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Automatically Create a Note in HubSpot using HubSpot Workflows or Zapier

Picture of Ryan Schweighart

If you're looking to streamline note-taking in HubSpot by automatically attaching notes to deals when associated with companies, this guide outlines two efficient approaches: HubSpot Workflows and Zapier.

 

1. Using HubSpot Workflows

HubSpot's native workflows allow you to automate note creation on deals. Here's how:

Steps to Set Up:

  1. Create a Deal Workflow:

    • Navigate to workflows and select a deal-based workflow.
    • Set the trigger to watch for deals associated with a specific company.

  2. Set Filter Criteria:

    • Use the company’s record ID as a filter.
    • You can find the record ID in the URL or within the company’s properties under "Record ID."

  3. Add the "Create Note" Action:

    • HubSpot recently introduced a "Create Note" action in workflows.
    • Add your desired note content with basic formatting.

  4. Optional: Re-enrollment:

    • If needed, set the workflow to re-enroll deals to apply notes for future changes.

Outcome:

The workflow automatically adds the note to deals associated with the specified company. However, HubSpot currently doesn’t support pinning notes in this method.

2. Using Zapier

Zapier offers a more advanced alternative with the ability to pin notes to deals.

Steps to Set Up:

  1. Trigger on Property Change:

    • Set the trigger to monitor a company property change, such as the number of associated deals.

  2. Filter for Specific Companies:

    • Use the company’s record ID to filter only for changes to a particular company.

  3. Find the Most Recent Deal:

    • Use Zapier’s "Find Association" step to locate the most recently created deal associated with the company.

  4. Create and Pin a Note:

    • Add a "Create Engagement" step to create the note. Use HTML for formatting if needed.
    • Pass the note’s engagement ID to the "Pinned Engagement ID" field using Zapier’s update step.

Outcome:

Zapier not only creates the note but also pins it to the top of the deal’s timeline for visibility.

Conclusion

  • Choose HubSpot Workflows if you need a straightforward solution and don’t require pinned notes.
  • Use Zapier for advanced functionality, including note pinning and custom formatting.

These methods can be applied to multiple HubSpot objects, such as contacts, deals, or tickets, providing a flexible automation toolset. Let me know if you have questions!