GAS Library: Leveraging GAS Library: Automatically Extract Overdue HubSpot Tasks to Google Sheets

1. Purpose and Benefits

The goal of this automation is to "visualize" overdue tasks and ensure zero task leakage within the team.

• Centralized Management: Grasp the status of overdue tasks at a glance using a familiar spreadsheet without needing to open HubSpot.
• Assignee Tracking: Automatically organize and see how many delayed tasks are assigned to each team member.
• Workload Reduction: Completely eliminate the manual effort of periodically exporting and aggregating data.

2. Use Cases

• Task Inventory & Visibility: List overlooked expired tasks to understand the overall delay status of the entire team.
• Workload Balance Checks: By organizing extracted tasks by "Owner," you can instantly identify who has the most bottlenecked tasks to help with resource reallocation or follow-ups.
• Automated Reporting: Combine this with GAS triggers to automatically generate up-to-date reports on task delays.

3. Required HubSpot Permissions (Scopes)

To use this feature, you must create a "Private App" in HubSpot and issue an Access Token. Please ensure the following scopes are authorized:

• crm.objects.owners.read: Required to convert Owner IDs into actual names.
• crm.objects.tasks.read: Required to search for and retrieve task information.

4. How to Use the Library (Implementation Steps)

Step 1: Add the Library

In your GAS project, click the "+" next to "Libraries" on the left menu. Enter the Script ID below, click "Look up," and add it.

• Script ID: 1wA-U-zBpQ6DfHLPdstfMJ51a3koDJPl7kMAq0jSpfOFvOXFCuTEwraHc
• Version: Select the latest version.
• ID: Enter a name to identify the library (e.g., HubSpotLib).

Step 2: Write the Test Code

Paste the following code into your editor. Replace the placeholder values with your specific environment settings as indicated in the comments.

/**
 * Test Execution Code
 * Library ID: 1wA-U-zBpQ6DfHLPdstfMJ51a3koDJPl7kMAq0jSpfOFvOXFCuTEwraHc
 */
function runHubSpotTaskExport() {
  
  // Configuration Settings
  const HUBSPOT_ACCESS_TOKEN = "Paste_your_HubSpot_Access_Token_here"; 
  const SPREADSHEET_ID = "Paste_your_Spreadsheet_ID_here"; 
  const SHEET_NAME = "Sheet1"; // The name of the destination sheet

  // Execute function using library identifier "HubSpotLib"
  HubSpotLib.exportOverdueTasksToSheet(
    HUBSPOT_ACCESS_TOKEN, 
    SPREADSHEET_ID, 
    SHEET_NAME
  );
}

Step 3: Verify Output Data

Once executed, the following items will be automatically appended below the last row of your spreadsheet:

Task ID / Subject / Due Date / Days Overdue / Owner Name / URL / Retrieval Timestamp

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