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.

Create Note Feature

Input Fields

Note Content (Required)

Type: Text area (HTML supported)
Description: The body of your note - supports plain text and HTML formatting
Supports: 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 note
Options: 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: Dropdown
Description: Where to create the note
Options:

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: Checkbox
Default: Unchecked
Description: 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: Dropdown
Options:

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 contacts
Effect: 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