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Searching Your HubSpot Content using Ask Read

Updated

Overview

Ask Read is more than just a search tool; it’s a generative AI assistant that lets you query your entire knowledge base, including HubSpot, emails, meetings, documents, and more. This means you can ask complex, cross-platform questions and get synthesized, actionable answers, complete with citations and links to the original sources. While Ask Read is adept at surfacing insights that span multiple data types and systems, it is also great for just finding that single record in HubSpot or other piece of information that you don’t want to waste time tracking down.

Prerequisites

  • A Read account with Ask Read enabled.
  • HubSpot integration connected and authorized in Read (requires a Read Pro/Enterprise/Enterprise+ plan)
  • Appropriate permissions in HubSpot for the data you want to search.

Step 1: Connect Your HubSpot Account

  1. Log in to Read.
  2. Connect Your Read Account to HubSpot
    1. Depending on your situation, you may need a HubSpot Super Admin to help with this
    2. Read workspace admins also have the option of connecting HubSpot for everyone in your workspace
  3. Make sure that your “Incorporate HubSpot Data into Read” setting is enabled in your HubSpot integration settings.
  4. Wait for your HubSpot data to finish syncing. This may take 15–30 minutes or more, depending on the size of your HubSpot account. You’ll receive an email notification when the sync is complete and your data is ready to search.

Step 2: Run Powerful Searches Across HubSpot and More

  • Open Ask Read in Read.
  • Enter your query using natural language. For example, you can:
    • Ask for summaries that combine HubSpot deals, meeting notes, and emails (e.g., “Summarize all recent activity for the Acme Corp deal, including meetings, emails, and HubSpot notes”).
    • Prepare for meetings by aggregating CRM, email, and document insights (e.g., “What open action items and recent communications do I have for contacts at Acme Corp?”).
    • Draft follow-up emails using context from meetings and HubSpot records (e.g., “Draft a follow-up email to Jane Smith at Acme Corp referencing our last meeting and current deal stage”).
    • Identify pipeline risks by combining deal data and meeting sentiment (e.g., “Which deals in HubSpot are at risk based on negative meeting sentiment or lack of recent activity?”).

Step 3: Refine and Explore Further

  • Continue the conversation: Ask follow-up questions or clarify your request in the chat interface to drill deeper or adjust the scope.
  • Run separate queries for different perspectives or to see all source citations and related content.
  • Use filters for date, source, or record type if you want to narrow your results up front, but conversational refinement is often more powerful.

(Optional) Step 4: Use the HubSpot UI extension for convenient access

  • The Read integration with HubSpot also includes custom app cards that you can use to submit Ask Read queries directly from your HubSpot UI.
  • See this article for more details on how to set this up: Using Read’s HubSpot UI Extension

Troubleshooting

  • If HubSpot results are missing, confirm your integration is connected and the initial sync completed successfully (check your email for a notification).
  • If results appear outdated, you may need to rerun your query later after Read syncs the latest updates.
  • Read can only connect to a single HubSpot account, if you have multiple, make sure that you selected the right one when first connecting.
  • Some HubSpot record types are not currently searchable, including tickets, files, tasks, and custom objects.

Additional Resources

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