+1
Upvoting this - really needed feature!
It looks like this is live in Beta… but I still can’t see the workflow action
Good news everyone this is indeed in public BETA and scheduled for live release November 20th. Here’s the Knowledge Base Article on it.
What is it?
You can now automatically create notes using the new “Create note” workflow action.
Why does it matter?
Notes are a versatile tool for adding important context to records, highlighting key information, or summarizing changes for your team. With the new “Create note” workflow action, you can now automate the addition of notes to records as part of any process. For instance, when handing a customer off to the onboarding team, you can use a workflow to automatically add a note summarizing the information gathered during the sales process. Any data from the workflow can be included in the note body, including enrolled record properties, associated record properties, and workflow run time data like action outputs.
How does it work?
To use the action, create a new workflow and set up your trigger.
- Search workflow actions or view the CRM action category to find the “Create note” action
- Select the action and draft the note body
- Add personalization tokens from the enrolled record, associated record, or workflow action outputs to the note body as desired
The workflow automatically associates the note with the enrolled record.
Who gets it?
Marketing Hub Pro, Marketing Hub Enterprise, Operations Hub Pro, Operations Hub Enterprise, Sales Hub Pro, Sales Hub Enterprise, Service Hub Pro, Service Hub Enterprise
Good to see this at last but REALLY need to be able to pin notes and
ideally distinguish “warning” notes from “information” notes.
I agree with GrumpyHippo, this is good start but without being able to pin notes they will most likely get lost in the activity feed against a record
@GrumpyHippo it might be helpful to share more of your use case. I find that it helps the product team to understand the need. Remember they’re developers and coders not HubSpot admins and rely on our feedback to understand and prioritize need.
I am so happy we got notes in the workflows after all this time! Thanks team!
I wanted to share my workflow automation that I’ve made - Daeda Notes
I was getting frustrated that no existing workflow app had everything I wanted, so I put it all into here:
- Rich text formatting
- The ability to pin notes (!!)
- Owner selection
- Image notes, that take a url and pop it straight into the note so you can easily see all images.
If anyone has any other ideas, I’d love to here them!
Fair enough @SkeeStylus .
We run a regulated financial services business in addition to a non-regulated software business. Under UK Consumer Duty regulation we are obliged to identify vulnerabilities in customers which may affect their ability to make sound financial decisions. These vulnerabilities include things like bereavement, financial stress, poor literacy/numeracy etc.
We identify various vulnerabilities automatically based on consumer behaviour, survey responses etc and auto-update a Hubspot contact property based on these vulnerabilities. While the property is useful for lists, workflows etc, it is inevitably buried among a host of other information on the contact record with no way to really highlight it. So what I am requesting is the option to use notes to give a more visual cue to our Customer Success Team when they are interacting with such customers.
In order to achieve this, I believe notes should:
i) be able to be pinned and visible across all activity record tabs, not just when you click on notes (see first image)
ii) be configurable in terms of colours and icons to reflect different types of notes or levels of severity - perhaps something along the lines of what JIRA offers (see second image)
Fair enough @SkeeStylus
We are a small UK based fintech company. Under UK Consumer Duty regulation we must identify potential vulnerabilities in customers that may impact their ability to make sound financial decisions. Examples include bereavement, illness, poor literacy/numeracy skills etc.
In addition to identification through manual interaction, we auto-identify some potential vulnerabilities via survey responses or behavioural events. This information gets recorded in a multi-select property on the contact record.
While the information in the property is useful for lists, workflows etc it is inevitably buried within the contact record with no way to use it as a visual cue to our Customer Success Team that they are dealing with a customer previously identified as potential vulnerable.
The Notes Workflow automation could potentially be a solution for this visual cue, but to my mind we need:
- Ability to pin the note and make it visible independently of which tab is being used in the center pane containing the activity record for the contact. Having it just within the notes section is not sufficient (see first image)
- Ability to format the note via colour scheme and/or icons such that different types of note or severity of a note can be easily identified. Something akin to what JIRA have when creating an issue (see second image)
Hi everyone,
A Create note action for workflow went into beta a couple weeks ago. We’re rolling this out across portals in phases so you should see this available to you soon.
Common pieces of feedback we’ve already gotten and plan to address in a follow up project:
- Option to pin the note
- Make available in custom object workflows
Best,
Megan Legge
Product Manager for Workflows
Sharing on behalf of customer:
Currently using an external form to pull information to a ticket’s description property. However, sometimes a ticket’s description will be very long, so a note created instead would be easier. Being able to use the workflows tool to do this would be great!
It’s been a year @jtremblay is this still “under review”?
Hi everyone,
I’m the Group Product Manager for our Automation Product Group here at HubSpot. I wanted to follow up on this particular idea, as we had reviewed it, but have no current plans to work on it.
We are constantly reevaluating our roadmap and could consider this in the future. If or when we do, we will follow up here and let you all know.
Best,
Jesse
I love this! and need so bad for some of the flows for my sales department.
We often have customer that book new demos through our website - and since we can’t change the lifecycle it would be wonderful for us to ad a note instead.
Just be able to make notes on contacts via a workflow would be good to note events eg person logged in, password resets ect
A hack - if you have access to the Operations Hub Custom Code Workflows - is to use the Custom Code action to create notes.
I’ve added an example below. You need to make sure that the HAPIKEY secret is added to your list of secrets.
Additionally, you might want to swap out event.object.objectId to another array (example: move event.object.objectId from companyIds: [here] to contactIds: [here]).
var request = require("request");
exports.main = (event, callback) => {
var options = { method: 'POST',
url: 'https://api.hubapi.com/engagements/v1/engagements',
qs: { hapikey: process.env.HAPIKEY },
headers:
{'Content-Type': 'application/json' },
body:
{ engagement:
{ active: true,
type: 'NOTE',
},
associations:
{ contactIds: [],
companyIds: [event.object.objectId],
dealIds: [],
ownerIds: [] },
attachments: [],
metadata: { body: 'This is a test note created from a workflow' } },
json: true };
request(options, function (error, response, body) {
if (error) throw new Error(error);
callback({
outputFields: {
body: body,
}
});
});
}
Definitivamente es necesario para manejar clientes y dejar notas importantes
Would love to see this future. Also handy to make things searchable!