Create Note

Overview

The Create Note action allows you to automatically add formatted notes to CRM records as part of your HubSpot workflows. Perfect for documentation, team communication, and audit trails.
What it does: Creates a styled note with HTML-formatted content on one or more CRM records.
When to use it: Automated documentation, status tracking, team notifications, workflow logging, or any time you need consistent note-taking.
Business value: Eliminates manual note creation, ensures consistent documentation, improves team visibility, creates audit trails, and saves hours of administrative work.

Input Fields

Note Content (Required)

Type: Text area (HTML supported)Description: The body of your note - supports plain text and HTML formattingSupports: Workflow personalization tokens
Examples:
Deal moved to {{deal.dealstage}} by {{owner.firstname}}
<strong>Important:</strong> Contact requested callback before {{contact.callback_date}}
<ul>
  <li>Budget confirmed: {{deal.amount}}</li>
  <li>Decision maker: {{contact.firstname}} {{contact.lastname}}</li>
  <li>Close date: {{deal.closedate}}</li>
</ul>
Tips:
  • Use workflow tokens for dynamic content
  • Keep it concise and scannable
  • Use HTML for formatting (bold, lists, links)
  • Avoid overly complex HTML


Owner (Optional)

Type: Dropdown (dynamic)Description: The HubSpot user who owns this noteOptions: Populated from your HubSpot users
When to assign:
  • Note relates to a specific person's work
  • Following up requires a specific owner
  • Accountability matters
When to leave unassigned:
  • General team visibility
  • Informational notes
  • System-generated documentation
Dynamic assignment: You can use workflow tokens to assign dynamically:
  • Deal owner
  • Contact owner
  • Company owner
  • Ticket owner


Target (Required)

Type: DropdownDescription: Where to create the noteOptions:
  • Enrolled record - The object that triggered the workflow
  • All associated contacts - Every contact linked to the enrolled record
  • All associated companies - Every company linked to the enrolled record
  • All associated deals - Every deal linked to the enrolled record
  • All associated tickets - Every ticket linked to the enrolled record
Choosing a target:
Single record (Enrolled record)
  • Specific documentation for this one record
  • Most common use case
  • Clean and simple
Multiple records (All associated X)
  • Shared context across stakeholders
  • Team-wide visibility
  • Important updates affecting multiple parties


Pin to Object (Optional)

Type: CheckboxDefault: UncheckedDescription: Pin this note to the record (replaces current pinned engagement)
What pinning does:
  • Makes the note appear at the top of the record
  • Replaces any currently pinned engagement
  • Gives maximum visibility to important updates
When to pin:
  • Critical status changes
  • Important notifications
  • Key decisions or approvals
  • High-priority information
When not to pin:
  • Routine documentation
  • Frequent updates (would constantly replace each other)
  • Low-priority notes


Style (Optional)

Type: DropdownOptions:
  • None (default) - Clean white background
  • Info - Blue background with info icon
  • Warning - Yellow background with warning icon
  • Error - Red background with error icon
When to use each style:
None (default)
  • Standard documentation
  • Routine notes
  • General information
Info (blue)
  • Status updates
  • Confirmations
  • General notifications
  • Positive updates
Warning (yellow)
  • Attention needed
  • Cautions
  • Important reminders
  • Action required soon
Error (red)
  • Failures
  • Critical issues
  • Problems requiring immediate action
  • Workflow errors

Output Fields

After the action executes, these outputs are available for use in subsequent workflow actions:
Note ID
  • HubSpot's unique identifier for the created note
  • Use for tracking or reference
Status
  • Success/failure indicator
  • Use for conditional logic

Common Use Cases

Deal Stage Change Documentation

Scenario: Automatically log when deals move through pipeline stages
Configuration:
  • Trigger: Deal stage changes
  • Content: Deal moved to {{deal.dealstage}} by {{owner.firstname}} on {{today}}
  • Owner: Deal owner
  • Target: Enrolled record (the deal)
  • Pin: No
  • Style: Info
Result: Complete stage progression history on every deal


Error Notification

Scenario: Alert team when a workflow step fails
Configuration:
  • Trigger: Workflow action fails (use if/then branch)
  • Content: <strong>Error:</strong> Data enrichment failed. Manual review required.
  • Owner: Contact owner
  • Target: Enrolled record
  • Pin: Yes
  • Style: Error
Result: Immediate visibility of workflow failures


MQL to Sales Handoff

Scenario: Notify sales team when marketing qualified leads are ready
Configuration:
  • Trigger: Lifecycle stage becomes MQL
  • Content: This contact is now Marketing Qualified! Lead score: {{contact.lead_score}}
  • Owner: Leave unassigned
  • Target: Contact + all associated deals
  • Pin: Yes
  • Style: Info
Result: Sales team awareness across all relevant records


Meeting Summary Distribution

Scenario: Log meeting notes to all attendees after a meeting
Configuration:
  • Trigger: Meeting completed
  • Content: Meeting Summary:<br>{{meeting.notes}}<br><br>Next steps: {{meeting.next_steps}}
  • Owner: Meeting creator
  • Target: All associated contacts
  • Pin: No
  • Style: None
Result: Meeting notes visible to all participants


Approval Tracking

Scenario: Document approval decisions in workflows
Configuration:
  • Trigger: Approval granted/denied
  • Content: Approval {{approval_status}} by {{approver.name}} on {{today}}
  • Owner: Approver
  • Target: Enrolled record
  • Pin: Yes
  • Style: Info (if approved) or Warning (if denied)
Result: Clear approval audit trail


Ticket Resolution Documentation

Scenario: Log resolution details when tickets close
Configuration:
  • Trigger: Ticket status becomes "Closed"
  • Content: Ticket resolved by {{owner.name}}.<br>Resolution: {{ticket.resolution_notes}}
  • Owner: Ticket owner
  • Target: Ticket + all associated contacts
  • Pin: No
  • Style: Info
Result: Resolution visibility for customer and team

How It Works

    Workflow Triggers: The workflow executes based on your trigger condition
    Note Creation: Daeda Notes creates a note with your specified content
    HTML Rendering: HubSpot renders the HTML formatting in the note
    Targeting: The note is created on all specified target records
    Pinning: If enabled, the note replaces the current pinned engagement
    Owner Assignment: The note is assigned to the specified owner
    Style Application: The visual style is applied (background color and icon)
    Visibility: The note appears in the timeline of all target records

Advanced Configuration

Using Personalization Tokens

Insert dynamic data into your notes:
Contact {{contact.firstname}} {{contact.lastname}} ({{contact.email}})
moved to {{contact.lifecyclestage}} stage.

Deal value: {{deal.amount}}
Close date: {{deal.closedate}}
Probability: {{deal.probability}}%

HTML Formatting Examples

Bold and Italic:
<strong>Important:</strong> This requires <em>immediate</em> attention.
Lists:
<ul>
  <li>Action item 1</li>
  <li>Action item 2</li>
  <li>Action item 3</li>
</ul>
Links:
View proposal: <a href="{{deal.proposal_link}}">Click here</a>
Line Breaks:
Line one<br>
Line two<br>
Line three

Conditional Note Creation

Use if/then branches to create notes conditionally:
Example: Only create notes for high-value deals
  • If: Deal amount > $50,000
  • Then: Create note with high-value deal content
  • Else: Create note with standard deal content

Multi-Target Strategy

Create the same note on multiple object types for maximum visibility:
Target Option: All associated contactsEffect: Every contact linked to this deal gets the note
Use case: Deal won notification sent to all stakeholders

Best Practices

Content Guidelines

Do:
  • Keep notes concise and scannable
  • Use bullet points for multiple items
  • Include relevant data with tokens
  • Use clear, descriptive language
Don't:
  • Write paragraphs of dense text
  • Use overly complex HTML
  • Include sensitive information (notes are visible to all with access)
  • Create duplicate information already visible elsewhere

Owner Assignment Strategy

Assign when:
  • Note relates to someone's specific work
  • Following up requires ownership
  • Accountability matters
  • Task-oriented notes
Leave unassigned when:
  • General information for the team
  • System-generated logs
  • Broad visibility is the goal

Pinning Strategy

Pin for:
  • Critical status changes (once per major milestone)
  • Important decisions or approvals
  • Urgent action items
  • Key customer communications
Don't pin:
  • Every note (pins replace each other)
  • Routine documentation
  • Frequent updates

Style Selection

Match the style to the note's purpose:
  • Info (blue) - 70% of notes, general updates
  • None - 20% of notes, standard documentation
  • Warning (yellow) - 8% of notes, important cautions
  • Error (red) - 2% of notes, critical issues only

Troubleshooting

Notes Not Appearing

Check:
  • Workflow is active and enrolling records
  • Trigger condition is being met
  • Target records exist and are accessible
  • App has write permissions
Solution:
  • Review workflow history to see if action executed
  • Test with manual enrollment
  • Verify associations exist for multi-target notes

HTML Not Rendering

Issue: HTML appears as plain text instead of formatting
Cause: HubSpot filters certain HTML tags for security
Solution:
  • Stick to basic tags: <strong>, <em>, <br>, <ul>, <li>, <a>
  • Avoid <script>, <style>, <div> with inline styles
  • Test HTML in a note editor first

Pin Not Working

Issue: Note created but not pinned
Check:
  • Pin checkbox is enabled in action configuration
  • Record type supports pinned engagements (all standard objects do)
  • No HubSpot permissions issues
Solution:
  • Verify toggle is ON
  • Check if another automation is also pinning (race condition)
  • Test with manual workflow enrollment

Owner Not Assigned

Issue: Note appears unassigned despite owner selection
Check:
  • Selected owner exists in HubSpot
  • Owner token resolves to valid user ID
  • Owner has access to the record
Solution:
  • Use static owner selection for testing
  • Verify token outputs in workflow history
  • Ensure owner has proper permissions