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Extract stated budget and timeline from call transcripts into deal properties with Data Agent: Research

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

Professional

Seat pricing: Professional edition. To build it, a GTM Seat or an Ops Seat (an Ops Seat cannot create marketing emails or sequences). Per-hub plans: Sales Hub Professional.

Deal14 stepsUpdated for HubSpot seat pricing
OutcomeAfter the discovery call, the deal carries the budget and the timeline the buyer said out loud, as two reportable properties, without the rep retyping them from memory.
Workflow mapai-agents-003
Deal enters Qualified to buy leads to Delay 2 hours. Delay 2 hours leads to Research budget as number. Research budget as number leads to Research timeline as text. Research timeline as text leads to Which outputs are known. Which outputs are known leads to Both: Write both and set status both found; One: Write one and create task for the missing one; None: Set status nothing found and create task. Both One None Deal enters Qualified to buy Delay 2 hours Research budget as number Research timeline as text Which outputs are known Write both and set status both found Write one and create task for the missing one Set status nothing found and create task
Deal enters Qualified to buy leads to Delay 2 hours. Delay 2 hours leads to Research budget as number. Research budget as number leads to Research timeline as text. Research timeline as text leads to Which outputs are known. Which outputs are known leads to Both: Write both and set status both found; One: Write one and create task for the missing one; None: Set status nothing found and create task. Deal enters Qualified to buy Delay 2 hours Research budget as number Research timeline as text Which outputs are known Both Write both and set status both found One Write one and create task for the missing one None Set status nothing found and create task

When to use it, when not to

Use it

  • Use it when discovery calls are recorded and transcribed in HubSpot, and reps skip the qualification fields because filling them after the call is extra work.
  • Use it when you want to compare what the buyer stated with what the rep entered in Amount and Close date. The two AI properties sit next to the rep's fields, they do not replace them.
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Skip it

  • Do not use it when calls happen outside HubSpot with no transcript on the record. Data Agent: Research reads property fields or the 5 most recent call transcripts of the record, nothing else.
  • Do not use it to overwrite Amount or Close date. A stated budget is a claim made in one call, not a forecast.
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The rest of this spec

Prerequisites · 9 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 4 parts

The trigger, the criteria as ticked in the UI, the re-enrollment rule and the suppression list.

Steps · 14 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 6

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 13 cases, 3 variants

How to prove it works in a test portal, one case per branch, and a sign-off sheet.

Files · PDF, Markdown, JSON, CSV

The properties JSON creates the fields in one call. The workflow JSON documents the build.

Install · 1 click, switched off

The installer creates the properties and the workflow, switched off, then opens a task for what it cannot create. Nothing is deleted, enabled or enrolled.

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