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Julius Dela Peña

Selected WorkProject 10AI Automation

HubSpot BriefAutomation &AI Summarization.

Deal briefs summarised by ChatGPT and posted to Slack, with the deal moved along in HubSpot.

A Make scenario watches HubSpot deals, downloads each attached brief and extracts its text, has ChatGPT summarise it, posts the summary to Slack, updates the deal stage and sends an email notification.

  • Make
  • HubSpot
  • OpenAI
  • Slack
  • Gmail

10Project
of 15

Project overview
Make scenario: HubSpot deal watch, brief PDF text extraction, ChatGPT summary posted to Slack, deal stage updates and email notificationOpen the full HubSpot Brief Automation & AI Summarization (opens in a new tab)
01Make workflow · AI Automation
Open the full HubSpot Brief Automation & AI Summarization capture (opens in a new tab)
02Close-up
Context
AI Automation
Domain
Make workflow
Scope
Deal brief to Slack summary
Status
Workflow built in Make

01The Brief

Every brief, summarised where the team works.

Deals in HubSpot carry an attached brief. Each one needs reading and summarising for the team, with the deal moved along as it goes.

The goal

Summarise each deal’s brief with ChatGPT, post it to Slack and keep the deal stage in step.

Make scenario: HubSpot deal watch, brief PDF text extraction, ChatGPT summary posted to Slack, deal stage updates and email notificationOpen the full Make workflow · AI Automation capture (opens in a new tab)

HubSpot Brief Automation & AI Summarization: the full workflow capture. Select it to open full size.

02The Workflow

From deal brief to Slack summary.

A Make scenario watches HubSpot deals, downloads each attached brief and extracts its text, has ChatGPT summarise it, posts the summary to Slack, updates the deal stage and sends an email notification.

Workflow spec

Trigger
Watched HubSpot deals start the scenario, and the deal moves to its next stage.
AI
ChatGPT summary
Output
Slack, HubSpot and email

03How It Works

Trigger, extract, summarise, close out.

Each stage, read straight off the workflow’s own node names.

  1. Trigger

    Receive and process brief (watch deals) · Move column in HubSpot (update deal stage)

  2. Extract

    Download the brief · Extract text from PDF · Convert binary data to readable text

  3. Summarise

    ChatGPT summarization · Post summary to Slack

  4. Close out

    30-second wait · Move column in HubSpot (update final) · Send email notification

04Architecture

The workflow, start to finish.

The same steps, arranged as they run: in sequence, or split into parallel paths.

  1. 01Trigger

    • TriggerWatch HubSpot deals
    • HubSpotMove deal to next stage

  2. 02Extract

    • RulesDownload the brief
    • RulesExtract text from PDF
    • RulesConvert to readable text

  3. 03Summarise

    • AI · OpenAIChatGPT summary
    • OutputPost summary to Slack

  4. 04Close out

    • Timing30-second wait
    • HubSpotUpdate deal stage
    • OutputSend email notification
  • Workflow step

The brief’s text is extracted by deterministic steps; ChatGPT writes the summary; HubSpot, Slack and email are updated around it.

05Validation & Controls

Where AI runs — and where rules do.

ChatGPT writes the summary; the rest of the scenario moves the deal and tells people.

Implementation statusBuilt in Make

  • TriggerBuilt
  • ExtractBuilt
  • SummariseBuilt
  • Close outBuilt

What each part does

Trigger
Deal watch: Watched HubSpot deals start the scenario, and the deal moves to its next stage.
Rules
Text extraction: The attached brief is downloaded, its PDF text extracted and converted to readable text.
AI
ChatGPT summary: ChatGPT summarises the brief.
Output
Slack, HubSpot and email: The summary is posted to Slack; after a 30-second wait the deal is updated again and an email notification goes out.

06The Stack

Each tool has a defined job in the workflow.

Roles over logos. Only the tools in the workflow are listed.

  • Make

    Runs the scenario

  • HubSpot

    Watched deals and stage updates

  • OpenAI

    ChatGPT summary of the brief

  • Slack

    Where the summary is posted

  • Gmail

    Email notification

07The Outcome

What the workflow does.

Deal briefs summarised by ChatGPT and posted to Slack, with the deal moved along in HubSpot.

Watches HubSpot deals and moves each one to the next stage, downloads the attached brief and extracts its text, then has ChatGPT summarise it, posts the summary to Slack, updates the deal again and sends an email notification.

My role

  • Workflow Design
  • Systems Integration

Delivered capability

  • Watched HubSpot deals start the scenario, and the deal moves to its next stage.
  • The attached brief is downloaded, its PDF text extracted and converted to readable text.
  • ChatGPT summarises the brief.
  • The summary is posted to Slack; after a 30-second wait the deal is updated again and an email notification goes out.

Contact

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