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Add Note to Contact

The Add Note to Contact tool allows your AI Assistant to append notes directly to existing contact records in your HubSpot CRM. This feature enables automated note-taking based on interactions, insights, or data gathered by your AI, ensuring that your contact records remain up-to-date with relevant information.

Setting Up the Add Note to Contact Tool​

Follow these steps to set up and configure the Add Note to Contact tool:

  1. Access the Tools Tab
    • Open your AI Assistant dashboard.
    • Navigate to the "Tools" tab.
  2. Select the Add Note to Contact Tool
    • Locate and click on the "Add Note to Contact" tool in the list of available tools.
    • This will open a modal window with configuration options.
  3. Connect Your HubSpot Account
  4. Configure the Tool
    • In the configuration section, you'll see the Search Property Name setting.
    • This is the only parameter you need to configure for this tool.
  5. Search Property Name Configuration

    • Choose either "Id" or "Email" from the selector.

    • This determines which unique field will be used to identify the contact to add a note to in HubSpot.

    • Options:

      • Id: Use the HubSpot contact ID to identify the contact.
      • Email: Use the contact's email address to identify the contact.

    • Check "Expose To AI Assistant" if you want your AI to choose between Id and Email when searching for contacts to add notes to.

  6. Save Configuration
    • After setting your preference, save your configuration.
  7. Test the Tool
    • Use the test functionality to ensure the tool is working correctly with your settings.

Important Notes​

  • The Search Property Name is crucial for identifying which contact to add a note to. Ensure your AI Assistant has access to either the contact's HubSpot ID or email address for successful note addition.
  • The content of the note will be provided by the AI Assistant when it uses this tool. There's no need to configure the note content in the tool settings.
  • Notes added through this tool will be visible in the contact's activity timeline in HubSpot, just like manually added notes.

How It Works​

Once configured, your AI Assistant can use this tool to add notes to contacts in your HubSpot CRM. Here's how it typically works:

  1. The AI Assistant determines that a note needs to be added to a contact.
  2. It prepares the content of the note based on the context of the interaction or the information it has gathered.
  3. The AI Assistant calls the Add Note to Contact tool, providing:
    • The search property (Id or Email) and its value to identify the contact.
    • The content of the note.
  4. The tool then adds the note to the specified contact's record in HubSpot.

Use Cases​

Here are three examples of how you can use the Add Note to Contact tool in combination with other Cubeo AI capabilities:

1. Conversation Summary Notes​

Scenario: Automatically add a summary note after an AI-assisted chat interaction with a contact.

Tools: Add Note to Contact + AI Assistant (trained on summarization) + API (customer support platform)

Workflow:

  1. The Human engages in a conversation with a contact via chat in a customer support platform.
  2. At the end of the conversation, the AI Assistant could take the whole conversation and summarize key points and action items.
  3. The Add Note to Contact tool is used to add this summary as a note to the contact's record.

2. Research Insights Note​

Scenario: Add notes with insights gathered from online research about a contact.

Tools: Add Note to Contact + Web Browser + LinkedIn Profile Scraper

Workflow:

  1. The AI Assistant uses the Web Browser and LinkedIn Profile Scraper to gather information about a contact.
  2. It compiles and analyzes this information to generate insights.
  3. The Add Note to Contact tool is used to add these insights as a note to the contact's HubSpot record.

By leveraging the Add Note to Contact tool in combination with other Cubeo AI capabilities, you can create automated processes that keep your HubSpot CRM contact records enriched with timely and relevant notes. This ensures that your team always has access to the latest insights and interaction details for each contact, enabling more informed and personalized engagement strategies.

Remember to use this tool responsibly and in compliance with your data privacy policies. While automation can greatly enhance your CRM's value, it's important to maintain the accuracy and relevance of the notes being added to your contacts' records.