HubSpot deal context brief from Mem notes

PromptCreate

Build a code workflow that automatically prepares a sales context brief whenever a new deal is created in HubSpot, using my Mem notes as the knowledge base.

Trigger: poll HubSpot for the deals_created event so the workflow fires every time a new deal lands in my pipeline.

Step 1. Use HubSpot Get Deal on the new deal id and pull the deal name along with its associated company and primary contact. We need the company name and the contact's full name for the searches that follow.

Step 2. Use Mem Search Notes with the company name as the primary query. Cap the results at the top 10 notes. Then run a second Mem Search Notes call using the contact's full name as a secondary query, also capped at the top 10. De-duplicate the combined note set by note id.

Step 3. If the combined, de-duplicated note set is empty, exit the workflow early. Do not create any notes in HubSpot or Mem when there is nothing to brief on.

Step 4. Pass the note snippets (title plus a short excerpt of each) through an AI generation step. The AI should produce a concise markdown brief with three headings: "What we know about this company", "Prior conversations", and "Open questions to ask on the first call". Keep the brief tight, roughly 250 to 400 words, and have it cite the source note titles inline so I can trace any claim back.

Step 5. Use HubSpot Create Note to attach the generated brief to the deal so it shows up on the deal timeline. Associate the note with the deal id from step 1.

Step 6. Use Mem Create Note to save the same brief into Mem, and use Add Note to Collection to file it under a collection titled "Sales Context Briefs" (create the collection by title if it does not already exist). Put a back-link to the HubSpot deal URL at the top of the Mem note so I can jump from my second brain to the live deal.

Treat the company name and contact name as the only required inputs into the search. Be defensive: if the deal has no associated company, fall back to searching only by contact name. If it has no contact either, exit early.

What does this prompt do?

Watches HubSpot for new deals and triggers the moment one is created.
Reads the deal, its associated company, and primary contact so we know who to look up.
Searches your Mem notes for everything you have written about that company and contact.
Writes a short brief covering what you already know, prior conversations, and open questions to ask, then pins it to the HubSpot deal and saves a copy in a Mem collection.

What do I need to use this?

A HubSpot account with permission to read deals, companies, and contacts and to create notes on records.
A Mem account with an API key from Settings, used to search your existing notes and save the new brief.
At least a few past notes in Mem about the companies or people you sell to (the workflow skips when there is nothing to pull from).

How can I customize it?

Change which Mem collection the brief is filed under, for example a per-rep collection or a per-quarter collection.
Tweak the brief's section headings to match how your team preps for first calls, such as adding a competitor section or a budget signals section.
Cap the search to the top 10 notes by default and raise or lower that depending on how dense your Mem library is.

FAQs

What happens if I have no past notes in Mem about the company?

The workflow checks the search results first. If nothing comes back, it skips quietly so your deal timeline does not get cluttered with empty briefs.

Does this work with HubSpot Free?

Yes. The workflow only needs basic CRM read and note write permissions, which are included in every HubSpot tier.

Will the brief appear on the deal itself or on the company?

The brief is created as a note and pinned to the deal so it shows up on the deal timeline. The Mem copy keeps a back-link to that same HubSpot deal.

How fast does the brief appear after a new deal is created?

HubSpot is polled on a short interval, so most briefs appear within a couple of minutes of the deal being created.

Can I use this with another note tool instead of Mem?

This template is wired specifically to Mem because of how its semantic search surfaces past context. You could swap in a different knowledge tool, but you would need to recreate the search and save steps for that tool.

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