Automate HubSpot Chat with OpenAI Assistants for Smarter Customer Service

Name: Automate HubSpot Chat with OpenAI Assistants for Smarter Customer Service
Rating: 5.0 (1 reviews)
Author: Free N8N

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AI & LLMAI AssistantsAPI IntegrationAirtableAutomationChatbotsCustomer SupportHubSpotLLMOpenAIWebhook

Integrate OpenAI Assistants with HubSpot chat to automatically handle customer inquiries, escalate complex issues, and leverage AI for faster responses. Boost support efficiency.

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About This Workflow

How it works

This workflow automates customer support interactions by integrating HubSpot chat with OpenAI Assistants. When a new message arrives in HubSpot chat:

getHubspotMessage: Fetches the incoming message details from HubSpot.
IF: Checks if the sender is a human user (not a bot). If it's a human, the workflow proceeds.
Airtable: Searches an Airtable base (Hubspot Conversations ChatGPT) to see if a conversation thread already exists for the given HubSpot Thread ID. This is crucial for maintaining context.
IF1: If no existing thread is found in Airtable, a new thread is created in Airtable and then a new thread is initiated with OpenAI (OpenAi Create Thread).
OpenAi Create Thread: Creates a new thread in OpenAI, initiating the conversation with the HubSpot message content.
OpenAI Run: Triggers an OpenAI Assistant run using the created thread and a predefined Assistant ID (asst_MA71Jq0SElVpdjmJa212CTFd).
Get Run: Polls for the status of the OpenAI run.
Completed, Action or Inprogress: A switch node to handle different run statuses.
- If requires_action: The Assistant needs to call a tool. This triggers a specific path for tool execution.
- If completed: The Assistant has finished its task. The response is fetched.
- If in_progress or queued: The workflow waits using Wait1 or Wait2 and re-checks the run status.

Tool Execution Path (when requires_action):

Select Function: Determines which tool the OpenAI Assistant wants to call based on the function name.
HTTP Requests (d9758207-56d4-4180-aac7-f0ebafab1064, 54205ed2-7c96-44b6-9637-20830300310a): Executes the necessary API calls (e.g., to listafirme.ro for data retrieval) based on the tool's requirements.
Code Nodes (4d1ad478-a9a4-4e9f-9b06-e2a9b7b2b55c, 862ab78d-0288-4c78-9e02-7ad4ff794a6d): Formats the output from the tool execution for submission back to OpenAI.
Submit Data Nodes (f80a2cd8-6691-4186-909b-cfed95318014, e9d1d277-107d-403c-9911-5faa4ae75671): Submits the tool output back to OpenAI to continue the run.
Wait Nodes (28e7637b-9a3b-49ba-b4c7-efd3f6cf0522, 39cab0c4-1d7d-41cb-a88d-00acc8e79a24): Waits for the next step after tool submission.

Response Handling:

Get Last Message: Retrieves the final message from the OpenAI Assistant.
respondHubspotMessage1: Sends the OpenAI Assistant's response back to the HubSpot chat thread.

Key Features

Seamless integration of HubSpot chat with OpenAI Assistants.
Automatic thread creation and context management in Airtable.
Dynamic tool execution based on AI assistant requests.
Real-time responses sent back to HubSpot chat.
Flexible error handling for asynchronous operations.

How To Use

Configure HubSpot Credentials: Connect your HubSpot account using an App Token.
Configure OpenAI Credentials: Connect your OpenAI account with an API Key.
Configure Airtable Credentials: Connect your Airtable account for conversation tracking.
Set up Airtable Base and Table: Ensure you have an Airtable base named Hubspot Conversations ChatGPT with a table Conversations that includes fields for Hubspot Thread ID and OpenAI Thread ID.
Define OpenAI Assistant ID: In the OpenAI Run and OpenAI Run1 nodes, replace asst_MA71Jq0SElVpdjmJa212CTFd with your actual OpenAI Assistant ID.
Adjust Wait Times: Modify the Wait nodes (Wait, Wait1, Wait2, Wait3) to optimize polling intervals for OpenAI runs based on your needs.
Map Tool Arguments: Ensure the src parameter in the listafirme.ro API calls (nodes d9758207-56d4-4180-aac7-f0ebafab1064 and 54205ed2-7c96-44b6-9637-20830300310a) correctly extracts arguments from the OpenAI tool call.
Activate Workflow: Trigger the workflow by sending a message to your HubSpot chat.

Apps Used

AI Assistants

API Integration

Airtable

Automation

Chatbots

Customer Support

HubSpot

LLM

OpenAI

Webhook

Workflow JSON

{
  "id": "0e2ca351-484d-434a-a99b-95e0e320bcdf",
  "name": "Automate HubSpot Chat with OpenAI Assistants for Smarter Customer Service",
  "nodes": 0,
  "category": "AI & LLM",
  "status": "active",
  "version": "1.0.0"
}

Note: This is a sample preview. The full workflow JSON contains node configurations, credentials placeholders, and execution logic.

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ID: 0e2ca351-484d...

About the Author

DevOps_Master_X

Infrastructure Expert

Specializing in CI/CD pipelines, Docker, and Kubernetes automations.

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