Report 4.1.2 — Automated CRM Task Creation Detailed Guide

This document details how the project creates HubSpot tasks (deals) automatically from extracted action items.

HubSpot Task Creation Flow

Action items extracted by the OpenAI pipeline arrive as a list of maps with keys describing description, priority, deadline, assignee.
HubSpotTaskService.createTask() builds HubSpot properties such as ai_systems_description, ai_systems_deadline, ai_systems_assignee, ai_systems_priority.
Requests to HubSpot use RestTemplate.postForEntity against https://api.hubapi.com/crm/v3/objects/deals with bearer auth via HUBSPOT_API_KEY.
Bulk creation is handled by iterating over all action items and collecting responses; each response is stored in the task report along with any errors.

DTOs & Reports

The resulting HubSpotTaskCreationReport captures:

totalRequested, totalSucceeded, totalFailed
responses (HubSpot raw payloads) and errors for troubleshooting.
Action item context and enriched task results (IDs, URLs) merged from parsed responses.

Why it matters

Operators can see which action item generated which HubSpot deal and note failures per item for follow-up.

Safety & Idempotency Considerations

Service does not deduplicate; ensure upstream action items do not already exist or run in a sandbox.
The deletion endpoint is destructive, so the automated flow is used cautiously via test endpoints or manual triggers.
All HubSpot interactions log output for auditing and debugging.

Observing the Flow

Composite state and sequence diagrams (in plantuml/behavior) cover how controller enqueues tasks and waits for HubSpot responses. The deployment diagram shows the HubSpot API as an external cloud.

Use the generated HTML docs (next to each PlantUML file) to understand each diagram’s focus before editing or adding new flows.