blungo - Blog #tutorial

Function: Create a Subfolders in WorkDrive from Zoho CRM

Thu, 08 Jun 2023 16:12:52 -0700

What we are going to do

We are going to create a workflow that will trigger a function that creates a set of subfolders inside a Team folder in Zoho WorkDrive. You can use the function to create folders or subfolders in your personal folder as well. This is continuation of the previous tutorial called "Function: Create a WorkDrive Team Folder and Attach it to the CRM Record".

Important notes

We are going to create normal folders. If you want to create a Team Folder, check out this tutorial: https://www.blungo.com/blogs/post/function-create-a-workdrive-team-folder-and-attach-it-to-the-crm-record.
This tutorial is Part 2 of the WorkDrive folder creation series. The code will work as long as you already have a WorkDrive Team Folder attached to the Deal. You can modify the code as needed if you are not going to use a Team Folder. The code below includes some examples of different ways to get the folder ID.
You have to have full access to Zoho CRM and WorkDrive.

Creating a connection

In the CRM, go to the Setup.
Under "developer space", click on "connections".
Click on "create connection".
The service is "Zoho OAuth".
Name the connection. We are going to use "crm_workdrive".
Add the scopes. Use the magnifier to easily find the scopes.

List of scopes: ZohoCRM.modules.ALL, zohosearch.securesearch.READ, WorkDrive.team.ALL, WorkDrive.workspace.ALL, WorkDrive.files.ALL, WorkDrive.organization.READ, WorkDrive.members.READ, WorkDrive.members.CREATE, WorkDrive.members.UPDATE, WorkDrive.members.DELETE, WorkDrive.teamfolders.CREATE, WorkDrive.teamfolders.READ, WorkDrive.teamfolders.UPDATE, WorkDrive.teamfolders.DELETE, WorkDrive.teamfolders.sharing.CREATE, WorkDrive.teamfolders.sharing.READ, WorkDrive.teamfolders.sharing.UPDATE, WorkDrive.teamfolders.sharing.DELETE, WorkDrive.teamfolders.admin.READ, WorkDrive.groups.CREATE, WorkDrive.groups.READ, WorkDrive.groups.UPDATE, WorkDrive.groups.DELETE, WorkDrive.DataTemplates.CREATE, WorkDrive.DataTemplates.DELETE, WorkDrive.DataTemplates.UPDATE, WorkDrive.links.ALL, WorkDrive.users.READ

Click on "create and connect".
Click on "connect" and allow any permissions you are requested.

Setting up the function

In the Zoho CRM settings, go to "Functions" under "Developer Space".
Create a new function: Add a name and select "Automation" as the category.
Copy the function located below and paste it in the text editor in Zoho CRM.
Edit the arguments: add "deal_id" as a string.
Generate your folder structure:

Rename the folders,
Add more folders,
Create subfolders if needed.

Test the function with a Deal that has a WorkDrive Team Folder attached.
Save the function.

folder_info = zoho.crm.getRelatedRecords("Attachments","Deals",deal_id);

//this section finds the link in the attachments section, then it creates a list of elements in the link, and then picks the 8th element, which is the folder ID

Parent_Folder_ID = folder_info.get(0).get("$link_url").toList("/").get(8);

info Parent_Folder_ID;

// Option 2 to find the folder ID

// count = 0;

// for each item in folder_info

// {

// owner_id = folder_info.get(count).get("Owner").get("id");

// if(owner_id == "4038274000010997002")

// {

// Parent_Folder_ID = folder_info.get(count).get("$link_url").toList("/").get(8);

// info Parent_Folder_ID;

// }

// count = count + 1;

// }

// Option 3: manually add the team folder ID

// Parent_Folder_ID = "replacewithyourteamfolder";

// creating folder 1 ------------------------------------------------

folder_1 = zoho.workdrive.createFolder("Folder 1 Name",Parent_Folder_ID,"crm_workdrive");

folder_1_id = folder_1.get("data").get("id");

//creating sub folders

subfolder_1 = zoho.workdrive.createFolder("Subfolder 1 Name",folder_1_id,"crm_workdrive");

subfolder_2 = zoho.workdrive.createFolder("Subfolder 2 Name",folder_1_id,"crm_workdrive");

// creating folder 2 -----------------------------------------------

folder_2 = zoho.workdrive.createFolder("Folder 2 Name",Parent_Folder_ID,"crm_workdrive");

folder_2_id = folder_2.get("data").get("id");

//creating subfolders from list

subfolders = {"Subfolder 3 Name","Subfolder 4 Name","Subfolder 5 Name","Subfolder 6 Name"};

for each rec in subfolders

{

zoho.workdrive.createFolder(rec,folder_2_id,"crm_workdrive");

}

Creating a workflow

In the setup page, click on workflow rules under automations
Create a new rule, select the Deals module, and name it (we are selecting the Deals instead of the contact because we need to trigger this automation when a Deal stage changes)
Configure your workflow trigger and conditions:

When > on a record action > Edit > "Subfolders Needed" is modified to the value of "Yes"
Condition: all Deals

As the instant action, select "function"
Click on "new function" and then select "functions"
Find the function you just created, and click on "configure"
Map the argument "deal_id" as the deal ID, using the # key
Click on "save and associate" and save the workflow
Test the workflow

Function: Create a WorkDrive Team Folder and attach it to the CRM record

Fri, 26 May 2023 09:54:32 -0700

What we are going to do

We are going to create a workflow that will trigger a function that creates a Team folder in Zoho WorkDrive, and the folder will be attached to the attachments section in the CRM record. We are going to create a connection, then work on the function, and finally create the workflow.

Important notes

We are going to create a Team Folder. If you want to create a normal folder, check out the next tutorial.
You have to have full access to Zoho CRM and WorkDrive.
We are going to use the Deals module, but this works with any module, as long as the attachments section is enabled.

Creating a connection

In the CRM, go to the Setup.
Under "developer space", click on "connections".
Click on "create connection".
The service is "Zoho OAuth".
Name the connection. We are going to use "crm_workdrive".
Add the scopes. Use the magnifier to easily find the scopes.

List of scopes: ZohoCRM.modules.ALL, zohosearch.securesearch.READ, WorkDrive.team.ALL, WorkDrive.workspace.ALL, WorkDrive.files.ALL, WorkDrive.organization.READ, WorkDrive.members.READ, WorkDrive.members.CREATE, WorkDrive.members.UPDATE, WorkDrive.members.DELETE, WorkDrive.teamfolders.CREATE, WorkDrive.teamfolders.READ, WorkDrive.teamfolders.UPDATE, WorkDrive.teamfolders.DELETE, WorkDrive.teamfolders.sharing.CREATE, WorkDrive.teamfolders.sharing.READ, WorkDrive.teamfolders.sharing.UPDATE, WorkDrive.teamfolders.sharing.DELETE, WorkDrive.teamfolders.admin.READ, WorkDrive.groups.CREATE, WorkDrive.groups.READ, WorkDrive.groups.UPDATE, WorkDrive.groups.DELETE, WorkDrive.DataTemplates.CREATE, WorkDrive.DataTemplates.DELETE, WorkDrive.DataTemplates.UPDATE, WorkDrive.links.ALL, WorkDrive.users.READ

Click on "create and connect".
Click on "connect" and allow any permissions you are requested.

Setting up the function

In the Zoho CRM settings, go to "Functions" under "Developer Space".
Create a new function: Add a name and select "Automation" as the category.
Copy the function located below and paste it in the text editor in Zoho CRM.
Edit the arguments: add "deal_id" as a string.
Get the parent folder ID from Zoho WorkDrive (on the URL).

Replace "yourparentfolderid" with the id from the URL.

Make changes to the createTeamFolder function's parameters if needed:

Add a description or leave it empty ("").
Select if it's a public folder ("true") or private folder ("false").
Make sure the connection name matches the connection you created in the previous step.

Test the function with any deal.
Save the function.

DealInfo = zoho.crm.getRecordById("Deals",deal_id);

DealName = DealInfo.get("Deal_Name");

ParentFolderID = "yourparentfolderid";

// limiting the amount of characters because the Workdrive folder name has a limit

if(DealName.len() >= 40)

{

DealName = DealName.subString(0,40);

}

FolderName = DealName + " - Main Folder";

// folder name - parent folder id - description - public - connection

Create_Team_Folder = zoho.workdrive.createTeamFolder(FolderName,ParentFolderID,"Description test",true,"crm_workdrive");

info Create_Team_Folder;

Team_Folder_ID = Create_Team_Folder.get("data").get("id");

info Team_Folder_ID;

// adding users to the team drive folder ----------------------------------------------

// l = {"email1@yourdomain.com","email2@yourdomain.com"};

// for each email in l

// {

// header = Map();

// header.put("Accept","application/vnd.api+json");

// data = Map();

// data_param1 = Map();

// att_param1 = Map();

// att_param1.put("resource_id",Team_Folder_ID);

// att_param1.put("shared_type","workspace");

// att_param1.put("email_id",email);

// att_param1.put("role_id","1");

// data_param1.put("attributes",att_param1);

// data_param1.put("type","members");

// data.put("data",data_param1);

// response = invokeurl

// [

// url :"https://www.zohoapis.com/workdrive/api/v1/members"

// type :POST

// parameters:data.toString()

// headers:header

// connection:"crm_workdrive"

// ];

// info response;

// }

// // link folder as ATTACHMENT IN CRM ------------------------------------------------

dataList = List();

data = Map();

data.put("$link_url","https://workdrive.zoho.com/home/" + ParentFolderID + "/teams/" + ParentFolderID + "/ws/" + Team_Folder_ID + "/folders/files");

data.put("File_Name",FolderName);

data.put("$type","teamdrive");

dataList.add(data);

payload = "attachments=" + zoho.encryption.urlEncode({"data":dataList});

response = invokeurl

[

url :"https://www.zohoapis.com/crm/v3/Deals/" + deal_id + "/Attachments"

type :POST

parameters:payload

connection:"crm_workdrive"

content-type:"application/x-www-form-urlencoded"

];

Creating a workflow

In the setup page, click on workflow rules under automations
Create a new rule, select the Deals module, and name it (we are selecting the Deals instead of the contact because we need to trigger this automation when a Deal stage changes)
Configure your workflow trigger and conditions:

When > on a record action > Edit > Stage is modified to the value of Won
Condition: all Deals

As the instant action, select "function"
Click on "new function" and then select "functions"
Find the function you just created, and click on "configure"
Map the argument "deal_id" as the deal ID, using the # key
Click on "save and associate" and save the workflow
Test the workflow

How to Create a Related Record with a Function in Zoho CRM

Fri, 31 Mar 2023 11:29:14 -0700

What we are going to do

In this tutorial you are going to code a Deluge function that will create a related record in Zoho CRM. Then, we are going to add the function to a workflow, so it creates the record automatically. For this example, we are going to use the Deals module, that will trigger the automation, and a Custom module called Jobs, where the related record is going to be created. Both records are going to be linked.

Pre-requisites

The modules you want to use have to be already built. If you want to learn how to create a custom module, here's a tutorial: https://youtu.be/B-b_5qg1FpI
The child module must already contain the fields to receive information from the main module.

Adding a Lookup field

In the Zoho CRM settings, go to "Modules and Fields", and open the "child" module that you are going to link to the main module. In this case, we are going to open the Jobs module, that will be linked to the Deals module.
Open the layout where you are going to add the lookup field.
Drag and drop the lookup field to the layout.
Configure the lookup field:

Name the field.
Select the lookup module. In our case, it it's the Deals module.
Name the related list. This is going to be displayed on the main module. We are going to call it "Jobs".

Click on "Done".
Save the layout and close it.

Setting up the function

In the Zoho CRM settings, go to "Functions" under "Developer Space".
Create a new function: Add a name and select "Automation" as the category.
Copy the function located below and paste it in the text editor in Zoho CRM.
Edit the arguments: add "deal_id" as a string.
Get the Deal variables to pass to the Job:

Find the API Names in the CRM settings.

Map the variables using the Job module API Names.

Make sure to include the "deal_id", so the records link to each other.

Test the function.
Save the function.

deal_info = zoho.crm.getRecordById("Deals",deal_id);

// get information about the deal

deal_name = deal_info.get("Deal_Name");

deal_estimator = deal_info.get("Estimator").get("id");

deal_type = deal_info.get("Type");

closing_date = deal_info.get("Closing_Date");

//create the record name

job_name = "Job: " + deal_name;

//map fields from the deal to the job

mp = Map();

mp.put("Type",deal_type);

mp.put("Estimator",deal_estimator);

mp.put("Closing_Date",closing_date);

mp.put("Name",job_name);

mp.put("Deal_Related",deal_id);

//create the job

create_job = zoho.crm.createRecord("Jobs",mp);

info create_job;

Creating a workflow

In the setup page, click on workflow rules under automations
Create a new rule, select the Deals module, and name it (we are selecting the Deals instead of the contact because we need to trigger this automation when a Deal stage changes)
Configure your workflow trigger and conditions:

When > on a record action > Edit > Stage is modified to the value of Won
Condition: all Deals

As the instant action, select "function"
Click on "new function" and then select "functions"
Find the function you just created, and click on "configure"
Map the argument "deal_id" as the deal ID, using the # key
Click on "save and associate" and save the workflow
Test the workflow

Set Up Subdomains for Zoho Apps

Mon, 20 Mar 2023 02:14:37 -0700

What we are going to do

In this article you are going to find a series of tips that will help you with setting up subdomains for Zoho apps. Watch the video for the full tutorial.

Tips

On the example we are using Zoho Bookings, but the process is very similar on other Zoho Apps.
Some Zoho Apps require you to add a verification subdomain to your DNS, besides the actual subdomain you want to use. So, you will be adding 2 records.
After you add the DNS records, you might have to wait up to 48 hours until they are ready.
Once you are able to verify the domain, you have to wait until Zoho installs an SSL Certificate to ensure encryption.
You can use subdomains on these Zoho Apps: Bookings, LandingPage, Desk (Knowledge Database), Recruit (Portals) , Projects, Books, Cliq, Forms, Meetings, Workdrive, Sites, Connect, People, and a lot more.

Working with Multi-Select Look Up fields in Zoho CRM

Thu, 09 Mar 2023 12:24:34 -0800

What we are going to do

In this tutorial we are going to show you how two different ways to find the Linking Module API fields, and we are going to review an example of how to search for records in a Multi-Select Look Up field.

When you create a Multi-Select Look Up fields (MSLU), a new module called "Linking Module" is created. This module holds some basic information about how the two records are related. The Linking Module has it's own API name, so if you want to use it in a function, you have to know the API name. There are 2 ways you can get the API Name: searching in the CRM settings, or using a custom function.

Linking Module API Name

CRM Settings

This is seems like the easy way to do it, but it might be more complicated than using a custom function. The issue with this way is that you have to make some assumptions. Normally, your assumptions will be correct, but there's a small chance that the name of one of the modules linked by the Linking module was changed, and this could conflict with the setup.

Here's how to do it:

In the CRM, go to the setup.
On the search bar, look for "CRM API", and open the first result.
Click on the "API names" sub-tab.
Open any of the modules listed here.
Now, on the "filters by" section, click on the modules field.
If you scroll all the way down, you will find the Linking Modules.

The Linking Module API name is the module name "Contacts X Properties", but you have to replace the spaces with underscores like this "Contacts_X_Properties". Now, if any of the modules' names changed, this method might not work for you.

If you open any Linking Module, you will see the fields related to the module. We are going to use some of the fields in the example that you can find at the end of this article.

Custom function

This method is more complicated, but always gives you the correct Linking Modules API Names.

Add a connection:

In the CRM, go to the Setup.
Under "developer space", click on "connections".
Click on "create connection".
The service is "Zoho OAuth".
Name the connection. We are going to use "linking_module_API".
The scope is "ZohoCRM.settings.modules.ALL". Use the magnifier to easily find it.
Click on "create and connect".
Click on "connect" and allow any permissions you are requested.

Create the function:

In the CRM, go to the Setup.
Under "developer space", click on "functions".
Create a new function with the "new function" button.
Name the function.
The category is "automation".
Click on "create".
Copy the first code listed below (called "Find Linking Modules API Names")
Paste the code in the function.
Replace the connection name with the name of the connection created in the previous step.
Click on "Save & Execute".

The console will give you a list of the Linking Modules API names.

// Finding Linking Modules API Names

get_linking_modules_api = invokeurl

[

url :"https://www.zohoapis.com/crm/v3/settings/modules"

type :GET

connection:"linking_module_api"

];

modules_info = get_linking_modules_api.get("modules");

for each item in modules_info

{

module_type = item.get("generated_type");

if(module_type == "linking")

{

module_api = item.get("api_name");

info module_api;

}

Example: Contacts and Properties Multi-Look Up Field

Let's say we have a custom module called Properties, that is related to the Contacts module. In the Contacts layout, we have a MSLU field where you can select multiple Properties.

If you try to get information from the MSLU using the "get" function, the result will be a string of text with all the Property names combined. There's no JSON with the Properties IDs or names.

Below you will find the function that you can copy and paste. We are going to explain each section individually. Make sure to add "contact_id" as an string in the arguments.

1) property_list = zoho.crm.searchRecords("Contacts_X_Properties","(Property_Contact:equals:" + contact_id + ")");

This line uses the "contact_id" to search for all the properties that are linked to the Contact via the Linking Module. The "Property_Contact" API name can found by following the steps on the first section of this article. This function will return one o multiple results in a JSON.

2) for each item in property_list

Now we are going over each result, and we will use some functions to get data from the properties.

3) Property_id = item.get("Related_Properties").get("id");

We are getting the property ID using the field "Related_Properties" from the Linking Module.

4) Propert_info = zoho.crm.getRecordById("Properties",Property_id);

Now that we have the property ID, we can search for that property and get all the information related to it.

5) Property_name = Propert_info.get("Name");

From line 4, we can get, for example, the property name.

6) Propery_sq = Propert_info.get("Sq_Footage");

From line 4, we can also get any other information stored in the property. In this case, we are getting the Square Footage.

// Example

property_list = zoho.crm.searchRecords("Contacts_X_Properties","(Property_Contact:equals:" + contact_id + ")");

for each item in property_list

{

Property_id = item.get("Related_Properties").get("id");

Propert_info = zoho.crm.getRecordById("Properties",Property_id);

Property_name = Propert_info.get("Name");

info Property_name;

Propery_sq = Propert_info.get("Sq_Footage");

info Propery_sq;

}

How to verify domains on Zoho apps

Sun, 22 Jan 2023 12:57:34 -0800

Before we start

You have to have Zoho admin priviledges
You have to have access to the Domain Settings, and be able to add records to it
You have to have an email address with the domain you are going to verify

We are going to verify the domain on the CRM, Campaigns and Desk, but this applies to most of the other Zoho Apps.

The Process

We are going to add two or more records (SPF and DKIM) to our domain DNS, and then verify from the Zoho app that the records have been added.

Zoho CRM Domain Verification (also known as Email Authentication)

Adding the Domain to the CRM Settings:

Go to the setup and, under "Channels", click on "Email"
Click on the tab "Email Deliverability", and then on "Add domain"
Enter a valid email address that you have access to and click on "Add domain"
A code will be sent to your inbox: copy it
In the CRM, click on "Enter Code", paste the code, and click on "Verify"

The domain has been verified, now let's validate it:

Click on "Validate Records"
Copy the SPF record
Open your domain DNS settings, and add a new TXT record (See Note 1)

The name is @ and the value is what you just copied from the CRM

Now copy the subdomain name, which normally is a number followed by your domain
In the DNS settings, add a new TXT record
Paste the subdomain into the name section
On the CRM, copy the value, and back in the DNS Settings, paste it on the "value" field
Once both records have been added to the DNS Settings, go back to the CRM and click on "Validate Records"
The records have been validated (See Note 2)

Note 1

If you already verified other Zoho Apps before, instead of adding a new SPF record, you have to edit the one you already added. Add the section that is not in the TXT record.

Zoho Campaigns Domain Verification

If you have setup an email address with Zoho Campaings, the domain has been added to Campaigns, so you only need to verify the DNS records.

Authenticating the domain in Zoho Campaigns:

Go to the setup and, under "Deliverability", click on "Domain Authentication"

If your domain is not listed in this tab, click on "Add Sender" on the top right corner

Next to the domain, click on "Setup"
Copy the SPF record
Open your domain DNS settings, and add a new TXT record (See Note 1)

The name is @ and the value is what you just copied from Campaigns

Now copy the subdomain name from the DKIM section, which normally is a number followed by your domain
In the DNS settings, add a new TXT record
Paste the subdomain into the name section
On the CRM, copy the value, and back in the DNS Settings, paste it on the "value" field
Save the record
Once both records (SPF and DKIM) have been added to the DNS Settings, go back to Campaigns and click on "Verify Domain"
The records have been validated (See Note 2)

Note 2

If you are having issues with verifying the domain, try to add the DKIM in a different way. Normally, the error is on the name of the record. Here are some examples:

11111111._domainkey.blungo.co
11111111._domainkey.blungo.co.blungo.co
11111111._domainkey

Zoho Desk Domain Verification

Adding the Domain to the Desk Settings:

Go to the setup and, under "Channels", click on "Email"
Click on the tab "From Address", and add a "New From Address"
Enter a valid email address that you have access, as well as a name
Click on "Save"
A verification link has been sent to your email: click on it
The email has been verified

Domain authentication:

Click on the "DKIM Authentication" tab
Click on "Verify" next to the domain

If you don't see the domain listed here, first you have to add a "From Address" with the domain you want to verify

On the new window, copy the SPF record
Open your domain DNS settings, and add a new TXT record (See Note 1)

The name is @ and the value is what you just copied from Desk

Now let's add the 2 DKIM records:

Copy the first subdomain name
In the DNS settings, add a new TXT record
Paste the first subdomain into the name section
On Desk, copy the first value, and back in the DNS Settings, paste it on the "value" field
Save it
Follow the same steps to add the second DKIM record (See Note 3)

Once all the records have been added to the DNS Settings, go back to Desk and click on "Verify"
The records have been validated

Note 3

Some DKIM records will work for multiple Zoho apps, so if you already added the record, you don't have to add it again. The DNS Settings will let you know if you are trying to add a duplicate record.

Zoho CRM: Execute Function with a Button

Thu, 25 Nov 2021 10:07:04 -0800

In this tutorial we are going to create a button that will trigger a function after we select some records. You can trigger any function you want, but for this example we are going to keep things simple. The button will trigger a function that updates a field.

Part 1: Creating the function

In the set up page, click on "functions" under "developer space"
Click on the "new function" button
Name the function and select Button as the category
Copy the code down below and paste it in the function's body
Highlighted in yellow you will find the part of the function you can replace with your own function.
Now click on "Edit Arguments" and map the argument "id" as a "string"

If you added your own function that has variables, map them in the arguments section as well

Finally save the arguments and save the function

idList = id.toList("|||");

for each id in idList

{

currentDate = today;

update = zoho.crm.updateRecord("Deals",id,{"Contract_signed":currentDate});

}

return "Contract signed date updated";

Part 2: Creating the button

In the setup page, go to "Modules and fields" under "Customization"
Open the module that you are creating the function for. In my case it's the Deals module
On the top, click on "Links and Buttons"
Click on "New Button"
Name the button and add a description if you would like to
Select "List View - Mass Action Menu" as the place were the button is going to be located
The action to perform is "From Existing Actions" under "Functions"
Now click on "Configure" next to the function you just created
Map the "id" parameter to the Deal Id field, pressing #
Save everything and test the button

Function: Count Related Records in Zoho CRM

Thu, 18 Nov 2021 11:34:13 -0800

In this tutorial we are going to create a function that will count the related record of a record, and will add the total count to a field that you can use to filter your records or trigger other automations. For this example, we will count how many Deals are related to a Contact, but you can replace the variables to count other related records, even if they are part of a custom module.

This function will trigger when a new Deal is created. So when you create a new Deal, it will find the contact related to that Deal, and it will count how many Deals the Contact has, and then it will place the total number in a field in the Contact.

If you would like to run this function on all the records you currently have, without having to wait for a related record to be created, you will have to create a different function that will update all the records at once. This tutorial doesn't show how to do that.

Part 1: Add a field to the Contacts layout

In CRM, open the set up page, then go to modules and fields under customization
Open your deals module, in my case it's called opportunities
Open the layout you want to edit
Add a user field and name it
Save and close the module
Then, on the setup, go to developer space and click on APIs
On the top, go to APIs names and open "Deals"
On the list, find the field you just created, and take note of the API name

Part 2: Creating the function

In the set up, click on "functions" under "developer space"
Click on the "new function" button
Name the function and select automation as the category
Copy the code down below and paste it in the function's body
Replace "API_name_field" for the API name that you found on step one (where you want to place the total count number)
Find the API name of the module that you would like to count, in my case it's Deals
Replace "API_name_to_count" with the API name found (Deals)
Find the API name of the main module, in my case it's Contacts
Replace "API_name_record" with the API name found (Contacts)
Now click on "Edit Arguments" and map the argument "contactId" as a "string" (you can change the name of this argument if the main module is different; ie: if you are counting products related to a deal, the main module will be Deal, so you can call this field "DEALID")
Finally save the arguments and save the function

relRecords = zoho.crm.getRelatedRecords("API_name_to_count","API_name_record",contactId.toLong());

mp = Map();

mp.put("API_name_field",relRecords.size().toString());

updateResp = zoho.crm.updateRecord("API_name_record",contactId.toLong(),mp);

info updateResp;

Part 3: Creating the workflow

In the setup page, click on workflow rules under automations
Create a new rule, select the Deals module, and name it (we are selecting the Deals instead of the contact because we need to trigger this automation when a Deal is created; you have to select the module that you are counting)
Configure your workflow trigger and conditions:

When > on a record action > at creation
Condition: all Deals

As the instant action, select "function"
Click on "new function" and then select "functions"
Find the function you just created, and click on "configure"
Map the argument "potId" as the deal ID, using the # key
Click on "save and associate" and save the workflow
Test the workflow

Automatically create a project when deal is won (Zoho Projects and CRM)

Mon, 05 Jul 2021 15:51:00 -0700

How it works

In this tutorial we are going to set up a workflow and a function that will create a project in Zoho Project, after a deal was modified in Zoho CRM. When a user makes specific changes in Zoho CRM, like updating the deal stage, this will trigger a workflow that will call a function, and this function will create the project, as well as transferring information from the deal.

Pre-requisites

The deals layout has to be ready, with all fields matching the ones in Zoho Projects. Video: https://youtu.be/UK_MpUnYWvg
The project layout has to be ready as well, matching Zoho CRM fields. Video: https://youtu.be/Dy6K_fwARGw?t=14
A template in Zoho Projects has to be created. Video: https://youtu.be/Dy6K_fwARGw?t=126

Optional

This automation will NOT work if the account field on the Deal is empty. You can manually assign an Account, before wining the Deal, or you can create a workflow to do it. If you choose to create a workflow, here are the steps: https://www.blungo.com/blogs/post/workflow-assign-account-to-a-deal-automatically-zoho-crm

Creating the automation

Part 1: Adding a new connection

In CRM, go to developer space and the to connections
Click on Add new connection, and select ZohoOAuth
Connection name: relateproject
Connection Link name: relateproject
Scope: choose these two variables: ZohoCRM.modules.ALL, ZohoProjects.projects.ALL, and ZohoProjects.projects.CREATE
Click on "create and connect", and when a new window pops up, click on "accept"

Part 2: Adding a new function

In the CRM, go to developers and then functions, and add a new function
Name it "Create Project" and select automation as the category
Copy the function listed below and paste in the function window
Click on "edit arguments", and map the the arguments as shown in the image below the function

You need to map: ProjName, Description, TemplateID, PortalName as string and id as int

createMap = Map();

createMap.put("name",ProjName);

createMap.put("description",Description);

createMap.put("template_id",TemplateID);

//custom fields

//end of custom fields

response = zoho.projects.createProject(PortalName,createMap,"relateproject");

info response;

mp = Map();

mp.put("name",ProjName);

datalist = List();

datalist.add(mp);

datamp = Map();

datamp.put("data",datalist);

resp2 = invokeurl

[

url :"https://www.zohoapis.com/crm/v2/Deals/" + id + "/Zoho_Projects/" + response.getJSON("projects").getJSON("id")

type :POST

parameters:datamp.toString()

connection:"relateproject"

];

info resp2;

Part 3: Testing the function

Click on "save and execute"
In the new dialog, add your parameters:

ProjName: Any name you want for the project
Description: Any description
TemplateID: Open the Zoho Projects template and copy the ID from the URL (ie: https://projects.zoho.com/portal/blungo#todomilestones/1600615000000748888/)
PortalName: Open Zoho Projects and find it in the URL (ie: https://projects.zoho.com/portal/blungo#todomilestones/1600615000000748888/)
id: Open a Deal in CRM and copy the Deal ID from the URL

Click on save

If everything went well, you will get a long dialog box on the right, and at the end it will say that the function was successfully executed. If you get any errors, even if the function was successfully executed, you must have missed a step. Please remember that the Deal you are using to test this out has to have an Account related.

Part 4: Adding custom fields

To find custom fields API names from Zoho Projects, please follow this tutorial: LINK

You can reuse the connection you already created earlier on, or you can create a new connection.

A) Once you have the custom field API names:

Right after "//custom fields", paste the following function:

createMap.put("ZOHO_PROJECT_FIELD_API",CRM_FIELD_API);

Replace "ZOHO_PROJECT_FIELD_API" with the Zoho Project Field API name of the field you want to map
In the CRM setup, go to "developer space" and the to "APIs"

Click on "APIs names", and then click on Deals
Find the field that you want to map, and copy the API name

Go back to the function, and replace "CRM_FIELD_API" with the API name you just found
Repeat the same steps for as many fields as you want to map

Note: to map a date field, you have to use the following function:

createMap.put("ZOHO_PROJECT_FIELD_API",CRM_FIELD_API.toString("MM-dd-yyyy"));

B) Map the arguments

Click on "edit arguments"
For each field you want to map, add one argument line
Copy the "CRM API names" and paste them on the lines you added

ie: createMap.put("UDF_CHAR1",Zoho_Drive_Folder);

Select "string" as type, for all of them
Click on "save"

Finally, save the function by clicking on "Save" on the top right corner.

Part 5: Creating the workflow

Go to the workflows section and create a new one
Name it and relate it to the deals module
When: stage is modified
Condition: stage is Signed (select any stage you want to trigger this workflow)
Instant Action: Function
Click on "functions" and select the function "create project"
Now click on "configure", and map all the fields (press # for merge field)

PortalName: find it in the ZohoProjects URL (ie: https://projects.zoho.com/portal/blungo#todomilestones/1600615000000748888/)
TemplateID: find it in the template URL (ie: https://projects.zoho.com/portal/blungo#todomilestones/160061500000008888/)
The rest of the fields are merge fields from the CRM, including id, which is the Deal ID

Click on "save and associate"
Finally click on Save

Now refresh the deal you want to test this automation on and move it to the signed stage. The new project should be created automatically in Zoho Projects, and all the fields from the CRM should be copied to the fields in Projects. Also the project should be linked to the CRM in the projects section.

Workflow: assign Account to a Deal automatically (Zoho CRM)

Mon, 05 Jul 2021 12:00:16 -0700

Part 1: Creating a function

First, create a generic account that can be used for multiple projects (ie: Won Deals)
Open the account you just created and copy the account ID (ie: 44341800000037248888)
In CRM, go to settings, developer space, functions, and add a new function
Name the function (ie: Update_account_in_deal), and select "automation" as the category
Paste the following code in the new window, and make sure to replace the account ID number:

update = zoho.crm.updateRecord("Deals",potid,{"Account_Name":4434180000003728888});

Click on "edit arguments", and add "potid" as an "int"
Save everything

Part 2: Creating the workflow

Go to Workflow rules and create a new rule related to the Deals module
Edit the rule:

When stage is modified to any value
Condition: Stage is Won
Action: function, and select the function you just created
Then map the field "potid" to the Deal ID using the # key

Save everything

Note: edit the rule settings (When, Condition) to match your preferences. In this case we are using the Stage as the trigger, but it can be any field in the Deals module.