Apify Actions & Triggers in HighLevel Workflows

Modified on: Fri, 10 Apr, 2026 at 7:01 AM

Connect HighLevel workflows with Apify to automate web scraping, run actors, and process external data in real time—without third-party tools. This guide explains what the integration is, key benefits, setup, and best practices so your CRM workflows can leverage external data seamlessly.

What is Apify Actions & Triggers in Workflows?

Apify actions and triggers connect HighLevel workflows with Apify’s automation platform.

Triggers listen for events in Apify (like completed actor or task runs) and start workflows in HighLevel. Actions allow workflows to execute Apify actors, scrape websites, and retrieve structured data.

Key Benefits of Apify Actions & Triggers

Automated data extraction from websites
Real-time enrichment of contacts and opportunities
No-code scraping using prebuilt actors

Connecting Your Apify Account

Go to Automation → Workflows
Add an Apify action or trigger
Click Connect Now and authenticate
Save the connection

Alternate path: Settings → Integrations → Apify → Connect

Available Triggers (Apify → HighLevel)

Trigger	What it does
Finished Actor Run	Fires when an Apify actor completes execution
Finished Task Run	Fires when an Apify task finishes execution

Available Actions (HighLevel → Apify)

Core Actions

Action	Purpose
Run A Task	Executes a predefined Apify task
Run An Actor	Runs an Apify actor with custom input
Scrape Single URL	Extract structured data from a URL

Data Retrieval Actions

Action	Purpose
Fetch Dataset Items	Retrieve dataset output
Find Last Task Run	Get latest task execution details
Find Last Actor Run	Get latest actor execution detail

Storage Actions

Action	Purpose
Set Key-Value Store Record	Store data in Apify
Fetch Key-Value Store Record	Retrieve stored data

How To Setup Apify Actions & Triggers

Open a workflow
Connect Apify
Choose trigger or action
Configure fields
Test action or trigger
Test workflow
Publish

Common Use Cases

Use Case 1: Local Business Lead Generation from Google Maps

Goal: Automatically generate local leads for outreach campaigns

Workflow Setup:

Trigger: Finished Actor Run (Google Maps scraper in Apify)
Action: Fetch Dataset Items
Action: Create/Update Contact
Action: Add to Workflow (Email/SMS campaign)

Example:
A marketer runs an Apify actor to scrape dentists in a city → once completed, leads are automatically added to HighLevel → each lead is enrolled into a cold outreach campaign with email and SMS follow-ups.

Use Case 2: Competitor Monitoring & Instant Alerts

Goal: Track competitor updates and react quickly

Workflow Setup:

Trigger: Finished Task Run (website/product scraper)
Action: Fetch Dataset Items
Action: Send Internal Notification
Action: Create Task (HighLevel)

Example:
An Apify task monitors competitor websites or pricing pages → when changes are detected, the workflow triggers → the marketing team gets notified and a task is created to respond (e.g., update ads or pricing strategy).

Frequently Asked Questions

Q: How do I handle large datasets?
Use Fetch Dataset Items and process data with array action.

Q: Are there any charges for using Apify actions and triggers?
Yes, usage is based on Apify pricing (compute and storage) and HighLevel premium workflow usage, as applicable.