Daeda Notes - Setup

What is Daeda Notes?

Daeda Notes brings powerful note creation capabilities to HubSpot workflows. Create beautiful, formatted notes automatically as part of your business processes - from deal stage changes to support ticket resolutions.
What it does: Provides workflow actions for creating rich-text notes and image notes on CRM records automatically.
When to use it: When you need automated documentation, status tracking, team notifications, or audit trails in your CRM.
Business value: Consistent record-keeping, improved team visibility, automated documentation, reduced manual work, and complete activity tracking.

Key Features

Rich Text Formatting

Create notes with full HTML support including:
  • Bold, italic, underline
  • Lists and bullets
  • Links and formatting
  • Custom styling

Custom Note Styles

Choose from built-in styles for visual impact:
  • Info - Blue background for informational updates
  • Warning - Yellow background for cautions
  • Error - Red background for issues
  • None - Clean white background (default)

Flexible Targeting

Create notes on multiple records automatically:
  • Enrolled record (the one that triggered the workflow)
  • All associated contacts
  • All associated companies
  • All associated deals
  • All associated tickets

Pin Functionality

Pin important notes to records for maximum visibility - replaces the current pinned engagement to keep the most important information front and center.

Owner Assignment

Assign notes to specific HubSpot users or leave unassigned for general visibility.

Image Support

Create notes with embedded images from URLs - perfect for visual documentation and screenshots.

Workflow Actions

Daeda Notes provides two powerful workflow actions:

1. Create Note

Create rich-text notes with HTML formatting and custom styling on any supported CRM object.
Use cases:
  • Deal stage change documentation
  • Workflow completion logging
  • Team status updates
  • Error notifications
  • Meeting summaries

2. Create Image Note

Create notes with embedded images from URLs.
Use cases:
  • Website screenshots (combine with Daeda Screenshots)
  • Form submission images
  • Visual documentation
  • Product images
  • Audit trail captures

Supported Objects

Create notes on:
  • Contacts
  • Companies
  • Deals
  • Tickets
Notes can be targeted to multiple objects simultaneously (e.g., create a note on both a deal and all associated contacts).

Installation

Daeda Notes is 100% free forever with unlimited usage!
    Authorize permissions: Grant workflow and CRM write permissions when prompted
    Start using: Find "Daeda Notes" in your workflow action sidebar
No credit card required. No limits. Free forever.

Pricing

Free - Forever

Price: $0/month
What's included:
  • Unlimited note creation
  • Unlimited image notes
  • All targeting options
  • All style options
  • Pin functionality
  • Owner assignment
  • No execution limits

How to Access in Workflows

Step 1: Navigate to Workflows

    In HubSpot, go to Automations → Workflows
    Create a new workflow or edit an existing one

Step 2: Set Up a Trigger

Choose when the workflow should run:
  • Record creation (e.g., new company created)
  • Property change (e.g., deal stage updated)
  • Date-based (e.g., renewal date approaches)
  • Manual enrollment

Step 3: Add Daeda Notes Action

    Click + to add a new action
    Find "Daeda Notes" in the sidebar
    Choose your action:
  • Create Note - Rich text notes
  • Create Image Note - Notes with embedded images

Step 4: Configure the Action

  • Note Content: Write your note text (HTML supported)
  • Owner: Assign to a user or leave unassigned
  • Target: Choose where to create the note
  • Pin: Toggle to pin the note to records
  • Style: Select visual style (Info/Warning/Error/None)

Step 5: Save and Activate

    Save your workflow
    Turn it on
    Notes will be created automatically when the workflow runs

Quick Start Example

Let's create an automated note when a deal reaches "Closed Won" stage:
    Create workflow: Contact-based, triggered by deal stage change
    Set trigger: Deal stage becomes "Closed Won"
    Add action: Daeda Notes → Create Note
    Configure:
  • Content: "Congratulations! This deal closed successfully."
  • Owner: Deal owner
  • Target: The deal + all associated contacts
  • Pin: Yes
  • Style: Info (blue)
    Activate: Turn on the workflow
Now every time a deal closes, a celebration note appears on the deal and all contacts automatically!

Common Workflow Patterns

Deal Stage Tracking

Trigger: Deal stage changesAction: Create note documenting the stage changeTarget: The dealResult: Complete stage progression history

Error Logging

Trigger: Workflow action failsAction: Create error-styled note with detailsTarget: The enrolled recordResult: Clear error documentation for troubleshooting

Team Notifications

Trigger: Contact becomes MQLAction: Create note notifying sales teamTarget: Contact + associated dealsResult: Sales team awareness across all touchpoints

Meeting Documentation

Trigger: Meeting loggedAction: Create note with meeting summaryTarget: All meeting attendees (contacts)Result: Meeting notes visible to all participants

Permissions Required

Daeda Notes needs:
  • CRM Write Access: To create notes on records
  • Workflow Access: To appear in workflow actions
  • Object Access: Read/write for Contacts, Companies, Deals, Tickets
These are standard permissions for workflow apps that create CRM data.

Best Practices

Keep Notes Concise

  • Focus on key information
  • Use bullet points for readability
  • Avoid walls of text
  • Include relevant data using tokens

Use Styles Meaningfully

  • Info: General updates, status changes, confirmations
  • Warning: Cautions, attention needed, important notices
  • Error: Failures, issues, problems requiring action
  • None: Standard documentation

Target Appropriately

  • Single record: Specific documentation
  • Multiple records: Shared context across stakeholders
  • All associations: Maximum visibility for important updates

Pin Strategic Notes

  • Only pin the most important updates
  • Pinning replaces the previous pinned item
  • Use sparingly for maximum impact

Assign Owners Thoughtfully

  • Assign when ownership matters
  • Leave unassigned for team visibility
  • Use workflow tokens for dynamic assignment

Troubleshooting

Notes Not Appearing

Check:
  • Workflow is activated
  • Trigger condition is met
  • Targeting is configured correctly
  • Permissions are granted
Solution:
  • Review workflow history
  • Test with manual enrollment
  • Verify object associations exist

HTML Not Rendering

Check:
  • HTML syntax is valid
  • Tags are properly closed
  • Unsafe tags are avoided (HubSpot filters these)
Solution:
  • Use simple HTML (bold, italic, lists)
  • Test HTML in a browser first
  • Avoid complex styling

Pin Not Working

Check:
  • Pin toggle is enabled
  • Record supports pinned engagements
  • You have write permissions
Solution:
  • Verify toggle is ON
  • Check HubSpot object supports pinning
  • Confirm app permissions

Getting Help

  • Email:  contact@daeda.tech 
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