Workflow Trigger for Meeting Transcript Addition & Current Cron Job Workaround

Developer Support APIs & Integrations
1

Dear Member,

I am working on a post-meeting generative ai workflow that depends on meeting transcripts. Currently, the workflow needs to start only when a new transcript is added to a contact. However, I’ve noticed there’s no built-in trigger for this specific action.

Current Workaround:
To bypass this limitation, I set up a cron job that checks the Engagements API hourly for new engagements (e.g., calls or meetings) and manually verifies if transcripts are attached. While this works, it’s inefficient and resource-intensive, as it requires constant polling instead of real-time event-driven automation.

Request:

  1. Is there a way to configure workflows to trigger automatically when a transcript is added to a contact?

  2. If not, can HubSpot’s API (e.g., Webhooks, Custom Events, or CRM Extensions) support this use case? For example:

    • A webhook subscription for transcript-specific events.
    • Custom properties or triggers tied to transcript updates.

  3. Are there plans to introduce native transcript-based triggers in future updates?

I’d greatly appreciate guidance on streamlining this process without relying on hourly API polling.

Best regards,

2

Hi @ankitoutscaleai and welcome, we are delighted to have you here! :hugs:
Thanks for reaching out to the HubSpot Community!
First of all, well done on achieving this great workaround and thank you for sharing it with the Community!
I’d love to ask some of our Top Experts: Hi @sylvain_tirreau, @zach_threadint and @Teun do you have suggestions to help @ankitoutscaleai, please?
Also @ankitoutscaleai, I’d recommend sharing your valuable feedback via the HubSpot Developer Feedback form. Then the Team can take a look!
Have a wonderful weekend and thanks so much!
Warmly,
Bérangère

3

Hi,

If I had to do this myself, I would create a public Hubspot application (MyApp) in which I define a custom event (“new transcript” for example) with attributes (for example the date of the event and other data you need about the transcript), and I would do my CRON task on the server. When I detect a new transcript, I send an event linked to the contact to the app. In Hubspot, I would have configured a workflow on the trigger “MyApp - New Transcript - Date” is known (for example, but we can be creative), and so as soon as the event is created your workflow does what you want.

Best