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Use a custom LLM action for a classification that needs your own model or data policy

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: Data Hub Professional.

Contact23 stepsUpdated for HubSpot seat pricing
OutcomeA contact's free-text project description is classified into your internal product line by a model you connected yourself, under your own contract with the provider. The text answer is cleaned, mapped to a dropdown, and anything unexpected goes to review.
Workflow mapai-agents-022
Contact with a project description leads to Use a custom LLM returns text. Use a custom LLM returns text leads to Output is known. Output is known leads to No: Set unclassified, empty review task; Yes: Format data trims and uppercases, store raw. Format data trims and uppercases, store raw leads to Raw equals a known code. Raw equals a known code leads to Yes: Set product line, status classified; No: Set unclassified, unmapped review task. No Yes Yes No Contact with a project description Use a custom LLM returns text Output is known Set unclassified, empty review task Format data trims and uppercases, store raw Raw equals a known code Set product line, status classified Set unclassified, unmapped review task
Contact with a project description leads to Use a custom LLM returns text. Use a custom LLM returns text leads to Output is known. Output is known leads to No: Set unclassified, empty review task; Yes: Format data trims and uppercases, store raw. Format data trims and uppercases, store raw leads to Raw equals a known code. Raw equals a known code leads to Yes: Set product line, status classified; No: Set unclassified, unmapped review task. No Yes Yes No Contact with a project description Use a custom LLM returns text Output is known Set unclassified, empty review task Format data trims and uppercases, store raw Raw equals a known code Set product line, status classified Set unclassified, unmapped review task

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

When to use it, when not to

Use it

  • Use it when a policy says which model may process your CRM data: a provider under your own data processing agreement, a region, or a model tuned on your taxonomy.
  • Use it when the classification depends on knowledge the built-in actions do not have, for example internal product line names that only your tuned model handles well.
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Skip it

  • Do not use it for a standard classification with no policy constraint. "Data Agent: Custom prompt" returns an enumeration directly and needs no mapping, see ai-agents-001 and ai-agents-020.
  • Do not assume the action is free because the model is yours. Every AI action in workflows consumes HubSpot Credits, and your provider bills its own usage on top.
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The rest of this spec

Prerequisites · 11 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 · 23 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 · 9 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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