Hubspot Pipeline Automation

Stage ID Map (HubSpot internal names)

HubSpot stage IDs vary by portal. In Step 1, fetch the pipeline to resolve stage labels → IDs dynamically. Match stage labels case-insensitively against the table above.

Email Stubs

Emails are NOT yet enabled. The EMAIL_* stubs are placeholders. When email templates are ready:

1. Add template IDs to the Email Stubs section below
2. Set EMAIL_ENABLED=true in the env
3. Use the HubSpot Sequences enrollment API to enroll the rep

Email stubs (fill in when ready):

• EMAIL_LEAD_IDENTIFIED: null
• EMAIL_OUTREACH_INITIATED: null
• EMAIL_DISCOVERY_MEETING: null
• EMAIL_NEEDS_ANALYSIS: null
• EMAIL_PROPOSAL_DEMO: null
• EMAIL_NEGOTIATION: null

Lookback Window

Check for stage changes in the last 35 minutes (slightly over the 30-min cron interval to avoid gaps).

Steps

1. Fetch pipeline stages: Call GET /crm/v3/pipelines/deals to get all pipelines and build a map of stage ID → stage label. Identify which pipeline to use (default: first pipeline, or the one named "Sales Pipeline" if present).

2. Fetch recently modified open deals with propertiesWithHistory=dealstage:

   curl -s -X POST \
     -H "Authorization: Bearer $HUBSPOT_ACCESS_TOKEN" \
     -H "Content-Type: application/json" \
     -d '{
       "filterGroups": [{"filters": [
         {"propertyName": "dealstage", "operator": "NEQ", "value": "closedwon"},
         {"propertyName": "dealstage", "operator": "NEQ", "value": "closedlost"},
         {"propertyName": "hs_lastmodifieddate", "operator": "GTE", "value": "<now_minus_35min_ms>"}
       ]}],
       "properties": ["dealname", "dealstage", "hubspot_owner_id", "amount"],
       "propertiesWithHistory": ["dealstage"],
       "limit": 100
     }' \
     "https://api.hubapi.com/crm/v3/objects/deals/search"
   

3. Detect stage transitions: For each deal, look at the dealstage history array. Find entries where timestamp falls within the lookback window. That means the deal entered that stage recently. Extract:

   • new_stage_id = the history entry's value
   • new_stage_label = look up in the stage map from Step 1
   • transition_time = the history entry's timestamp
   • owner_id = hubspot_owner_id

4. Check for existing automation task: Before creating a task, search for existing tasks associated with the deal that contain the stage label in the subject. Use:

   curl -s -X POST \
     -H "Authorization: Bearer $HUBSPOT_ACCESS_TOKEN" \
     -H "Content-Type: application/json" \
     -d '{"filterGroups": [{"filters": [
       {"propertyName": "associations.deal", "operator": "EQ", "value": "<dealId>"},
       {"propertyName": "hs_task_subject", "operator": "CONTAINS_TOKEN", "value": "<stage_keyword>"},
       {"propertyName": "hs_task_status", "operator": "NEQ", "value": "COMPLETED"}
     ]}], "limit": 5}' \
     "https://api.hubapi.com/crm/v3/objects/tasks/search"
   

   If a matching open task already exists, skip creation (idempotency guard).

5. Create the task: Look up the stage in the Stage Actions table. Substitute {dealname} with the actual deal name. Calculate due date as today + due_days. Create the task:

   curl -s -X POST \
     -H "Authorization: Bearer $HUBSPOT_ACCESS_TOKEN" \
     -H "Content-Type: application/json" \
     -d '{
       "properties": {
         "hs_task_subject": "<task title with dealname>",
         "hs_task_status": "NOT_STARTED",
         "hs_task_type": "TODO",
         "hs_task_due_date": "<due_date_ms>",
         "hubspot_owner_id": "<owner_id>",
         "hs_task_body": "Auto-created by Pipeline Automation | Stage: <stage_label> | Deal entered stage: <transition_time>"
       },
       "associations": [{"to": {"id": "<dealId>"}, "types": [{"associationCategory": "HUBSPOT_DEFINED", "associationTypeId": 216}]}]
     }' \
     "https://api.hubapi.com/crm/v3/objects/tasks"
   

6. Email stub (skip for now): If EMAIL_ENABLED=true and a template ID exists for this stage, enroll the rep using the Sequences API. Otherwise, skip silently.

7. Output a summary:

   • If transitions were found and tasks created: list each deal, stage, task title, due date
   • If no transitions found: output ✅ No stage changes detected in the last 35 minutes.
   • If dry-run: prefix each action with [DRY RUN]

Output Format

⚙️ Pipeline Automation Run — {datetime}

🔄 Stage Transitions Detected: {count}

📋 Tasks Created:
• {dealname} → entered {stage}
  Task: "{task title}"
  Assigned to: {rep name} | Due: {due date}

(repeat per transition)

✉️ Emails: disabled (templates not yet configured)

━━━━━━━━━━━━━━━━━━━━
{count} task(s) created | {count} skipped (already existed)