You capture product feedback through various channels: your ideas portal, support tools, sales systems, surveys, and more. When feedback stays scattered, it is hard to use it to guide your roadmap.
Thankfully, you can get all that feedback into your Aha! workspace through feedback webhook automations. These automation rules use webhooks to capture structured information from external applications and send it to your Aha! workspace. AI reviews each incoming message to identify feature requests, then logs them as ideas with proxy votes. This keeps all feedback in one central place — so customer-facing teams spend less time copying details between systems and you gain more complete insights to guide product decisions.
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Overview
A feedback webhook automation rule is a special type of workspace automation that receives webhook events and automatically detects product requests from the tools where customer conversations occur. Set up a webhook from Freshdesk, HubSpot, Gainsight, or any system that supports webhooks. Configure your external application to send a webhook with useful context (such as the ticket description, comments, and customer details) when an event in your workflow occurs. When a record updates in the external application — for example, when a ticket closes or someone applies a tag — the webhook sends the details to Aha! Ideas.
When the automation rule receives the webhook, it:
Uses AI to review the incoming text and identify any feature requests
Checks for existing ideas that match the request
Creates a new idea with a proxy vote that links back to the original record if no match exists
Adds a proxy vote to the matching idea instead of creating a duplicate
Skips adding another vote if the same source URL is already linked
All ideas and proxy votes created this way show Aha! automation as the Created by user and are not visible in your ideas portal by default. You do not need to view or accept incoming feedback before it appears in your workspace.
Feedback webhook automation rules are available in Aha! Ideas Advanced.
Configure feedback webhook automation
You will need to create a separate automation rule for each workspace.
In your Aha! account:
Navigate to the User menu -> Settings -> Workspace -> Automation.
Select Add rule. Then, select Add feedback webhook rule.
In the Trigger step of the automation rule, copy the webhook URL. This is the URL needed to create a new webhook in your external application.
In the Actions step, paste in the source URL host. This is the application (like your support website) where the webhook that triggers the automation originates. This URL should match the source URL sent in the webhook contents.
Check the box next to Enable and click Save rule.
In the external application:
An administrator in the external application can create a webhook using the URL copied from your Aha! automation trigger. If you need help creating a webhook, ask the tool administrators for assistance.
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In the external application, create a webhook that uses the Trigger URL you copied from your Aha! account. Configure it with the following details:
Decide when the webhook should send. Choose the point in your workflow that makes sense — for example, when a ticket is closed or when a specific tag is added.
Filter the webhook so it only sends the records you want to process through this automation rule.
Route the webhook to the right workspace (using the webhook URL from the automation rule).
Include the required details you will need in the webhook content, such as the content email address, source URL (like a link to a ticket), and any other details you want to include (such as the contact name, company name, and ticket title).
Test the webhook
To ensure the automation will work as expected, test the webhook from your automation rule:
In your Aha! account, navigate to the User menu -> Settings -> Workspace -> Automation and select the automation rule you set up in the previous section.
Select Test webhook.
Ask an administrator of the external system for an example of the webhook content. Paste it into the window and click Test.
If your automation rule is working, you will see an idea created or a proxy vote added to an existing idea. If not, adjust your webhook content or source URL in the automation rule.