubleshooting](#troubleshooting)
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- [Recommended Sync Strategy](#recommended-sync-strategy)
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---
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## Benefits of Webhooks
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### **Real-Time Updates**
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- Instant notification when entities are created or updated in Autotask
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- No polling delay - changes appear within seconds
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### **Reduced API Usage**
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- Fewer API calls compared to frequent polling
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- Lower risk of hitting API rate limits
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- More efficient use of resources
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### **Better Data Freshness**
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- Combined with daily incremental syncs for redundancy
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- Ensures no events are missed
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- Automatic recovery from webhook failures
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---
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## Supported Entities
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The following entities support webhook notifications:
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| Entity | Events | Notes |
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|--------|--------|-------|
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| **Companies** | Create, Update | Real-time company changes |
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| **Tickets** | Create, Update | New tickets and status updates |
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| **Tasks** | Create, Update | Task creation and modifications |
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| **Projects** | Create, Update | Project changes |
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| **Time Entries** | Create, Update | New time entries |
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| **Contacts** | Create, Update | Contact information changes |
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| **Contracts** | Create, Update | Contract updates |
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| **Configuration Items** | Create, Update | Asset changes |
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**Note:** Delete events are supported but less common in Autotask workflows.
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---
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## Prerequisites
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Before setting up webhooks, ensure you have:
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1. **Autotask API Access**
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- API user with appropriate permissions
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- API integration enabled in Autotask
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2. **Public Webhook Endpoint**
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- Your Pulse instance must be accessible from the internet
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- HTTPS endpoint (required by Autotask)
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- Example: `https://your-pulse-instance.com/api/webhooks/autotask`
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3. **Database Migration**
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- Run migration `004_webhook_support.sql` to create webhook tables
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```bash
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docker exec pulse-postgres psql -U pulse_user -d pulse_autotask -f /migrations/004_webhook_support.sql
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```
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---
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## Setup Steps
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### **Step 1: Configure Webhook Endpoint in Autotask**
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1. Log in to Autotask as an administrator
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2. Navigate to **Admin** → **Features & Settings** → **API & Integrations**
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3. Click on **Webhooks**
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4. Click **New Webhook**
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### **Step 2: Create Webhook for Each Entity**
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For each entity you want to track (e.g., Tickets):
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1. **Webhook Name:** `Pulse - Tickets`
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2. **Endpoint URL:** `https://your-pulse-instance.com/api/webhooks/autotask`
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3. **Entity Type:** Select the entity (e.g., `Tickets`)
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4. **Events:** Select events to track:
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- ✅ Create
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- ✅ Update
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- ⬜ Delete (optional)
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5. **Include Entity Data:** ✅ **Enabled** (recommended)
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- This includes full entity data in the webhook payload
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- Reduces need for additional API calls
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6. **Active:** ✅ **Enabled**
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7. Click **Save**
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### **Step 3: Record Webhook IDs**
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After creating each webhook, Autotask will provide a Webhook ID. Record these for reference:
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```
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Companies: webhook_12345
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Tickets: webhook_12346
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Tasks: webhook_12347
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Projects: webhook_12348
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TimeEntries: webhook_12349
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Contacts: webhook_12350
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```
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### **Step 4: Verify Webhook Configuration**
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Check that webhooks are configured in the database:
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```sql
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SELECT entity_type, is_active, autotask_webhook_id
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FROM webhook_configs
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ORDER BY entity_type;
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```
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Update webhook IDs if needed:
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```sql
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UPDATE webhook_configs
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SET autotask_webhook_id = 'webhook_12345'
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WHERE entity_type = 'Companies';
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```
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---
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## Webhook Endpoint
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### **Endpoint Details**
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- **URL:** `https://your-domain.com/api/webhooks/autotask`
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- **Method:** `POST`
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- **Content-Type:** `application/json`
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- **Authentication:** None (Autotask doesn't support webhook authentication)
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- Secure via IP whitelisting or network-level security
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### **Payload Structure**
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Autotask sends webhooks with this structure:
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```json
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{
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"eventId": "evt_abc123",
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"eventType": "create",
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"entityType": "Tickets",
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"entityId": 12345,
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"eventTimestamp": "2026-01-24T10:00:00Z",
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"entity": {
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"id": 12345,
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"title": "New Ticket",
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"status": 1,
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"companyID": 67890,
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...
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}
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}
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```
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### **Response**
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The endpoint returns:
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```json
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{
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"success": true,
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"eventId": "evt_abc123",
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"action": "created",
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"processingTime": 45
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}
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```
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---
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## Testing Webhooks
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### **1. Health Check**
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Verify the webhook endpoint is accessible:
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```bash
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curl https://your-pulse-instance.com/api/webhooks/autotask
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```
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Expected response:
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```json
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{
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"status": "active",
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"endpoint": "/api/webhooks/autotask",
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"message": "Autotask webhook receiver is ready"
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}
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```
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### **2. Test Webhook from Autotask**
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1. In Autotask, go to the webhook configuration
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2. Click **Test Webhook**
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3. Autotask will send a test event
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4. Check webhook logs in Pulse
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### **3. Create Test Entity**
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Create a test ticket or company in Autotask and verify:
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1. Webhook is received (check logs)
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2. Entity appears in database
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3. Processing time is reasonable (<1 second)
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### **4. View Webhook Logs**
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```bash
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# Via API
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curl https://your-pulse-instance.com/api/webhooks/logs?limit=10
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# Via Database
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docker exec pulse-postgres psql -U pulse_user -d pulse_autotask -c \
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"SELECT event_id, entity_type, entity_id, status, processing_time_ms
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FROM webhook_logs
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ORDER BY received_at DESC
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LIMIT 10;"
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```
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---
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## Monitoring
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### **Webhook Statistics**
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View webhook statistics via API:
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```bash
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curl https://your-pulse-instance.com/api/webhooks/stats?hours=24
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```
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Response:
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```json
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{
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"success": true,
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"stats": {
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"total": 150,
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"processed": 148,
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"failed": 2,
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"pending": 0,
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"byEntityType": {
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"Tickets": 75,
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"Companies": 25,
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"Tasks": 30,
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"TimeEntries": 20
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}
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},
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"period": "24 hours"
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}
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```
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### **Failed Webhooks**
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Check for failed webhook processing:
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```sql
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SELECT event_id, entity_type, entity_id, error_message, received_at
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FROM webhook_logs
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WHERE status = 'failed'
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ORDER BY received_at DESC
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LIMIT 20;
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```
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### **Processing Performance**
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Monitor webhook processing times:
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```sql
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SELECT
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entity_type,
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COUNT(*) as total,
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AVG(processing_time_ms) as avg_ms,
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MAX(processing_time_ms) as max_ms
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FROM webhook_logs
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WHERE status = 'processed'
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AND received_at >= NOW() - INTERVAL '24 hours'
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GROUP BY entity_type
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ORDER BY avg_ms DESC;
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```
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---
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## Troubleshooting
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### **Webhooks Not Received**
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**Check 1: Endpoint Accessibility**
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```bash
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# From external network
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curl https://your-pulse-instance.com/api/webhooks/autotask
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```
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**Check 2: Firewall/Network**
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- Ensure port 443 (HTTPS) is open
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- Check firewall rules allow Autotask IPs
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- Verify SSL certificate is valid
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**Check 3: Autotask Configuration**
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- Verify webhook is Active in Autotask
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- Check endpoint URL is correct
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- Ensure entity type matches
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### **Webhooks Failing to Process**
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**Check Logs:**
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```sql
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SELECT event_id, entity_type, error_message, payload
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FROM webhook_logs
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WHERE status = 'failed'
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ORDER BY received_at DESC
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LIMIT 5;
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```
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**Common Issues:**
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1. **Missing Entity Data**
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- Enable "Include Entity Data" in Autotask webhook config
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- Without this, webhook only includes entity ID
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2. **Foreign Key Violations**
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- Run full sync for dependent entities first
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- Example: Sync Companies before Tickets
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3. **Invalid Data**
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- Check entity mapper for missing field mappings
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- Review error_message in webhook_logs
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### **High Failure Rate**
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If >5% of webhooks fail:
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1. **Run Full Sync** for affected entities
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2. **Check Dependencies** - ensure parent entities are synced
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3. **Review Error Patterns** - look for common error messages
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4. **Contact Support** - if issues persist
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---
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## Recommended Sync Strategy
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|
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### **Optimal Configuration**
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Combine webhooks with scheduled syncs for best results:
|
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|
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#### **1. Webhooks (Real-Time)**
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- **Enabled for:** Companies, Tickets, Tasks, Projects, Time Entries, Contacts
|
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- **Events:** Create, Update
|
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- **Purpose:** Instant updates for active entities
|
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|
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#### **2. Daily Incremental Sync (Scheduled)**
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- **Time:** 2:00 AM daily
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- **Entities:** All entities
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- **Purpose:**
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- Catch any missed webhooks
|
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- Sync entities without webhooks (Contracts, Config Items, Picklists)
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- Ensure data consistency
|
||||
|
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#### **3. Weekly Full Sync (Scheduled)**
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- **Time:** Sunday 3:00 AM
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- **Entities:** All entities
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- **Date Range:** Last 2 years
|
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- **Purpose:**
|
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- Complete data refresh
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- Verify data integrity
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- Sync historical changes
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|
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### **Cron Schedule Example**
|
||||
|
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```bash
|
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# Daily incremental sync at 2 AM
|
||||
0 2 * * * curl -X POST https://your-pulse-instance.com/api/sync/incremental
|
||||
|
||||
# Weekly full sync on Sunday at 3 AM
|
||||
0 3 * * 0 curl -X POST https://your-pulse-instance.com/api/sync/full
|
||||
```
|
||||
|
||||
### **Expected Data Freshness**
|
||||
|
||||
| Entity | Freshness | Method |
|
||||
|--------|-----------|--------|
|
||||
| Tickets | <1 minute | Webhook |
|
||||
| Tasks | <1 minute | Webhook |
|
||||
| Companies | <1 minute | Webhook |
|
||||
| Projects | <1 minute | Webhook |
|
||||
| Time Entries | <1 minute | Webhook |
|
||||
| Contacts | <1 minute | Webhook |
|
||||
| Contracts | 24 hours | Daily sync |
|
||||
| Config Items | 24 hours | Daily sync |
|
||||
| Picklists | 7 days | Weekly sync |
|
||||
|
||||
---
|
||||
|
||||
## Security Considerations
|
||||
|
||||
### **1. Network Security**
|
||||
|
||||
**Option A: IP Whitelisting**
|
||||
- Restrict webhook endpoint to Autotask IP ranges
|
||||
- Configure in firewall or reverse proxy
|
||||
|
||||
**Option B: VPN/Private Network**
|
||||
- Use VPN tunnel for webhook traffic
|
||||
- More secure but complex setup
|
||||
|
||||
### **2. Payload Validation**
|
||||
|
||||
The webhook service validates:
|
||||
- Required fields (eventId, eventType, entityType, entityId)
|
||||
- Event ID uniqueness (prevents duplicate processing)
|
||||
- Entity type is supported
|
||||
|
||||
### **3. Rate Limiting**
|
||||
|
||||
Consider adding rate limiting to prevent abuse:
|
||||
```nginx
|
||||
# Nginx example
|
||||
limit_req_zone $binary_remote_addr zone=webhook:10m rate=100r/m;
|
||||
|
||||
location /api/webhooks/autotask {
|
||||
limit_req zone=webhook burst=20;
|
||||
proxy_pass http://pulse-app:3100;
|
||||
}
|
||||
```
|
||||
|
||||
---
|
||||
|
||||
## Database Schema
|
||||
|
||||
### **webhook_logs Table**
|
||||
|
||||
Tracks all incoming webhook events:
|
||||
|
||||
```sql
|
||||
CREATE TABLE webhook_logs (
|
||||
id SERIAL PRIMARY KEY,
|
||||
event_id VARCHAR(255) NOT NULL UNIQUE,
|
||||
entity_type VARCHAR(100) NOT NULL,
|
||||
entity_id INTEGER NOT NULL,
|
||||
event_type VARCHAR(50) NOT NULL,
|
||||
status VARCHAR(50) NOT NULL DEFAULT 'pending',
|
||||
error_message TEXT,
|
||||
received_at TIMESTAMP NOT NULL DEFAULT NOW(),
|
||||
processed_at TIMESTAMP,
|
||||
processing_time_ms INTEGER,
|
||||
payload JSONB NOT NULL
|
||||
);
|
||||
```
|
||||
|
||||
### **webhook_configs Table**
|
||||
|
||||
Manages webhook configurations:
|
||||
|
||||
```sql
|
||||
CREATE TABLE webhook_configs (
|
||||
id SERIAL PRIMARY KEY,
|
||||
entity_type VARCHAR(100) NOT NULL UNIQUE,
|
||||
event_types JSONB NOT NULL,
|
||||
is_active BOOLEAN NOT NULL DEFAULT true,
|
||||
autotask_webhook_id VARCHAR(255)
|
||||
);
|
||||
```
|
||||
|
||||
---
|
||||
|
||||
## API Reference
|
||||
|
||||
### **Receive Webhook**
|
||||
|
||||
```
|
||||
POST /api/webhooks/autotask
|
||||
Content-Type: application/json
|
||||
|
||||
{
|
||||
"eventId": "evt_abc123",
|
||||
"eventType": "create",
|
||||
"entityType": "Tickets",
|
||||
"entityId": 12345,
|
||||
"entity": { ... }
|
||||
}
|
||||
```
|
||||
|
||||
### **Get Webhook Logs**
|
||||
|
||||
```
|
||||
GET /api/webhooks/logs?limit=100&entityType=Tickets
|
||||
```
|
||||
|
||||
### **Get Webhook Statistics**
|
||||
|
||||
```
|
||||
GET /api/webhooks/stats?hours=24
|
||||
```
|
||||
|
||||
---
|
||||
|
||||
## Support
|
||||
|
||||
For issues or questions:
|
||||
1. Check webhook logs for error messages
|
||||
2. Verify Autotask webhook configuration
|
||||
3. Review this documentation
|
||||
4. Contact system administrator
|
||||
|
||||
---
|
||||
|
||||
## Related Documentation
|
||||
|
||||
- [Sync Behavior Documentation](./SYNC_BEHAVIOR.md)
|
||||
- [Sync Interface Guide](./SYNC_INTERFACE_GUIDE.md)
|
||||
- [Autotask Webhook Documentation](https://autotask.net/help/DeveloperHelp/Content/APIs/Webhooks/WEBHOOKS.htm)
|
||||
Loading…
Add table
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Reference in a new issue