Search HubSpotnotes and customer emails in your AI knowledge base.

The plan is that 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 setup

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 is designed

The plan is to 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. Whether your user account may set up such a connection or a Super Admin has to approve it, and what your HubSpot subscription offers for this, is something we check with you before we start.

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

Set-upThe connection is made with a click through your HubSpot account and is included in the setup. 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

Which documents may be stored in 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

Examples of questions to 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

The connection is made in one click via the account and is included in the setup. Every source comes with its own logins, permissions and folder logic — we check the prerequisites at your company together beforehand.

Until then, and independently of it, you can upload files, whole folders, emails, photos and voice memos. Before we start, we go through real questions with you to see how the answers look.

Preliminary check

What we check in advance

Master data such as address, phone number, deal stage or amount remain authoritative in HubSpot; the plan is that 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; what your HubSpot subscription includes and whether the authorisation covers it, we check beforehand. 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 keywords. Is it still worth it?

Usually yes, because even a short note is attached to a contact, a company and a date. The answer is designed to name these attributes and refer 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, keywords often say more than each does on its own. Before we start, we go through the answers on real questions from your day-to-day work.

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

No. The plan is read-only access: 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?

The plan is that 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 disconnected 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?

The plan is to do this 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 — and clarify how HubSpot fits in

In thirty minutes by video we show what answers with sources look like, and clarify whether and how HubSpot can be connected at your company.