PERSONAL PRODUCTIVITY
Enrich Unknown Meeting Attendees with Web Research Before the Call
When an Outlook meeting includes an attendee not found in HubSpot, this researches them on the open web, creates a draft HubSpot contact.
How it runs
The automated pipeline, trigger to output.
- TriggerExternal Outlook meeting created or updatedOutlook
- LogicMatch attendees against HubSpot; isolate unknownsHubSpot
- ActionResearch unknown attendee on the webBrave Search
- ActionSummarize role, company, and anglesOpenAI
- ActionCreate draft contact in HubSpotHubSpot
- ActionSave research note in NotionNotion
- OutputAttach research note link to calendar eventOutlook
What it does
Closes the prep gap for people you don't know yet. When a new meeting attendee isn't in your CRM, the workflow runs a web search on their name and email domain, summarizes the company and their likely role, creates a draft HubSpot contact so the relationship is tracked from day one, and files a research note in Notion linked from the calendar.
When to use it
For teams that frequently meet net-new prospects, partners, or inbound leads who aren't yet in HubSpot. It guarantees a baseline of context even when the CRM is empty.
How it works
- 1An external Outlook meeting is created or updated.
- 2Each attendee email is checked against HubSpot.
- 3A branch routes only attendees with no matching contact to enrichment.
- 4A Brave web search gathers public info on the person and their company domain.
- 5An LLM summarizes role, company, and conversation angles from the results.
- 6A draft HubSpot contact is created and a research note is saved to Notion.
- 7The note link is attached to the calendar event.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect HubSpotCRM, deals, marketing, support.
- 3Connect Brave SearchWeb, news, image, video search.
- 4Connect NotionPages, databases, comments.
- 5Connect OpenAIModels, embeddings, files.
- 6Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 7Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 8Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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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.
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