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 field
Description: Public URL or HubSpot file manager link to the image
Supports: 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

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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

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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:

1. New company created
2. Daeda Screenshots captures homepage
3. Create Image Note with screenshot URL
4. Note appears on company with website screenshot

Value: Instant visual record of customer website

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With HubSpot Forms

Workflow:

1. Form submitted with image upload
2. Form creates/updates contact
3. Create Image Note with form image URL
4. Image visible on contact timeline

Value: Form submissions with visual content preserved

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With External APIs

Workflow:

1. Workflow calls external API (via webhook)
2. API returns image URL
3. Create Image Note with API response URL
4. Image logged to record

Value: Third-party visual data integrated into CRM

How It Works

1. Image URL Resolution: The workflow resolves the image URL (token or static)

2. Image Embedding: Daeda Notes embeds the image in the note body

3. Note Creation: Standard note creation process executes

4. Image Display: HubSpot displays the embedded image in the timeline

5. 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