Create Image Note

Overview

The Create Image Note action creates notes with embedded images, perfect for visual documentation, screenshots, and image-based workflows.
What it does: Creates a note with an embedded image from a URL on CRM records.
When to use it: Visual documentation, screenshots, form submissions with images, product images, or any workflow requiring visual context.
Business value: Automated visual documentation, better context for teams, screenshot capture workflows, and rich media note-taking.

Input Fields

Create Image Note includes all the same fields as Create Note, plus:

Image URL (Required)

Type: Text fieldDescription: Public URL or HubSpot file manager link to the imageSupports: Workflow tokens
Accepted formats:
  • PNG
  • JPG/JPEG
  • GIF
  • Public URLs (https://)
  • HubSpot file manager URLs
Examples:
<https://example.com/screenshot.png>
{{file.url}}
{{form.image_upload}}

All Create Note Fields

The action also includes all fields from the standard Create Note action:
  • Note Content - Text/HTML description
  • Owner - Assign to a user
  • Target - Where to create the note
  • Pin to Object - Pin the note
  • Style - Visual style (None/Info/Warning/Error)
See the  Create Note action documentation  for details on these fields.

Common Use Cases

Website Screenshot Documentation

Scenario: Automatically capture and log website screenshots when companies are created
Integration: Combine with Daeda Screenshots app
Configuration:
  • Trigger: Company created
  • Image URL: {{screenshot.url}} (from Daeda Screenshots action)
  • Content: Website screenshot captured on {{today}}
  • Target: The company
  • Style: None
Result: Visual record of company website at time of creation


Form Submission Images

Scenario: Forms include image uploads that need to be logged to contacts
Configuration:
  • Trigger: Form submission
  • Image URL: {{form.image_field}}
  • Content: Form submitted with image: {{form.form_name}}
  • Target: The contact
  • Pin: Yes
  • Style: Info
Result: Image submissions visible on contact records


Product Visual Documentation

Scenario: Log product images to deals when products are associated
Configuration:
  • Trigger: Product associated to deal
  • Image URL: {{product.image_url}}
  • Content: Product added: {{product.name}}<br>Price: {{product.price}}
  • Target: The deal
  • Style: None
Result: Visual product catalog on deals


Support Ticket Screenshots

Scenario: Customers submit screenshots with support tickets
Configuration:
  • Trigger: Ticket created with screenshot
  • Image URL: {{ticket.screenshot_url}}
  • Content: Customer reported issue with screenshot
  • Target: Ticket + associated contact
  • Style: Warning
Result: Visual issue documentation for support team


Inspection or Audit Photos

Scenario: Field service logs inspection photos to tickets
Configuration:
  • Trigger: Inspection completed
  • Image URL: {{inspection.photo_url}}
  • Content: Inspection completed by {{inspector.name}}<br>Status: {{inspection.status}}
  • Target: The ticket
  • Pin: Yes
  • Style: Info
Result: Visual audit trail of inspections

Integration Examples

With Daeda Screenshots

Workflow:
    New company created
    Daeda Screenshots captures homepage
    Create Image Note with screenshot URL
    Note appears on company with website screenshot
Value: Instant visual record of customer website


With HubSpot Forms

Workflow:
    Form submitted with image upload
    Form creates/updates contact
    Create Image Note with form image URL
    Image visible on contact timeline
Value: Form submissions with visual content preserved


With External APIs

Workflow:
    Workflow calls external API (via webhook)
    API returns image URL
    Create Image Note with API response URL
    Image logged to record
Value: Third-party visual data integrated into CRM

How It Works

    Image URL Resolution: The workflow resolves the image URL (token or static)
    Image Embedding: Daeda Notes embeds the image in the note body
    Note Creation: Standard note creation process executes
    Image Display: HubSpot displays the embedded image in the timeline
    Targeting: Note with image appears on all target records

Best Practices

Image URLs

Do:
  • Use public URLs (https://)
  • Use HubSpot file manager for reliable hosting
  • Verify URLs are accessible
  • Use appropriate image sizes (< 5MB recommended)
Don't:
  • Use localhost or private URLs
  • Use expired temporary URLs
  • Use extremely large images (slow loading)
  • Use URLs requiring authentication

Content Strategy

Include descriptive text with your images:
<strong>Website Screenshot</strong><br>
Captured: {{today}}<br>
URL: {{company.website}}
Don't rely on the image alone - add context.

File Hosting

Best: HubSpot file manager
  • Permanent URLs
  • No expiration
  • Integrated with HubSpot
Good: CDN or cloud storage
  • Reliable hosting
  • Fast loading
  • Public access
Avoid: Temporary or private URLs
  • May expire
  • Access issues
  • Broken images later

Performance

Optimize images before uploading:
  • Compress large screenshots
  • Use appropriate dimensions
  • Consider format (PNG for screenshots, JPG for photos)
  • Keep file sizes reasonable

Troubleshooting

Image Not Displaying

Check:
  • URL is publicly accessible
  • Image format is supported (PNG, JPG, GIF)
  • URL doesn't require authentication
  • Image file isn't corrupted
Solution:
  • Test URL in browser directly
  • Use HubSpot file manager for hosting
  • Verify image uploads successfully

Broken Image Icon

Cause: URL is invalid or image was deleted
Solution:
  • Verify URL is still active
  • Use permanent hosting (HubSpot file manager)
  • Check for URL expiration policies

Image Too Large

Symptoms: Slow loading, timeout errors
Solution:
  • Compress images before uploading
  • Use web-optimized formats
  • Resize to appropriate dimensions (1200px width max recommended)

Token Not Resolving

Issue: Image URL token shows {{token}} instead of URL
Check:
  • Token syntax is correct
  • Token is available in workflow context
  • Previous action outputs are configured correctly
Solution:
  • Review workflow history to see token values
  • Verify previous action succeeded
  • Test with static URL first

Advanced Configuration

Combining Text and Images

Create rich notes with both content and images:
Content Field:
<strong>Company Website Analysis</strong><br>
<br>
<strong>URL:</strong> {{company.website}}<br>
<strong>Analysis Date:</strong> {{today}}<br>
<strong>Status:</strong> Active<br>
<br>
See screenshot below:
Image URL Field:
{{screenshot.url}}
Result: Formatted note with context above the image

Conditional Image Notes

Use if/then branches for conditional image notes:
Example: Only create screenshot notes for companies with websites
  • If: Company website is known
  • Then: Capture screenshot and create image note
  • Else: Skip

Multiple Images

To add multiple images to a record:
  • Create multiple Create Image Note actions
  • Each action adds one image note
  • All appear in the timeline