Automation library · CRM

Smart CSM assignment & AI welcome emails for HubSpot deal wins

Started by an event in a connected app, and works across Gmail, HubSpot and n8n data table. It hands the judgement calls to OpenAI. 16 steps, 2 branches: a working afternoon to understand properly.

MediumCalls a model: OpenAI

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16 stepsMedium: a working afternoon
2Branches: places the flow splits
0Loops or waits
3Services it connects to

The flow

Starts it 1Model 3Logic 6Service 6

The steps in the order they run, from what starts it.

  1. 1Structured Output ParserOutput Parser StructuredModel
  2. 2AI ModelLm Chat Open AiModel
  3. 3Trigger: Deal Is 'Closed Won'Hubspot triggerStarts it
  4. 4AI: Write Welcome EmailAgentModel
  5. 5Configure Template VariablesSetLogic
  6. 6Util: Markdown to HTMLMarkdownLogic
  7. 7If Deal Is WonIfLogic
  8. 8Gmail: Send Welcome EmailGmailService
  9. 9Get CSM ListData TableService
  10. 10HubSpot: Assign Contact OwnerHubspotService
  11. 11Find Least Busy CSMCodeLogic
  12. 12Increment CSM Deal CountData TableService
  13. 13HubSpot: Get Deal DetailsHubspotService
  14. 14Split Contact IDsCodeLogic
  15. 15HubSpot: Get Contact DetailsHubspotService
  16. 16If Role is 'Champion'IfLogic

How it's built

Starts on
An event in a connected app
Steps
16, with 2 branches
Size
Medium: a working afternoon
Connects to
Gmail, HubSpot, n8n data table
Model
OpenAI

Questions

What does it need to run?

An n8n account, plus your own Gmail and HubSpot accounts, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on an event in a connected app.

Does it use AI?

Yes. It calls OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 16 steps is enough that you should read each one before running it.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

Before you run it

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 16 steps before you point it at anything that matters.