PERSONAL PRODUCTIVITY
Auto-Assemble a Meeting-Prep Dossier from Outlook, HubSpot, and Recent Threads
When a new external Outlook meeting is confirmed, this builds a one-page prep dossier on each attendee from HubSpot CRM and recent email threads.
How it runs
The automated pipeline, trigger to output.
- TriggerExternal Outlook meeting created or updatedOutlook
- LogicSkip internal-only meetings
- ActionFetch attendee contact, company, and deals from HubSpotHubSpot
- ActionPull recent email threads with each attendeeOutlook
- ActionCompose structured prep briefOpenAI
- ActionCreate dossier page in NotionNotion
- OutputWrite dossier link back to the calendar eventOutlook
What it does
Turns every external Outlook meeting into a ready-to-read brief. The moment an event with outside guests lands on your calendar, the workflow pulls each attendee's HubSpot record, surfaces the last few email exchanges with them, and assembles a single Notion page covering who they are, deal stage, open items, and recent context. A link to the dossier is written back onto the calendar event so it's one click away when the meeting starts.
When to use it
For account executives, founders, and customer-success leads who take back-to-back external calls and never have time to dig through the CRM and inbox beforehand. Best when your contacts already live in HubSpot.
How it works
- 1An Outlook calendar event is created or updated with at least one external attendee.
- 2A filter drops internal-only meetings so dossiers are built only for outside calls.
- 3For each external attendee, the HubSpot contact and associated company/deals are fetched.
- 4Recent Outlook threads with that attendee are retrieved for live context.
- 5An LLM composes a structured brief: bio, deal status, open threads, suggested talking points.
- 6The dossier is created as a Notion page and its URL is written back to the calendar event body.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect HubSpotCRM, deals, marketing, support.
- 3Connect NotionPages, databases, comments.
- 4Connect OpenAIModels, embeddings, files.
- 5Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 6Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 7Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
More Personal Productivity workflows
Log Outlook promises to Airtable with per-recipient commitment rollups
Captures promises from sent Outlook mail into an Airtable base, linking each commitment to a recipient record so you get a running per-contact view of everything you've promised…
Turn Outlook email promises into assigned Asana tasks with due dates
When you send an email containing a commitment, an LLM extracts the promise and its deadline and creates a corresponding Asana task assigned to you with the due date set.
Auto-decline low-priority invites that collide with deep-work blocks
When a new calendar invite lands on top of a protected deep-work block, an AI scores its priority and auto-declines low-value meetings with a polite note proposing alternative…
Decline focus-block meetings and auto-propose a free slot via Notion log
When a low-priority invite hits a focus block, it declines the meeting, finds your next genuinely free slot, replies with a counter-proposal.
Monthly Meeting Cost Report by Email
On the first of each month, tallies every recurring meeting's total person-hours across the team, converts to an estimated dollar cost.
Auto-create weekly focus blocks around existing meetings and guard them
Every Sunday an agent reads next week's confirmed meetings, carves protected deep-work blocks into the open gaps, sets your Slack status to defend them.
Run it inside a business
This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
Run this workflow in your colony.
14-day trial. No DevOps. No Sales call. Provisioned in under a minute.