GAS Library Guide: Automatically Extracting and Managing Overdue HubSpot Tasks in Google Sheets

1. Purpose and Benefits of Implementation

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

• Centralized Management: Track overdue status at a glance in a familiar spreadsheet without having to open HubSpot.
• Status Tracking by Owner: Automatically organize tasks to see which team members have the most pending overdue items.
• Reduced Manual Work: Completely eliminate the effort of manually exporting and compiling task data on a regular basis.

2. Use Cases

• Task Auditing and Visualization: List overlooked overdue tasks to understand the delay status of the entire team.
• Workload Checks by Owner: By organizing extracted tasks by owner, you can immediately identify who is overwhelmed and provide follow-up or reassign resources.
• Automated Reporting: Combine this with GAS triggers to automatically generate the latest task delay reports daily or weekly.

3. Required HubSpot Permissions (Scopes)

To use this function, you must create a "Private App" in HubSpot and issue an access token. Ensure the following scopes are granted:

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

4. How to Use the Library (Implementation Steps)

Step 1: Add the Library

Click the "Libraries +" icon on the left side of your GAS project screen, 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 call the functions (e.g., HubSpotLib)

Step 2: Write the Execution Code

Paste the following code into your editor. Refer to the comments and set the values according to your environment.

#Execution Test Code:
// library id
// 1wA-U-zBpQ6DfHLPdstfMJ51a3koDJPl7kMAq0jSpfOFvOXFCuTEwraHc

// test code
function runHubSpotTaskExport() {
  
  // settings
  const HUBSPOT_ACCESS_TOKEN = "Paste your HubSpot Access Token here"; // HubSpot Access Token
  const SPREADSHEET_ID = "Paste your Spreadsheet ID here"; // Output Spreadsheet ID
  const SHEET_NAME = "Sheet1"; // Name of the sheet to export to

  // library identify id "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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