How to integrate HubSpot with ChatGPT to create a ticket based on ChatGPT's response when a new company is registered in HubSpot

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How to Create a Ticket Based on ChatGPT's Response When a New Company is Registered in HubSpot

When a new company is registered in HubSpot, information is received from the HubSpot API, a response is created via the ChatGPT API, and a ticket is automatically created in HubSpot based on that content.
By utilizing a no-code tool called Yoom, you can easily automate the integration of HubSpot and ChatGPT without any programming knowledge.

The steps for this integration flow are broadly as follows:

• Integrate HubSpot and ChatGPT with My Apps
• Copy the template
• Set up triggers and actions
• Finally, confirm the trigger activation

Preparation

1) First, access the official Yoom website and create an account.
Yoom Account Creation Page
If you already have an account, please log in.

2) HubSpot allows My App registration with ID/Pass input via Oauth authentication, but you need to add permissions to connect the app in HubSpot.
For more details, please refer to this.
How to Register My App in HubSpot | Yoom Help Center

3) You need to obtain an API key for ChatGPT in advance.
Open the OpenAI page and create an account from "SIGN UP".
If you already have an OpenAI account, access the OpenAI login page and obtain the API key.
※ Using ChatGPT or OpenAI's API may incur additional costs to OpenAI.
For details, please check OpenAI's official website.

Once sign-up is complete, click "API keys" from the icon in the top left corner.

 Generate a new API key, copy the created key, and save it.

For more details, please refer to this.
How to Register My App in ChatGPT | Yoom Help Center

Step 1: Integrate HubSpot and ChatGPT with My Apps

1) Once logged into your Yoom account, register the apps you will use next.
Click "My Apps" and select "New Connection".

2) A list of apps that can be connected with Yoom will be displayed, and search for the two apps "HubSpot" and "ChatGPT" one by one from the search window at the top.

Once you select HubSpot, configure it with the account you will use.

Similarly, select ChatGPT and enter the information obtained during preparation.
Set a management name of your choice in the "Account Name" section, set the obtained API key in the "Access Token", and click add.

3) Once registration is complete, an icon will be displayed in My Apps.
Check if the icon of the registered app is displayed.

Step 2: Copy the Template

Now, let's explain using a template.
First, click this banner.

1) Click on the "Try this template" icon.

2) A display like the one below will appear, so click "OK".

When displayed as below, the template has been copied.
The title and details can be edited by clicking on them.

Additionally, the copied template is saved in My Projects, so you can also open it from My Projects.

Step 3: Set the Trigger

Click on the icons with "!" displayed on the right in order from the top to set the operations.
First, click on "App Trigger When a new company is created"!

Step 4: Set HubSpot Actions

1) Select the action "When a new company is created" and click "Next".

2) Please enter the required fields.
The trigger activation interval varies depending on the contract plan.
Please refer to this for details on each plan.
List of function restrictions and usage limits for each plan | Yoom Help Center (intercom.help)
Once the selection is complete, click "Test" and after the test is successful, click "Save".

Step 5: Set ChatGPT Actions

1) Return to the flow and click on the "Integrate with app Converse" icon.
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2) Select the action "Converse" and click "Next".

3) Please enter the required fields.

The message content can be selected from candidates if the app is integrated.
Select from the candidates as needed, and once input is complete, click "Next".
After the test is successful, click "Save".

Step 6: Set HubSpot Actions

1) Return to the flow and click on the "Integrate with app Converse" icon.

2) Select the action "Create a ticket" and click "Next".

3) Please enter the required fields.
The ticket description can be selected from candidates if the app is integrated.
Select from the candidates, and once input is complete, click "Next".
After the test is successful, click "Save".

This completes the flow of [When a new company is registered in HubSpot, create a ticket based on the response content of the integrated ChatGPT].

Step 7: Test and Verify

Once the setup is complete, a display like the one below will appear, so click "Turn on Trigger".
Start the flow bot and check if it operates correctly.

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Here is the template used this time

Other Automation Examples Using HubSpot

In addition to the integrations mentioned above, various automations are possible by combining HubSpot with other tools.
Yoom has many examples of automation using HubSpot, and here are a few of them.

1. Create Contracts in Google Docs from HubSpot Deal Information
This template utilizes HubSpot deal information to automatically generate contracts in Google Docs for the sales and legal departments.
For example, the sales department can automatically input the contractee's name, contract amount, and signing date based on HubSpot deal data to create contracts, which can reduce manual work and prevent input errors.
This can streamline contract management and reduce the workload.

2. Register inquiries from HubSpot forms to Notion and notify Slack
This template automatically registers inquiries from HubSpot forms to Notion and notifies Slack.
For example, the marketing department can organize customer inquiries received through HubSpot forms into a Notion database and quickly notify the sales team on Slack.
This helps prevent any oversight in responses and ensures prompt team coordination.
Additionally, centralized information management is possible, leading to smoother customer interactions.

3. When there is an inquiry on HubSpot, create a response in Dify and notify Google Chat
This template automatically generates a response in Dify when there is an inquiry on HubSpot and notifies Google Chat.
For example, Dify can create an appropriate response to a question received by the customer support department on HubSpot and automatically send it to the support team's Google Chat.
This can reduce the team's workload and help prevent missed responses.
Additionally, automation can improve response speed and enhance the efficiency of customer support.

Benefits and Examples of Integrating HubSpot with ChatGPT

Benefit 1: Improved Operational Efficiency

Manually verifying information and creating tickets every time a new company is registered in HubSpot can be time-consuming.
However, by utilizing ChatGPT, you can automatically generate accurate tickets based on the registered information and quickly notify relevant parties.
This can improve processing speed and enhance operational efficiency. For example, in companies that require new business partner evaluations, credit review tickets can be automatically created and assigned to the responsible person after registration, preventing missed evaluations and ensuring smooth operations.

Benefit 2: Centralized Information Management

When information about new customers is scattered across multiple tools, it takes time and effort for the responsible person to find the necessary data.
But by using a ticket system integrated with ChatGPT, you can create tickets in a unified format based on the information registered in HubSpot and record the necessary information.
For example, when a new business partner is registered, you can organize transaction history and contract status, allowing both the sales team and the customer team to access the same information.
This improves the speed of information sharing and facilitates smooth internal collaboration.

Benefit 3: Prevention of Missed Customer Responses

If a new company is registered and there is a missed response, there is a possibility of losing business opportunities.
Therefore, by utilizing ChatGPT to automatically record necessary actions as tickets based on registration information, you can reduce human errors and prevent omissions.
For example, it ensures reliable responses such as sending emails to new customers or following up with companies that require attention from the responsible person.
This can improve the quality of customer responses and facilitate smooth relationship building.

Conclusion

In this blog, we introduced how to create tickets based on ChatGPT's responses when a new company is registered in HubSpot.
This automation significantly reduces manual work and is expected to improve the efficiency of sales activities and customer support.
Additionally, by using Yoom, you can easily set up integrations without code, making it accessible even without programming knowledge.
We encourage you to try integrating HubSpot with ChatGPT using this blog as a reference.
Review your business processes and aim for smoother operations!