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Turn Granola action items into HubSpot tasks
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Turn Granola action items into tracked HubSpot tasks

For sales reps who take meeting notes in Granola and want every action item tracked in HubSpot, by asking their AI assistant.

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Turn Granola action items into HubSpot tasks
Create HubSpot tasks from the action items in my Granola notes for the Northwind pilot kickoff.
The Granola note Northwind pilot kickoff has 3 new action items. - 1. Send pilot success criteria, you, due 2026-11-01, EMAIL, from Lee: we will send the success criteria by Monday - 2. Follow up with Dana Whitfield on data export, due 2026-11-01, TODO - 3. Schedule week two check-in, you, due 2026-11-01, CALL - Already tracked: Share onboarding guide Which should I create: numbers, all or none?
Granola
Sample figures. Your results come from your own account.
granola-get-note
granola-get-transcript
granola-get-attendee
hubspot-get-contacts
hubspot-get-deals
hubspot-get-tasks
hubspot-add-task
hubspot-add-engagement-task
hubspot-update-task

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

Granola

Granola
Run it on your own Granola data.

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

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The problem

Action items sit in notes until they are forgotten

Action items from a meeting sit in Granola until someone copies them into HubSpot, and by then some are forgotten. Doing it properly means finding owners, linking the right records and not duplicating open tasks.

Without PopdockAI

  • Reread the notes for action items
  • Work out who owns each one
  • Find the contacts, company and deal in HubSpot
  • Check for tasks already open

With PopdockAI

  • Each item is traced to the transcript line and owner
  • Attendees are matched to contacts, and a deal used only when one clearly fits
  • Items with an open task are dropped
  • You choose which to create, and each is checked afterwards

The prompt

Use this prompt

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

Prompt
**Objective:** Turn the action items and commitments from the Granola meeting whose title contains `{meeting-title}` into HubSpot tasks, linked to the matching contacts, company and deal. Items with no stated date are due `{due-in-days}` days after the meeting (default 3). Nothing is written until the user approves the list.

**Step 1: Meeting (Granola)**

Call `granola-get-note` with title.contains set to the meeting title. If several match, list them (id, title, created-at) and stop for the user to choose. If none match, say so and stop. Keep id, title, scheduled-start, created-at and summary.

**Step 2: Extract the action items (Granola)**

Read the action items, next steps and commitments from the summary. For each item, call `granola-get-transcript` with note-id set to the id and text.contains set to a distinctive word from the item, and keep the line that states it, with its speaker. Note who owns each item and any date mentioned.

**Step 3: Attendees and HubSpot records**

Call `granola-get-attendee` with note-id set to the id. For each attendee email, call `hubspot-get-contacts` with email set to that address (join on email, ignoring case) and keep record-id and company-id. For the matched company, call `hubspot-get-deals` with company-id and keep open deals; use a deal only when exactly one open deal clearly relates to the meeting, otherwise leave deal-ids empty and say so.

**Step 4: Check for existing tasks (HubSpot)**

For each item, call `hubspot-get-tasks` with contact-email set to the related attendee's email and task-title.contains set to a distinctive word from the item. Drop items that already have an open task and list them as "Already tracked".

**Step 5: Review**

Show a numbered table: subject, owner, due-date, priority (HIGH only when the meeting called it urgent, otherwise MEDIUM), type (CALL, EMAIL or TODO), associated contact, company and deal, and the transcript line it came from. Items owned by the customer become tasks phrased "Follow up with <name> on <item>". Ask which to create, by number, "all" or "none". Write nothing until the user answers.

**Step 6: Create the approved tasks**

For each approved item, call `hubspot-add-task` once with subject, body (the item, the quoted line, and "Source: Granola note <id>, <meeting date>"), due-date as an ISO date, status NOT_STARTED, priority, type, and contact-ids, company-ids and deal-ids as comma-separated record-ids. Report each returned id. Then call `hubspot-get-tasks` with task-title.contains set to each subject and confirm it exists.

**Rules & Guidelines:**

* `granola-get-note`, `granola-get-transcript` and `granola-get-attendee` are on the Granola server. `hubspot-get-contacts`, `hubspot-get-deals`, `hubspot-get-tasks` and `hubspot-add-task` are on the HubSpot server.
* The only write is `hubspot-add-task`, once per approved item. Call no other write tool: no other hubspot-add, hubspot-update, hubspot-rename, hubspot-remove, hubspot-subscribe, hubspot-unsubscribe or hubspot-import tool (including `hubspot-add-engagement-task` and `hubspot-update-task`). The Granola server is only read.
* Do not set owner-id unless the user gives a numeric HubSpot owner ID; put the owner's name in the body instead.
* Never invent an action item. Every task must trace to the summary or a transcript line.

**Validation:**

* If the meeting has no action items, say so and stop.
* If no attendee matches a HubSpot contact, still offer the tasks, linked to nothing, and say they will not appear on any record.
* If a create fails, report it and continue with the next item; do not retry it.

Who it's for

One answer, three teams that use it

Account executives

Turn call promises into tasks

Each task links to the right contacts and deal, traced to what was said.

Create HubSpot tasks from the action items in the Fabrikam pricing call.

Customer success managers

Track onboarding commitments

Items already tracked are dropped, so you only add what is missing.

Turn the Contoso onboarding kickoff action items into HubSpot tasks, skipping anything already open.

Sales managers

Make sure follow-ups have an owner

Each item shows who owns it before you approve the task.

Which action items from the Northwind Traders renewal meeting should become HubSpot tasks?

How it works

What PopdockAI does when you ask

You name the meeting and your AI assistant turns its action items into a numbered table, each with its source line. Nothing is written until you choose, and Granola is only read.

01

Find

It finds the Granola meeting and reads its action items.

Your AI tool

02

Trace

It finds the transcript line and owner for each item.

granola-get-transcript

03

Match

It links attendees, company and deal in HubSpot and drops items already tracked.

granola-get-attendee
hubspot-get-contacts
hubspot-get-deals
hubspot-get-tasks

04

Review

You choose which to create, then it creates them and checks each exists.

Your AI tool

What PopdockAI provides

The tools behind the answer

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

get-data

granola-get-note

Returns Granola meeting notes with their summaries and metadata. Filter by date range, title or owner to find the meetings you need.
get-data

granola-get-transcript

Returns Granola transcript lines with speaker and timing for a meeting note.
get-data

granola-get-attendee

Returns the people who attended each Granola meeting note, so you can see who was actually in the room.
get-data

hubspot-get-contacts

Returns contact records from HubSpot CRM, with email, phone, company, lifecycle stage, lead status, owner and location from the HubSpot connector. Filter by company id, state region, contact owner, email, last name, create date, company name, record id, lifecycle stage, lead status.
get-data

hubspot-get-deals

Returns deals from HubSpot CRM, with amount, stage, pipeline, close date, owner and associated company and contact from the HubSpot connector. Filter by pipeline name, close date, deal stage name, deal type, record id, company id, deal name, amount, deal owner.
get-data

hubspot-get-tasks

Returns tasks in HubSpot, with title, status, priority, type, due date, assignee and related contact from the HubSpot connector. Filter by assigned to, is overdue, due date, task title, task status, task type, contact email, priority.
run-action

hubspot-add-task

Creates a task in HubSpot and returns the new task's ID. Required: Due date. Optional: Subject, Notes, Status, Priority, Type, Owner ID, Company IDs, Contact IDs, Deal IDs. Writes to HubSpot.
run-action

hubspot-add-engagement-task

Creates a task in HubSpot and returns the new engagement task's ID. Required: Due date. Optional: Subject, Notes, Status, Priority, Type, Owner ID, Company IDs, Contact IDs, Deal IDs. Writes to HubSpot.
run-action

hubspot-update-task

Updates a task in HubSpot. Only the fields you pass are changed. Required: Task ID. Optional: Subject, Notes, Due date, Status, Priority, Type, Owner ID. Writes to HubSpot.
Read only.Nothing in Granola 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

Every commitment tracked in HubSpot

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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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