Connect your OpenAI account to HubSpot (BETA)

Connect OpenAI and HubSpot to use your own OpenAI account when using AI-powered workflow actions such as Ask OpenAI and Ask OpenAI Assistant. You can connect the app from the App Marketplace or from within a workflow. 

After, you can use outputs from these actions with other workflow actions, such as sending notifications or creating tasks. For example, you can enter a prompt to summarize enrolled records. Then, add an action to send this summary to a sales rep.

Before you get started

When connecting your OpenAI account, please note the following:

• Connecting your OpenAI account will allow you to use your own OpenAI subscription.
  • You will be billed directly by OpenAI for your API usage. 
  • When using the OpenAI integration, model selection, reasoning efforts, and temperature selected can impact pay-as-you-go pricing. Learn more about OpenAI's API pricing and packaging. 
• You can only connect one OpenAI to each HubSpot account. 
• If you are an admin in your OpenAI account, you can select which models will be available for users when creating workflows with the Ask OpenAI or Ask OpenAI assistants actions. Learn how to update your OpenAI model access and set limits on your API usage. 

Connect your OpenAI account

• Navigate to OpenAI. Then, sign up or log into your account. 
• Retrieve your API key.
  
  • For existing projects, ensure you have the necessary permissions to use the API. 
  • Only organization owners can create new projects and generate corresponding API keys, learn more about the different roles and permissions in your OpenAI account.
  • Check that your API key is still valid and not expired. 

Please note: you must keep the API key secure, as it provides access to your OpenAI instance.

Connect your OpenAI account

• In your HubSpot account, click the Marketplace icon marketplace in the top navigation bar, then select App Marketplace.
• Search for and select the OpenAI Integration. 
• In the top right, click Install app. Then, follow the steps to connect your account. 
• In the dialog box, enter your API key. 
• Click Connect to Open AI.
  • After connecting your OpenAI account, your OpenAI model will be available for use within your HubSpot workflows. 
  • When using actions such as the Ask Breeze workflow action, configure the model and model's usage limits from within your OpenAI account. Learn more about managing projects in OpenAI's API platform. 
     

Manage your connected OpenAI account

To switch the OpenAI API key used or disconnect your OpenAI account: 

• In your HubSpot account, click the settings settings icon in the top navigation bar. In the left sidebar menu, navigate to Integrations > Connected Apps.
• Search for and click Open AI. 
• At the top, click Manage connection.
• To change the API key used, click Switch API keys. 
• To disconnect the OpenAI integration, click Disconnect. Then, select Disconnect. 

Use the Ask OpenAI workflow action 

Use this action to send prompts to OpenAI and analyze, summarize, and categorize data from enrolled records.

• In your HubSpot account, navigate to Automation > Workflows.
• Click the name of an existing workflow or create a new workflow.
• Set your enrollment triggers.
• Click the + plus icon to add an action.
• In the left panel, click to expand the OpenAI Integration section. Then, click Ask OpenAI. 
• In the Prompt message field, enter your prompt. You can also use properties from the data panel. 
• Click to expand the Advanced API settings section. Then, configure the following: 
  • Model selection: the OpenAI model used for the API call. If a model is not selected, the assistant-defined model will be used.
  • Reasoning effort: the effort on reasoning. You can select from High, Medium, or Low. Higher values will result in more detailed responses but may take longer to generate.
  • Temperature: the randomness of the generated text. Lower values will result in more predictable responses, while higher values will result in more creative responses.

• At the top, click Save. 
   

Use the Ask OpenAI Assistant workflow action 

• In your HubSpot account, navigate to Automation > Workflows.
• Click the name of an existing workflow or create a new workflow.
• Set your enrollment triggers.
• Click the + plus icon to add an action.
• In the left panel, click to expand the OpenAI Integration section. Then, click Ask OpenAI Assistant. 
• Click the Assistant selection dropdown menu and select the AI assistant that you'd like to use. These are the assistants available in your OpenAI account. 
• Click to expand the Advanced API settings section. Then, configure the following: 
  • Model selection: the OpenAI model used for the API call. If a model is not selected, the assistant-defined model will be used.
  • Temperature: the randomness of the generated text. Lower values will result in more predictable responses, while higher values will result in more creative responses.
• At the top, click Save. 
   

Use outputs with other workflow actions

After adding the Ask OpenAI or Ask OpenAI assistant action to your workflow, you can use the generated output in other workflow actions where the data panel is used. 

• In your HubSpot account, navigate to Automation > Workflows.
• Click the name of an existing workflow or create a new workflow.
• Set up your Ask OpenAI or Ask OpenAI Assistant action.
• Click the + plus icon to add an action. Then, select a workflow action. 
• In the Choose data variable panel, click the View properties or action outputs from dropdown menu and select Action outputs. 
• Click to expand the Ask OpenAI or Ask OpenAI Assistant section, then select Response. 
• Continue setting up your workflow action. 
   

Example use cases

The following examples outline the different ways you can use the Ask OpenAI and Ask OpenAI assistants action in workflows to automate more complex processes:

• Qualify your visitors: use the Ask OpenAI or Ask OpenAI assistant action to analyze free text information provided by visitors on a form or survey to determine interest. Then, notify users in your account to follow up on the most qualified leads first.
• Format your record data: use the Ask OpenAI or Ask OpenAI assistant action to format data in your account. If the data has been filled or submitted in different formats, you can use the Ask Breeze action to standardize the values into specific formats. For example, you can format different values in a state property to two-letter state abbreviations.
• Draft emails for sales enablement: use the Ask OpenAI or Ask OpenAI assistant action for sales enablement. You can enter a prompt to draft an outreach email based on specific properties in a record. Then, save the email to an associated task record and assign a sales rep to review and send this email.