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Add Task to Contact

The Add Task to Contact tool empowers your AI Assistant to create and assign tasks directly to contact records in your HubSpot CRM. This feature enables automated task creation based on interactions, insights, or specific requests, ensuring that follow-up actions are properly tracked and managed within your CRM.

Setting Up the Add Task to Contact Tool​

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

  1. Access the Tools Tab
    • Open your AI Assistant dashboard.
    • Navigate to the "Tools" tab.
  2. Select the Add Task to Contact Tool
    • Locate and click on the "Add Task 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 task 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.
    • Default: Email
    • Check "Expose To AI Assistant" if you want your AI to choose between Id and Email when searching for contacts to add tasks 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.

How It Works​

When you or your team members interact with the AI Assistant, it can create tasks in HubSpot based on your conversations or requests. The AI will fill in the task details automatically, saving you time and ensuring consistency.

Task Details the AI Can Handle​

  1. Activity date: When the task is due Options: Today, Tomorrow, In 2 days, In 3 days, In 1 week, In 2 weeks, In 1 month, In 3 months, In 6 months
  2. Priority: How important the task is Options: Low, Medium, High
  3. Send reminder: When to be reminded about the task Options: No reminder, At task due time, 30 minutes before, 1 hour before, 1 day before, 1 week before
  4. Activity time: The specific time the task is due Options: Various times from 12:00 am to 11:45 pm in 15-minute increments
  5. Subject: A brief description of the task
  6. Body: Detailed notes or instructions for the task
  7. Type: The kind of task Options: Todo, Email, Call
  8. Status: The current state of the task Options: Not started, Completed

Real-World Examples​

1. Scheduling a Follow-up Call​

Scenario: After a chat about your services, a potential customer wants more information.

How it works:

  1. You tell the AI: "Schedule a follow-up call with sarah@abc.com from ABC Corp for next week."
  2. The AI creates a task in HubSpot with:
    • Subject: "Follow-up call with Sarah from ABC Corp"
    • Type: Call
    • Activity date: In 1 week
    • Priority: High
    • Reminder: 1 hour before

2. Requesting Documents​

Scenario: A client needs to send you some paperwork.

How it works:

  1. You mention to the AI: "Remind me to ask john.doe@example.com for his signed contract by Friday."
  2. The AI sets up a task:
    • Subject: "Request signed contract from John"
    • Type: Todo
    • Activity date: This Friday
    • Priority: Medium
    • Body: "Follow up with John to obtain the signed contract"

3. Email Campaign Follow-up​

Scenario: You want to check on the results of a recent email campaign.

How it works:

  1. You ask the AI: "Set a reminder to review the summer sale email results in two days."
  2. The AI creates a task:
    • Subject: "Review summer sale email campaign results"
    • Type: Todo
    • Activity date: In 2 days
    • Activity time: 9:00 am
    • Priority: Low
    • Body: "Check open rates, click-through rates, and sales generated from the summer sale email campaign"

By using the Add Task to Contact tool through your AI Assistant, you can effortlessly keep track of important follow-ups, deadlines, and action items. This helps ensure that nothing falls through the cracks in your customer interactions and sales processes.

Remember, your AI Assistant is here to make your life easier. Don't hesitate to ask it to create tasks for you – it's like having a super-efficient personal assistant right at your fingertips!