Connectors

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HubSpot

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Open a HubSpot support ticket
Write

Open HubSpot tickets in the right queue, without duplicates

For support teams who want new tickets checked against existing ones and filed correctly, by asking their AI assistant.

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Open a HubSpot support ticket
Open a high priority HubSpot ticket for Fabrikam: Invoice export fails with a timeout since this morning.
Fabrikam has no similar open ticket, so this will be new. - Subject: Invoice export fails with a timeout - Priority: High - Pipeline: Support, status New - Company: Fabrikam, recorded in a note Shall I create it?
HubSpot
Sample figures. Your results come from your own account.
hubspot-get-companies
hubspot-get-tickets
hubspot-get-ticket-pipelines
hubspot-get-ticket-pipeline-stages
hubspot-add-ticket
hubspot-add-ticket-note

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

HubSpot

HubSpot
Run it on your own HubSpot data.

Connect HubSpot, pick your AI tool and paste the prompt.

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The problem

Duplicate tickets split the customer's history

Opening a HubSpot ticket by hand means checking the customer has not already reported the same problem, then picking the right pipeline and status. Duplicates split the conversation, and a wrong status hides the ticket from the queue.

Without PopdockAI

  • Search the company's tickets for the same problem
  • Pick a pipeline and its first status
  • Fill in the ticket form
  • Find the duplicate when two agents reply

With PopdockAI

  • The company's tickets are checked for a similar open one
  • The pipeline and first status are resolved to real ids
  • You see every detail before anything is saved
  • The ticket is created once, noted and read back

The prompt

Use this prompt

Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.

Prompt
**Objective:** Open a HubSpot ticket "{subject}" describing `{description}`, priority `{priority}` (default MEDIUM), for `{company-name}` when given.

**Step 1: Check for duplicates**

If `{company-name}` is given, call `hubspot-get-companies` with `company-name.contains` to get the record-id (stop if several match), then `hubspot-get-tickets` with `company-id` = it. Show any open ticket with a similar subject and ask whether to continue.

**Step 2: Resolve pipeline and status**

Call `hubspot-get-ticket-pipelines` and take the pipeline with the lowest `display-order` unless the user named one. Call `hubspot-get-ticket-pipeline-stages` with its `pipeline-id` and take the stage with the lowest `display-order` (normally New).

**Step 3: Confirm**

Show subject, description, priority, pipeline label, status label, and the ids you will send. Wait for an explicit yes.

**Step 4: Create**

Call `hubspot-add-ticket` once with `subject`, `description`, `priority`, `pipeline` = the pipeline-id and `ticket-status` = the stage-id. If a company was resolved, call `hubspot-add-ticket-note` once with the new ticket id and `note` = "Reported by <company name> (company ID <id>)."

**Step 5: Verify and report**

Call `hubspot-get-tickets` with `record-id` = the new id and report it. Say that `hubspot-add-ticket` does not associate the ticket with the company, so it should be linked in HubSpot.

**Rules & Guidelines:**

* Only `hubspot-add-ticket` and `hubspot-add-ticket-note` may write, each once, after confirmation.
* Do NOT call any other write tool: `hubspot-add-contact`, `hubspot-add-company`, `hubspot-add-deal`, `hubspot-update-contact`, `hubspot-update-company`, `hubspot-update-deal`, `hubspot-update-ticket`, `hubspot-add-contact-note`, `hubspot-add-company-note`, `hubspot-add-deal-note`.
* Do not set `owner-id`. No tool maps a person's name to a HubSpot owner ID, so leave ownership unchanged unless the user gives you a numeric owner ID.

**Validation:**

* Never send a status label as `ticket-status`; always the stage-id.
* If the create fails, report the error and do not add the note.

Who it's for

One answer, three teams that use it

Support agents

Log an issue from a call or chat

Open a ticket in one message, in the right pipeline and status, while the customer is still talking.

Open a medium priority HubSpot ticket for Contoso: users cannot reset their passwords since the update.

Account managers

Raise a ticket for your customer

Report a customer problem without knowing the support pipelines, with duplicates caught first.

Open a HubSpot ticket for Northwind Traders: their invoices show the wrong tax rate. High priority.

Support team leads

Keep one ticket per problem

Similar open tickets are flagged before a new one is created, so the history stays in one place.

Does Fabrikam already have an open ticket about the export timeout? If not, open one as high priority.

How it works

What PopdockAI does when you ask

You describe the problem and your AI assistant checks the company's open tickets first. The ticket is only created after you have seen every detail and said yes.

01

Ask

You give a subject, description, priority and optionally a company.

Your AI tool

02

Check

It looks for a similar open ticket and resolves the pipeline and first status.

hubspot-get-companies
hubspot-get-tickets
hubspot-get-ticket-pipelines
hubspot-get-ticket-pipeline-stages

03

Confirm

You see every detail and say yes.

No items found.

04

Create

It creates the ticket once, notes the company and reads it back.

Your AI tool

What PopdockAI provides

The tools behind the answer

Ready made tools for HubSpot and one secure connection to your AI tool. No code, no exports.

get-data

hubspot-get-companies

Returns company records from HubSpot CRM, with domain, industry, lifecycle stage, owner, location and revenue from the HubSpot connector. Filter by record id, company domain name, industry, lifecycle stage, annual revenue, state region, company owner, company name, create date, country region.
get-data

hubspot-get-tickets

Returns support tickets from HubSpot, with name, status, priority, category, owner, dates and associated contact and company from the HubSpot connector. Filter by category, record id, priority, ticket name, create date, ticket status, company id, contact id, ticket owner.
get-data

hubspot-get-ticket-pipelines

Returns ticket pipelines defined in HubSpot from the HubSpot connector. Filter by label, archived.
get-data

hubspot-get-ticket-pipeline-stages

Returns the stages of each ticket pipeline, in display order from the HubSpot connector. Filter by label, pipeline id.
run-action

hubspot-add-ticket

Creates a ticket in HubSpot and returns the new ticket's ID. Requires subject, ticket status. Optional: category, pipeline, priority, owner id, description.
run-action

hubspot-add-ticket-note

Adds a note to a HubSpot ticket's timeline. Requires note, ticket id.
Read only.Nothing in HubSpot Changes

This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.

How Popdock AI secures your data

The outcome

Tickets in the right queue, without duplicates

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Related use cases

More ways to put this data to work

All Ramp use cases

One prompt template with infinite possibilities.

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Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.

Join forward-thinking companies that are transforming their operations with intelligent, secure AI automation.

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See Documentation