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AI-Powered Smart Fields with HubSpot and Zoom Integration

Marq's AI-powered smart fields combine with HubSpot's Zoom integration to automatically generate content from your meeting transcripts. Connect Zoom to HubSpot, and Marq can pull AI-generated summaries directly into your templatesperfect for follow-up documents, meeting recaps, and personalized proposals based on discovery call insights.

What are AI-Powered Smart Fields?

AI-powered smart fields are a special type of smart field that uses artificial intelligence to generate content automatically. When combined with HubSpot's Zoom integration, these fields can:

  • Access Meeting Transcripts: Pull transcripts from Zoom meetings associated with your HubSpot records
  • Generate Summaries: Create AI-powered summaries of meeting content
  • Extract Key Points: Identify important topics, action items, and takeaways
  • Populate Templates: Automatically insert AI-generated content into your Marq templates
  • Save Time: Eliminate manual note-taking and summary writing
Key Benefit: Transform meeting transcripts into polished, formatted content in seconds. Perfect for follow-up emails, meeting recaps, proposal sections, and discovery call summaries.

Prerequisites: Installing Zoom Integration

Before you can use AI-powered smart fields with Zoom transcripts, you need to set up the Zoom integration in HubSpot:

Install Zoom App in HubSpot

  1. In HubSpot, navigate to App Marketplace
  2. Search for the Zoom application
  3. Click Install to add Zoom to your HubSpot account
  4. Follow the authorization prompts to connect your Zoom account

Enable Transcript Sync

Configure the Zoom app to sync meeting transcripts into HubSpot:

  1. Access the Zoom app settings in HubSpot
  2. Enable Transcript sync to automatically pull Zoom transcripts
  3. Configure which meetings should have transcripts synced
  4. Save your settings

Note: The Zoom integration must be installed and configured by a HubSpot administrator. Users need appropriate permissions in both HubSpot and Zoom for transcript access.

Verify Connection

Test that transcripts are flowing into HubSpot:

  1. Conduct a test Zoom meeting with transcription enabled
  2. Check that the transcript appears in the associated HubSpot record
  3. Confirm you can access the transcript within HubSpot

Creating Templates with AI Smart Fields

Once your Zoom integration is configured, you can create Marq templates that leverage AI-powered smart fields:

Add AI Smart Field to Template

  1. Open or create a template in Marq
  2. Navigate to the Smart Fields panel
  3. Select the HubSpot Deals tab (or your configured record type)
  4. Look for AI-powered smart fields (these are marked as "AI powered")
  5. Drag the AI smart field onto your template

Configure Field Settings

Set up how the AI-generated content should appear:

  • Field Size: Adjust the text box size for the expected content length
  • Formatting: Apply font styles, colors, and formatting
  • Placeholder Text: Add placeholder text to guide users
  • Field Label: Name the field clearly (e.g., "Meeting Summary," "Call Notes")

Save and Share Template

  1. Save your template with a descriptive name
  2. Share the template with your HubSpot team
  3. The template is now available in HubSpot deal records
Template Design Tip: AI summaries can vary in length depending on meeting duration and content. Design templates with flexible text boxes that can accommodate varying amounts of generated content.

Using AI Smart Fields in HubSpot

Once your template is set up, using AI-powered smart fields is straightforward:

Open Deal Record with Zoom Transcript

  1. Navigate to a HubSpot deal that has an associated Zoom meeting
  2. Ensure the meeting transcript has synced to HubSpot
  3. Open the Marq tab in the deal record

Select AI-Powered Template

When you select a template with AI smart fields, HubSpot recognizes the AI component:

  • Templates with AI fields display an "AI powered" tag
  • HubSpot knows to enable the special AI workflow
  • You'll see additional options for transcript selection

Choose Transcript Source

Select which Zoom transcript to use for AI generation:

  1. Click on the template to begin creating a project
  2. A special flow appears for AI-powered templates
  3. See a list of available Zoom transcripts from your account
  4. Select the relevant meeting transcript

Tip: Transcripts are listed with meeting name, date, and duration. Choose the meeting that's most relevant to the content you're creating.

Generate AI Summary

Let AI create a summary of the meeting:

  1. After selecting the transcript, HubSpot processes it with AI
  2. A summary is automatically generated
  3. The summary appears in a preview for your review
  4. Review the AI-generated content to ensure it's appropriate

Create Project

If the summary looks good, proceed with project creation:

  1. Click Create Project to finalize
  2. The AI-generated summary populates the smart field in your template
  3. The project opens in Marq with the AI content included
  4. Make any additional edits or customizations as needed

Edit and Refine

AI-generated content is editable like any other text:

  • Review the AI summary for accuracy and tone
  • Edit, add, or remove content as needed
  • Adjust formatting for better readability
  • Combine with other smart fields for complete personalization

Use Cases for AI-Powered Smart Fields

Discovery Call Follow-Up

Create personalized follow-up documents after discovery calls:

  • Meeting Recap: AI summary of what was discussed
  • Key Requirements: Extract client needs and priorities
  • Next Steps: Identify action items mentioned
  • Personalized Proposal: Use insights to tailor your pitch

Internal Meeting Notes

Document team meetings automatically:

  • Project Kickoffs: Capture requirements and decisions
  • Strategy Sessions: Document key discussion points
  • Client Reviews: Summarize feedback and action items
  • Team Syncs: Create shareable meeting recaps

Proposal Content

Incorporate meeting insights into proposals:

  • Client Needs Section: Use AI summary of requirements discussion
  • Solution Positioning: Reference specific client concerns from calls
  • Scope of Work: Pull details discussed during scoping meetings
  • Appendix: Include meeting notes as reference material

Customer Success Documentation

Document customer conversations:

  • Onboarding Notes: Capture setup requirements
  • Support Calls: Document issues and resolutions
  • Check-In Summaries: Track customer health indicators
  • QBR Preparation: Review past meeting notes

Training and Enablement

Create training materials from recorded sessions:

  • Training Recaps: Summarize key learning points
  • Demo Follow-Ups: Document product features shown
  • Best Practices: Extract insights from coaching calls
  • Knowledge Base: Convert meetings into help articles
Best Practice: Use AI summaries as a starting point, then edit and enhance with your own insights and context. AI is a tool to save time, not replace your expertise and judgment.

Template Design Best Practices

Field Sizing and Layout

  • Flexible Height: AI summaries vary in lengthuse expandable text boxes
  • Adequate Space: Don't constrain AI fields too tightly
  • Clear Sections: Separate AI content from other template elements
  • Visual Hierarchy: Use headings to introduce AI-generated sections

Combining AI with Other Fields

Create powerful templates by mixing AI and standard smart fields:

  • Header: Company name, logo (standard fields)
  • Meeting Summary: AI-generated content
  • Deal Information: Amount, close date (standard fields)
  • Action Items: AI-extracted next steps
  • Pricing: Line items (standard fields)

Contextual Framing

Add context around AI content for better readability:

  • Introductions: "Here's a summary of our recent conversation..."
  • Section Headers: "Key Discussion Points" or "Meeting Highlights"
  • Callouts: Use design elements to highlight AI sections
  • Footnotes: "This summary was generated from our Zoom meeting on [date]"

Tips for Better AI Summaries

Optimize Your Zoom Meetings

Get better AI summaries by running better meetings:

  • Clear Agendas: Structured meetings produce more structured summaries
  • Good Audio: Clear transcripts lead to accurate AI summaries
  • Key Points: Explicitly state important information during calls
  • Action Items: Clearly identify next steps and owners

Review Before Sharing

Always review AI-generated content before sending to clients:

  • Check for accuracy and completeness
  • Ensure appropriate tone and professionalism
  • Remove any irrelevant or off-topic content
  • Add context that AI might have missed
  • Verify names, dates, and specific details

Edit for Context

Enhance AI summaries with your expertise:

  • Add clarifying details
  • Reorder points for better flow
  • Emphasize critical items
  • Remove unnecessary content
  • Connect summary to your proposal or solution
Important: AI-generated summaries are tools to accelerate content creation, not replace human judgment. Always review and edit AI content before sharing with clients or stakeholders.

Privacy and Security Considerations

Transcript Access

  • Only users with access to the HubSpot record can generate AI summaries from associated transcripts
  • Transcript data is processed securely through HubSpot and Marq systems
  • Follow your organization's data handling policies

AI Processing

  • Transcripts are sent to AI services for summary generation
  • Ensure compliance with your organization's AI usage policies
  • Be mindful of confidential information discussed in meetings
  • Consider redacting sensitive information from AI summaries before sharing

Client Communication

  • Consider informing clients when you're recording and transcribing meetings
  • Follow your organization's recording consent policies
  • Be transparent about using AI to assist with documentation

Troubleshooting

AI Field Not Appearing

  • Verify Zoom integration is installed and configured in HubSpot
  • Ensure transcript sync is enabled
  • Check that you have permissions to access Zoom transcripts
  • Confirm the template has AI smart fields properly configured

No Transcripts Available

  • Verify the meeting had transcription enabled in Zoom
  • Check that the transcript has synced to HubSpot (may take a few minutes after meeting ends)
  • Ensure the meeting is associated with the current deal or contact
  • Confirm you have access to the Zoom account where the meeting occurred

AI Summary Doesn't Look Right

  • Review the source transcript for accuracy
  • Try generating the summary again (AI may produce different results)
  • Edit the summary manually to improve it
  • Provide feedback to your administrator about summary quality

Template Not Tagged as AI-Powered

  • Verify the template contains AI smart fields
  • Check that smart fields are properly configured in Marq
  • Resync templates in HubSpot to refresh the template list

Frequently Asked Questions

How long does it take to generate an AI summary?

AI summary generation typically takes just a few seconds. The time may vary based on transcript length and system load, but most summaries are generated within 5-10 seconds.

Can I use transcripts from meetings I didn't attend?

If you have access to the HubSpot record and the associated Zoom transcript, you can generate AI summaries. Access permissions are controlled by your HubSpot and Zoom settings.

Does the AI summary include speaker identification?

The level of detail in AI summaries depends on the transcript quality and AI processing. Summaries typically focus on content and key points rather than attributing every statement to specific speakers.

Can I regenerate a different summary from the same transcript?

Yes. You can create multiple projects from the same template and select the same transcript each time. AI may generate slightly different summaries with each generation.

Are AI summaries saved for future use?

Once generated and inserted into a project, the AI summary becomes part of that project and can be edited like any other text. The summary is not automatically saved separately for reuse in other projects.

What languages are supported?

AI summary capabilities depend on the languages supported by HubSpot's Zoom integration and AI services. Check with your administrator about language support for your account.

Related Resources

Accelerate Content Creation with AI

AI-powered smart fields transform hours of manual note-taking and summary writing into seconds of automated content generation. By combining Zoom transcripts with Marq's intelligent templates, you can create personalized, professional follow-up documents that reference specific meeting conversationsall without typing a word.