Writing notes from existing tasks into custom fields

Smart CRM & Sales Hub CRM
1

Hey Folks,
I would like to work with task-notes in HubSpot workflows. In particular I would like to copy the whole string of a task-note into a customfield using the “edit record” function in a workflow. I attached a screenshot of my attempt but am pretty sure I did something wrong there. Can someone help?

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2

Hi @RLöser,

Could you describe your use case in a bit more in detail?

Updating the previous version of my answer, if you’re referring to tasks (and not notes), then you could use the new option to create a task-based workflow, then use the “Edit record” workflow action to copy the value of the latest enrolled task notes field, for example, into a field on an associated record:

Workflows

Task workflows

November 12, 2024

What is it?

Users can now create task-centered workflows.

Why does it matter?

Task-centered workflows standardize processes, which helps organizations save time and accomplish more. For example, users can create workflows that notify managers when tasks are complete or become overdue.

How does it work?

To create a task workflow:

  • From the workflows tool homepage, click “Create workflow” and select “From scratch”
  • Choose the task object on the object select page
  • Choose the trigger based on task events or properties
  • Add actions

Who gets it?

Marketing Hub Professional, Marketing Hub Enterprise, Operations Hub Professional, Operations Hub Enterprise, Sales Hub Professional, Sales Hub Enterprise, Service Hub Professional, Service Hub Enterprise

Best regards

3

I am referring to the note of a task. Means the text field where you can write down your notes attached to a task.
Did you have this situation as well? Do you have a template or sth for this code action? I would have tried it using webhooks and a spreadsheet if I can’t avoid it.
Talking about activity based workflows: any information about whether or not this will come and when?
Best
Rick

4

@RLöser just updated my previous reply, HubSpot did recently introduce task-based workflows which should solve the issue.

5

I see, that seems to work (at least one part of my approach). I’ll need more time to have a look into this before I mark your answer as solution. Thank you again Karsten, I’ll might get back to this topic tomorrow.