Use Breeze to manage data in workflows (BETA)

Use the Data Agent: Custom prompt or Data Agent: Research workflow actions to use Breeze, HubSpot's AI, to analyze, summarize, and categorize data from enrolled records.

After, you can use outputs from the action with other workflow actions, such as the Edit record action or branches. For example, within the action, you can enter a prompt to analyze enrolled records and then use a branch to categorize these records. 

If your account has a Marketing Hub Enterprise subscription, you can also use this action to generate personalized content to use in automated marketing emails. 

Please note: Please avoid sharing any sensitive information in your enabled data inputs for AI features, including your prompts. Admins can configure generative AI features in account management settings. For information on how HubSpot AI uses your data to provide trustworthy AI, with you in control of your data, you can refer to our HubSpot AI Trust FAQs.

Before you get started 

Before using the Data Agent: Custom prompt or Data Agent: Research workflow actions to analyze your records' data, please note the following:

• The Give users access to generative AI tools and features and CRM data settings must be turned on. Learn more about managing your AI settings. 
• Each action has a limit of 3,000 executions per month, which resets at the start of each month. If you've reached the execution limit, the action will fail until the limit resets. During the beta, this limit is subject to change. 
• The LLM model used in the Data Agent: Custom prompt and Data Agent: Research actions is not connected to the internet.

Use the Data Agent: Custom prompt workflow action 

1. In your HubSpot account, navigate to Automation > Workflows.
2. Click the name of an existing workflow or create a new workflow.
3. Set your enrollment triggers.
4. Click the + plus icon to add an action.
5. In the left panel, click to expand the AI section. Then, click Data Agent: Custom prompt. 
6. In the Message section, enter your prompt. You can use the data panel to add properties from the enrolled or any associated records to the prompt.
   • It is recommended to include all the information that you'd like to use in the prompt. The prompt will not include any extra context or information beyond the data added to the prompt. Any context that should be considered must be included in the prompt.
     • For example, it will not have access to the enrolled record's other properties, timeline activity, contents of recently sent or received emails, and more, unless added to the prompt.

• • • To create a personalized and dynamic response for each enrolled record, you must add personalization tokens such as contact properties. You can also add information from associated records or activities by adding data variables to the action.

• • When entering your prompt, it is recommended to limit the response to fit your subsequent action. For example, in your prompt, you can add: The response should be limited to a one-word answer with a value of either "manufacturer" or "importer".
  • Prompts messages are limited to 3,000 characters in length.

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7. To define your outputs, click to expand the Action outputs section. This is optional. 
8. Click + Add output to define your action outputs. 
9. Click the first dropdown menu and select your output type. Then, enter your output value. To select from a list of values:
   • Select Enumeration as your output type. 
   • Enter your output value. 
   • To add additional options, click + Add value. 
   • To remove an option, click the deletedelete icon. 
10. To remove an output, click the deletedelete icon next to the output. 
11. At the top, click Save. 

Test the Data Agent: Custom prompt action

Test your workflow's Data Agent: Custom prompt action to preview the action and check that it'll work as expected. You can preview how a specific record will go through the action, including the success or failure of the action and the response generated. 

1. In your HubSpot account, navigate to Automation > Workflows.
2. Click the name of an existing workflow. 
3. In the workflow editor, click the Data Agent: Custom prompt action.
4. In the bottom left, click Test action.
5. In the right panel, click the For dropdown menu and select the record that you'd like to test this action with. 
6. In the Action output section, you can review the following: 
   • This action's final success or failure state: whether or not the action will execute successfully for the record.
   • Response: the output generated by the prompt used in the action. 
      

Use the Data Agent: Research workflow action 

1. In your HubSpot account, navigate to Automation > Workflows.
2. Click the name of an existing workflow or create a new workflow.
3. Set your enrollment triggers.
4. Click the + plus icon to add an action.
5. In the left panel, click to expand the AI section. Then, click Data Agent: Research. 
6. In the What would you like to know section, enter your prompt.
7. Click the Where should this data come from dropdown menu and select from the following: 
   • Property data: use data from an existing property on the enrolled record. 
   • Call transcripts: use data from the five most recent call transcripts associated with the enrolled record. 
8. Click the What kind of data should this prompt return dropdown menu and select String, Number, or Boolean. 
    

Use AI-generated outputs in branches

After adding the Data Agent: Custom prompt or Data Agent: Research action, you can direct records down different branches based on the action's generated output. 

1. In your HubSpot account, navigate to Automation > Workflows.
2. Click the name of an existing workflow or create a new workflow.
3. Set up your Data Agent: Custom Prompt or Data Agent: Custom action.
4. Click the + plus icon to add an action.
5. In the left panel, click Branch. Then, select One property or action output. 
6. Click the Property or value to branch on field. 
7. In the Choose data variable panel, click the View properties or action outputs from dropdown menu and select Action outputs. 
8. Click to expand the Data Agent: Custom prompt or Data Agent: Research section, then select Response. 
    

9. At the top, click Next.
10. Set up your branches based on the configured AI outputs, then click Save. 
     

Use AI-generated outputs from the Data Agent: Custom prompt or Data Agent: Research action to update records

You can also update properties for the enrolled record or any other associated records based on the Data Agent: Custom prompt or Data Agent: Research action's generated output. 

1. In your HubSpot account, navigate to Automation > Workflows.
2. Click the name of an existing workflow or create a new workflow.
3. Set up your Data Agent: Custom Prompt or Data Agent: Research action.
4. Click the + plus icon to add an action.
5. In the left panel, click CRM. Then, select Edit record. 
6. Click the Record type dropdown menu and select your target object. 
7. Click the Property to edit dropdown menu and select a property. 
8. Click the Choose a value field. 
9. In the Choose data variable panel, click the View properties or action outputs from dropdown menu and select Action outputs. 
10. Click to expand the Data Agent: Custom prompt or Data Agent: Research section, then select Response. 
11. At the top, click Save. 

Use AI-generated outputs in automated emails (Marketing Hub Enterprise only) 

Create custom tokens from the AI-generated outputs for use in automated emails. You can create up to 1,000 tokens per account. Learn more about using custom tokens in automated emails. 

1. In your HubSpot account, navigate to Automation > Workflows.
2. Click the name of an existing workflow, or create a new workflow.
3. In the workflow editor, click the plus icon + to add a workflow action.
4. In the right panel, select the Send email action.
5. Click the Automated email dropdown menu and select an automated email. Or, create a new automated email. 
6. In the Add custom tokens to email section, set up your custom tokens. 
   
   • Click the Select a property text field. 
   • Click the View properties or action outputs from dropdown menu and select Action outputs. 
   • Click to expand the Data Agent: Custom prompt or Data Agent: Research action. Then, select Response. By default, the token's Key field will be automatically set to response. This can be further customized. 
   • At the top, click Save. 
7. After setting up your tokens, learn how to use your custom token in an automated email. 

Example use cases

The following examples outline the different ways you can use the Data Agent: Research or Data Agent: Custom prompts actions in workflows to automate more complex processes:

• Qualify your visitors: use the Data Agent: Research action to analyze free text information provided by visitors on a form or logged calls to determine interest. Then, notify users in your account to follow up on the most qualified leads first.
• Format your record data: use the Data Agent: Custom prompt action to format data in your account. If the data has been filled or submitted in different formats, you can use the 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 Data Agent: Custom prompt 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.