Search HubSpot notes and customer emails in your AI knowledge base.

Notes, logged emails, attachments and the conversation history on contacts, companies and deals come into the knowledge base – what was discussed and agreed with a customer. Master data such as address or deal stage remain authoritative in HubSpot; access is read-only.

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HubSpot

One click · included in the set-up

Example question

“What did we promise Mr Pichler about the delivery date at the heat pump appointment?”

1 Answer with source

Connection

How the connection works

You grant access through HubSpot itself: you connect junova via your HubSpot account and grant read permissions for the areas to be read – such as contacts, companies, deals and the notes on them. Access is read-only; nothing is created, changed or sent in HubSpot. Depending on your user rights, a Super Admin approves the connection once; what can be read also depends on your HubSpot subscription.

Once set up, synchronisation runs automatically: new and changed documents from HubSpot are added without anyone having to upload anything.

Set-upOne click, included in the set-up: you connect via your HubSpot account, subject to admin consent in your account. We agree beforehand which areas are read – ideally together with the person who manages HubSpot at your company. Tickets, custom objects and connected mailboxes are included in that discussion.

Documents

Typical content: HubSpot

Notes after calls and meetings – what the customer wanted, what is open, what was promised
Logged emails in a contact’s history, together with the attachments sent along
Quotes, plans and photos attached to a note or a deal
The history of a deal over months: first enquiry, on-site appointment, quote, follow-up, order or rejection
Several contacts at one company – management, purchasing, site management – whose notes only give the full picture together
Tickets from customer service, if HubSpot is also used for complaints and maintenance requests

Example questions

Questions you might ask your documents

“What did we promise Mr Pichler about the delivery date at the heat pump appointment?”
1 Answer with source
“Which quote was attached to the last email to Brandner Bau, and which version applies?”
2 Answer with source
“Why did the deal with the Kern property management company stall in the spring?”
3 Answer with source

Start

Before a connection is set up

You connect it in one click via your account, and it is included in the set-up, subject to admin consent in your account. Together we agree which folders and areas to include.

You can also upload files, whole folders, emails, photos and voice notes at any time. In the demo you see the answers using sample documents from your industry; you check them against your own documents in the first weeks after go-live.

Preliminary check

What we check in advance

Master data such as address, phone number, deal stage or amount remain authoritative in HubSpot; the knowledge base names them as attributes but does not maintain them. Beforehand, we clarify which emails are actually logged in HubSpot and which are only in the mailbox – there are separate pages on Outlook and Gmail for the mailbox. Whether tickets, call recordings or custom objects are needed is something we discuss; we check beforehand what your HubSpot subscription includes and whether the authorisation covers it. Open tasks and reminders are not documents and are not included.

FAQ

Frequently asked questions about this connection

Everyone here writes notes differently, some only in note form. Is it still worth it?

Usually yes, because even a short note is attached to a contact, a company and a date. The answer names these attributes and refers to the note it is based on – so you can see when and for which customer something was recorded. Together with the email and quote in the same history, even brief notes often say more than they would on their own. In the first weeks after go-live, we go through the answers using real questions from your day-to-day work.

Does the knowledge base change anything in our contacts or deals?

No. Access is read-only: no notes are created, no fields changed, no deal stages moved and no emails sent. HubSpot remains the system in which you maintain your customer data. The knowledge base reads what is there and answers questions about it with a reference to the source.

We are currently cleaning up HubSpot and merging duplicate contacts. Will that disrupt the connection?

New and changed content comes in automatically at the next sync. How merged contacts are reflected in the knowledge base is something we look at together for larger clean-ups. If the connection is removed in HubSpot or permissions are revoked, the knowledge base stays as of the last sync, and the date on the source shows this. Ideally, tell us about larger changes in advance.

Our field sales team should see meeting notes, but not the terms in the quotes. Is that possible?

Yes, via document types and roles: meeting notes and appointment records for the field sales team, quotes with terms and framework agreements only for the roles that deal with them. In the knowledge base, permissions depend on the document type, not on teams or sharing settings in HubSpot; those remain untouched. Which document type an attachment is assigned to is confirmed by a person during the first run. We decide before we start which roles you need.

Industries

Typical for these industries

Request a demo – with examples for HubSpot

In a 30-minute video call, we use sample documents to show what answers with sources look like. After go-live, you connect HubSpot in one click via your account.