Hubspot Automate

For Hubspot, this automated workflow processes incoming emails to extract key contact information, checks for existing contacts, and creates new entries as needed. It enhances engagement tracking by automatically logging email interactions, streamlining communication management, and improving data accuracy.

7/8/2025
13 nodes
Medium
emailmediumhubspotlangchainemailreadimapsticky noteadvancednotificationlogicconditional
Categories:
Medium WorkflowEmail TriggeredCRM & Sales
Integrations:
HubspotLangChainEmailReadImapSticky Note

Target Audience

Target Audience


- Sales Teams: To streamline their communication and engagement with potential leads.
- Marketing Professionals: For automated follow-ups and data collection from email inquiries.
- Customer Support Teams: To quickly parse customer emails and create contacts in HubSpot.
- Business Owners: To enhance lead management and improve customer relationship management (CRM) efficiency.

Problem Solved

Problem Solved


This workflow automates the process of managing email communications by:
- Parsing incoming emails to extract important contact information such as names, emails, phone numbers, and addresses.
- Searching for existing contacts in HubSpot to avoid duplicates and ensure accurate data management.
- Creating new contacts in HubSpot if they do not already exist, along with logging email engagements, thus improving follow-up efficiency and tracking.

Workflow Steps

Workflow Steps


1. Email Reception: The workflow begins by triggering when an email is received through the IMAP account.
2. Email Parsing: The email content is parsed using AI to extract essential information like the sender's name, email, company, and other relevant details.
3. Contact Search: The workflow searches for the contact in HubSpot using the extracted email address.
4. Conditional Logic: It checks if the contact already exists:
- If yes, it proceeds to log the email engagement.
- If no, it creates a new contact in HubSpot with the extracted details.
5. Email Engagement Creation: Regardless of whether the contact was newly created or already existed, an email engagement is logged in HubSpot to track communication.

Customization Guide

Customization Guide


- Email Parsing: Modify the parsing prompt in the 'Parse the mail with AI' node to extract different or additional information as needed.
- HubSpot Integration: Adjust the fields in the 'Creates contact' node to include or exclude specific details based on your CRM requirements.
- Email Trigger Settings: Change the IMAP settings in the 'When an email is received' node to connect to different email accounts or adjust the frequency of checks.
- Engagement Types: Customize the type of engagement created in HubSpot by modifying the parameters in the 'Creates an email engagement' node to suit your engagement strategy.