HubSpot + Zapier: Weekly Email Summary of Support Pipeline Tickets (Monday–Sunday)

Hi ​@Ecochile, welcome to the Zapier Community 👋

About the HubSpot Find Tickets action

A couple of key things to keep in mind:

• Property visibility: Some ticket properties won’t appear in the test output until you’ve created at least one ticket in HubSpot with those fields populated. If you’re missing fields, try creating a test ticket with all relevant properties filled in first.

• Search limitations: HubSpot’s Find Tickets search limits this action to 3 search properties max. Because of that, you’ll want to choose the 3 most important criteria for the initial search.

Recommended setup for a weekly ticket summary

1. Trigger

   Use Schedule by Zapier, set to run weekly (e.g. every Monday).

2. Find Tickets (HubSpot)

   Use your top 3 criteria here (typically something like pipeline + created date range).

   For the date range, you’ll need to calculate the previous week (Monday–Sunday) using HubSpot’s date format.

3. Multiple tickets handling

   Use Looping by Zapier to process each ticket that matches your criteria. This is also key for building a single summary email from multiple tickets.

4. Additional filtering

   Since you need more than 3 conditions, add a Filter by Zapier step after the Looping by Zapier step to apply the remaining rules. This way, only the tickets that meet all of your desired criteria will move forward.

Formatting the email

Inside the Loop, one approach you can take is:

• Add the relevant tickets to a Digest;
• Add a Filter to only allow the Last Loop Iteration to pass so that the email is only sent once;
• Add a 5-minute delay to make sure all Loop iterations have completed successfully;
• Add a Release Digest step.

From here, you can either map the output of the Digest as is into an Email step, or you can feed this output into an AI step first to format the contents according to your goal, before passing this data into the email step.

Here’s a great resource pertaining to our internal AI by Zapier app:

https://help.zapier.com/hc/en-us/articles/8496342944013-Use-AI-by-Zapier-to-analyze-and-return-data

Hope this helps 😄

Hi ​@Ecochile 

Try these Zap steps:

1. Trigger: Schedule
2. Action: HubSpot
   1. Custom Action
      1. Create a Custom Action with the help of AI
      2. Help: https://help.zapier.com/hc/en-us/articles/16277139110157-Create-a-custom-action
   2. API Request
      1. Create a custom API request
         1. TIP: Try asking ChatGPT for help with the API request
      2. Help: https://help.zapier.com/hc/en-us/articles/12899607716493-Create-an-API-Request-action
3. Action: Formatter > Utilities > Line Items to Text
   1. Use to format the HubSpot Tickets array into text to be used in the email body
   2. Help for using line items in Zaps: https://community.zapier.com/show-tell-5/how-to-handle-arrays-with-line-items-in-zaps-31190
4. Action: Gmail - Send Email
   1. Map the variable from the Formatter DATA OUT into the email body

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