How to Use HubSpot AI Assistants in Workflows

Hubspot users can streamline workflow automation by using the built-in AI assistants to draft emails, generate task details, and create custom code actions, all without leaving the workflow editor.

This guide walks you step by step through enabling and using AI assistants in workflows, plus important privacy and limitation details so you can use them safely.

Before You Use HubSpot AI in Workflows

AI assistants inside the workflow tool are available in the latest versions of HubSpot and rely on third-party AI providers to generate content.

Data and privacy overview

When you use AI assistants, the prompt and related content may be sent to third-party AI partners to process your request. These partners act as sub-processors and help generate the output.

• Data is used to return AI-generated suggestions.
• Data is not used to train third-party generalized models.
• You should avoid entering highly sensitive information in prompts.

Review your organization’s legal and compliance guidelines before rolling out AI-based workflow actions broadly.

General limitations

Keep these points in mind when using the feature:

• AI outputs may include factual errors.
• You are responsible for reviewing and editing generated content.
• Some actions are only available in certain workflow types.
• Usage may be subject to rate limits or quotas on your account.

How to Access HubSpot AI Assistants in Workflows

You can work with AI directly from the workflow editor, either when adding a new action or editing an existing one.

1. In your HubSpot account, navigate to Automation > Workflows.
2. Create a new workflow or open an existing workflow.
3. Click the plus icon + to add an action on the workflow canvas.
4. Choose an email, task, or custom code–related action that supports AI.

Once the action panel opens, you will see AI options such as Generate with AI or AI icons next to input fields.

Using HubSpot AI for Workflow Email Actions

AI assistants can help you quickly write or improve emails created from workflow actions.

Generate a new marketing email with AI

1. In the workflow editor, add a Send email action.
2. Select Create new email or a similar option to open the email editor.
3. In the body field, click the AI icon or Generate with AI.
4. Enter a short prompt describing:
   • Goal of the email
   • Target audience
   • Key offer or message
   • Preferred tone (for example: professional, friendly, concise)
5. Click Generate to create a draft.
6. Review, edit, and format the email before publishing.

You can regenerate the copy, ask the assistant to shorten or expand it, or adjust the tone as needed.

Improve an existing workflow email

1. Open a workflow that already contains a Send email action.
2. Click the email name to open it in the editor.
3. Highlight a section of text or place your cursor in the body.
4. Use the AI assistant to rewrite, summarize, or change the style.
5. Review and approve changes, then update the action.

Always make sure the AI-generated content aligns with your brand, is accurate, and complies with your internal guidelines.

Creating Tasks with HubSpot AI in Workflows

You can use the assistant to draft task titles and descriptions so that sales, service, or operations teams receive clear instructions from automated workflows.

Generate task details automatically

1. In the workflow editor, click + and select Create task.
2. Look for AI options in the Task title or Description fields.
3. Click the AI icon to open the prompt window.
4. Describe what the assignee should do, including:
   • Context (for example: follow up with a new lead)
   • Channel (phone, email, meeting)
   • Key points to mention
   • Priority and deadline, if relevant
5. Generate the text and review the suggestion.
6. Edit the task details and save the action.

You can also include personalization tokens in tasks after generation to reference contact, company, or deal properties.

Using HubSpot AI in Custom Code Workflow Actions

For more advanced automation, you can let the AI assistant help you create or refine JavaScript for custom code actions.

Generate starter code with AI

1. In a workflow, click + and choose Custom code.
2. Select the runtime (for example, Node.js) and open the code editor.
3. Click the AI button in the editor to launch the assistant.
4. Describe the logic you want, such as:
   • Updating specific object properties
   • Calling an external API
   • Performing calculations or transformations
5. Let the assistant create a draft code snippet.
6. Verify the code, add needed authentication, and test thoroughly.

Always validate AI-generated code in a safe environment and ensure it follows your engineering and security standards.

Refine or document existing code

You can also ask the assistant to:

• Explain what a section of code does.
• Simplify complex logic.
• Add comments for better documentation.

This helps teams maintain and troubleshoot workflow automations more easily.

Best Practices for Safe HubSpot AI Usage

To get reliable results while protecting your organization, follow these important guidelines.

Review and edit all AI output

• Read every generated email, task, and code snippet.
• Correct any inaccurate or outdated information.
• Check for consistency with your brand voice and policies.

Avoid sensitive information in prompts

• Do not include passwords, payment data, or confidential personal data.
• Use generic descriptions instead of real identifiers when possible.
• Consult with your security team about acceptable use.

Test workflows thoroughly

• Use small internal segments before rolling out widely.
• Monitor results such as email engagement or task completion.
• Iterate on prompts and outputs to improve performance.

Where to Learn More About HubSpot AI Workflows

To explore the original documentation for this feature, visit the official guide on AI assistants in workflows on the HubSpot knowledge base: Use AI assistants in workflows.

If you need strategic help designing workflow automation or implementing AI at scale, you can also consult specialists at Consultevo for additional enablement and optimization support.

By combining solid governance with the built-in AI tools, you can make your workflows in HubSpot faster to build, easier to maintain, and more effective across marketing, sales, and service teams.

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