Extension pointers for integrating Zoho CRM with Zoho products #8: Upload and manage Zoho Workdrive folders and files from within Zoho CRM

Extension pointers for integrating Zoho CRM with Zoho products #8: Upload and manage Zoho Workdrive folders and files from within Zoho CRM

Keeping records on your customers and business prospects is essential for tracking data, conducting follow-ups, and running a business smoothly. When you use two separate applications, and store relevant data in each, checking and tracking data becomes more difficult.
 
Integrating applications that contain customer data is an effective solution for easily synchronizing and managing data across both applications. In this post, we'll look at how to integrate Zoho CRM with Zoho Workdrive in order to synchronize and manage Workdrive files and folders associated with a CRM contact across both applications.
 
Consider the following scenario: You've converted a lead to a contact in Zoho CRM. Now, you must associate files with that contact, such as legal documents or proofs. To do this, you can create a team folder where every team member can access and manage the contact's folders and files. 
 
In order to store contact-specific files, you can create a new folder (within the team folder) for each WorkDrive contact by clicking a button within their CRM record. You can even create a widget for uploading files to the contact's Workdrive folder from within CRM. 
 
Create a connector for Zoho Workdrive and add connector APIs
  • Create a new connector in your Zoho Workdrive extension using the Connectors feature under Utilities in the left-side panel of the Zoho Developer console. 
Note: Zoho Workdrive follows OAuth 2.0 protocols for authentication. You can learn how to register Zoho products and retrieve your client credentials here.
 
                                                
 
The connector details for the above example are as follows:

Request Token URL
https://accounts.zoho.com/oauth/v2/auth?scope=,WorkDrive.users.READ,WorkDrive.files.CREATE,
WorkDrive.teamfolders.CREATE&access_type=offline
Access Token URLhttps://accounts.zoho.com/oauth/v2/token
Refresh Token URLhttps://accounts.zoho.com/oauth/v2/token
Scopes
WorkDrive.users.READ,WorkDrive.files.CREATE,
WorkDrive.teamfolders.CREATE
                                                 
 
The Zoho Workdrive REST APIs we added for our example are as follows:
 
Connector API NameMethod typeURL
Get ZUIDGEThttps://www.zohoapis.com/workdrive/api/v1/users/me
Get all teams of a userGEThttps://www.zohoapis.com/workdrive/api/v1/users/${zuid}/teams
Create team folderPOSThttps://www.zohoapis.com/workdrive/api/v1/teamfolders
Create new folderPOSThttps://www.zohoapis.com/workdrive/api/v1/files
File uploadPOSThttps://www.zohoapis.com/workdrive/api/v1/upload?filename=${file_name}&parent_id=${file_parent_id}&override-name-exist=true
 
Note: You can refer to this post to see the detailed steps involved in creating a connector, adding the connector APIs, and associating them with the extension.
 
Create a settings widget to build team folder and assign them to Workdrive teams 
  • Create a settings widget to select a team to manage a contact's folders and files.
  • We'll also create a CRM variable called "Team Folder ID" to store the assigned team's ID information for future operations.


Settings widget.js code snippet
Util={};
var teamidvalue;
 
   //Subscribe to the EmbeddedApp onPageLoad event before initializing the widget 
   ZOHO.embeddedApp.on("PageLoad",function(data)
  {
var data =  {
    }
 
//Invoking the 'Get ZUID' API to retrieve the user's ZUID
ZOHO.CRM.CONNECTOR.invokeAPI("xxx.workdrive.getzuid",data)
.then(function(dataa){
    console.log(dataa);
    response = dataa.response
    responsejson=JSON.parse(response);
    zuiddata=responsejson.data;
    zuid=zuiddata.id;
 
    var data =  {
          "zuid" : zuid
    }
//Invoking the 'Get all teams of a user' API to fetch all the teams of a user
ZOHO.CRM.CONNECTOR.invokeAPI("xxx.workdrive.getallteamsofauser",data)
.then(function(dataa){
    console.log(dataa);
    response = dataa.response;
    responsejson=JSON.parse(response);
    teamdata=responsejson.data;
 
  for (i = 0; i < teamdata.length; i++) 
    {
 
      teamid=teamdata[i].id;
      attributes=teamdata[i].attributes;
      teamname=attributes.name;
      var teamlist = document.getElementById("teamlist");
      var option = document.createElement("OPTION");
      option.innerHTML = teamname;
      option.value = teamid;
      teamlist.appendChild(option);
    }
    })
})  
})
    Util.getvalues=function()
    {
//Retrieving the value chosen in the teamlist
      teamidvalue=document.getElementById("teamlist").value;
/*Constructing data and passing to 'Create team folder' API to create a team folder called "CRM Contacts test"*/
var data =  {
 
          "extension_team_folder_name" : "CRM Contacts test",
          "parent_id":teamidvalue
    }
ZOHO.CRM.CONNECTOR.invokeAPI("xxx.workdrive.createteamfolder",data)
.then(function(dataa){
    console.log(dataa);
    response = dataa.response;
    responsejson=JSON.parse(response);
    teamfolderdata=responsejson.data;
    teamfolderid=teamfolderdata.id;
 
//Set the ID of the team selected in the teamlist to the "Team Folder ID" CRM variable
          var variableMap = { "apiname": "xxx__Team_Folder_ID", "value": teamfolderid};
ZOHO.CRM.CONNECTOR.invokeAPI("crm.set", variableMap);
 
ZOHO.CRM.API.getOrgVariable("xxx__Team_Folder_ID").then(function(data){
  console.log(data);
});
});
    }

 
Create a button in the Contacts module to make a new Workdrive folder for a contact
  • Create a button called "Create a new workdrive Folder" using the Links & Buttons feature available in the Components section of the Zoho Developer console. Then, write a function to perform the desired action.
  • For our use case, since we're creating a new folder specific to a contact inside a WorkDrive team folder, we'll create the folder with the Full Name of the Zoho CRM contact.
  • We'll also create a custom field in the Contacts module called "Folder ID" to store the ID of the new Workdrive folder to perform future operations.
Create a new Workdrive folder: Function code snippet

//Fetching the current contact details and retrieving the Full Name and custom field folder ID of the contact
response = zoho.crm.getRecordById("Contacts",contact.get("Contacts.ID").toLong());
Fullname = response.get("Full_Name");
contactfolderid = response.get("xxx__Folder_ID");
if(contactfolderid == null)
{
/*Invoking the 'Create new folder' API to get create a folder in Workdrive for the Zoho CRM contact with the name as their Full Name*/
parentfolderid = zoho.crm.getOrgVariable("xxx__Team_Folder_ID");
dynamic_map = Map();
dynamic_map.put("name",Fullname);
dynamic_map.put("folder_parent_id",parentfolderid);
 
newfolderresp = zoho.crm.invokeConnector("xxx.workdrive.createnewfolder",dynamic_map);
newfolderresponse = newfolderresp.get("response");
newfolderdata = newfolderresponse.get("data");
newfolderid = newfolderdata.get("id");
contactinfo = {"xxx__Folder_ID":newfolderid};
/* Updating the 'Folder ID' custom field in contact's record with the new folder ID obtained from the response*/
folderresponse=zoho.crm.updateRecord("Contacts",contact.get("Contacts.ID").toLong(),contactinfo);
 
return "A new workdrive folder has been created with the ID - " + newfolderid;
}
else
{
return "Folder already present for contact in Workdrive";
}
  • The above code snippet fetches the record details for the current contact to retrieve the customer's Full Name. 
  • The Workdrive parent folder ID (set using the settings widget), where the new folder for the contact will be created, is then retrieved using the getOrgVariable deluge task . 
  • The parent folder ID and the contact's Full Name are delivered to the Create new workdrive folder API to create a new folder for the contact in Workdrive.
  • The ID of the new folder is then updated in the "Folder ID" custom field using updateRecord task. 
Create a button in the Contacts module to upload files to a contact's Workdrive folder and associate it with a widget
  • Create a button called "Upload file to Workdrive" using the Links & Buttons feature available in the Components section of the Zoho Developer console, then associate a widget to perform the desired action.
Upload file to workdrive - widget.html - Please find the attachment for the widget html code.
  • The code snippet fetches the record details of the current contact, from which the custom field 'Folder ID' value is retrieved. 
  • The input file selected is also checked for its file type and name.
  • The Folder ID and the file name are then constructed and passed as parameters to invoke the 'Upload File to Workdrive' API.
Sample output
  • After installing the extension, authorize the Zoho Workdrive connector.
  • Go to Settings on the extension configuration page.
  • Choose a team to manage the contact's folders and files. Click Save.
                                    
  • A new team folder, CRM Contacts test, is created in Zoho Workdrive for the chosen team.                                    
  • Go to the Contacts module. Click on the Create a new workdrive folder button on the record's view page.                                     
  • A new folder is created in workdrive with the name of your contact.                          
  • Once the folder is created, the custom field, Folder ID is also automatically updated with the new folder ID value.                         
  • Now, click on the Upload file to Workdrive button on the record's view page.                    
 
  • The widget appears. Choose a file and click the Upload file to Workdrive button. The file will be uploaded to Workdrive.
                                     
Using this method, you can integrate Zoho CRM with Zoho Workdrive through an extension to perform necessaryfunctionalities for your business. We hope you find this information helpful! 
 
In our next post, we will show you how to track, view, and access these Workdrive files within Zoho CRM. Keep following this space for more advice!


SEE ALSO


    • Recent Topics

    • Detailed General Ledger has problem of exporting out to excel and missing ledger details for some accounts

      I have been encountering some problems generating Detailed General Ledger report with Zoho books. Firstly, I cannot export out the report of Detailed General Ledger to Excel. It will show this error message "invalid value passed for sort column", and

    • Upload a file to a File Upload Field through API

      Hello, Is there any way to upload a file to a custom file upload field in a module when doing an Update using the Record API? I've found and I am able to upload files to attachments but I don't know how to upload them to a field. I've checked the documentation at  https://www.zoho.com/crm/help/api/v2/#update-specify-records but the File Upload field type does not appear in the examples. Thanks

    • Kaizen #131 - Bulk Write for parent-child records using Scala SDK

      Hello and welcome back to this week's Kaizen! Last week, we discussed how to configure and initialize the Zoho CRM Scala SDK. This week, we will be exploring the Bulk Write API and its capabilities. Specifically, we will focus on executing bulk write

    • Automatic pricing feature for sales orders

      I am currently setting up my Zoho Inventory system and would like to implement an automatic pricing feature for sales orders. We have created a custom field called "brandline" for our items. All products with the same brandline value should have the same

    • Ability to access VAT returns and submit them has disappeared.

      I have been using Zoho books successfully to submit quarterly VAT returns. Without reason I have lost that facility. I have followed all available instructions eg going into settings, taxes, VAT etc. without success. My registration number is there and

    • How to automatically schedule a meeting After Blueprint Transition

      As part of our sales process, we require a technician to go to the customer's site and perform an installation prior to advancing to the next stage of the blueprint.  So this will require (a) scheduling a meeting for the technician to visit the customer's site and (b) a reminder phone call the day before the scheduled meeting. As I'm designing the Deal Blueprint, I see that I can automatically add a Task to the deal, but I can't add a Meeting or a Call. What am I missing?  There seem to be 3 types

    • Zoho Recruit > Workflow

      I have created a workflow for my application module Whenever a record is created The condition , application status is 1st call invitation I have set this OI do not receive the email that was suppose to be send out

    • [Webinar] Zoho Writer for SCM and logistics

      Creating, sharing, and distributing complex documents are constant challenges in the SCM and logistics industry. That's why our next webinar is focused on how to simplify these document workflows. Join us on Jul 10, 2025 for a Zoho Writer webinar designed

    • Multiple locations but one parent company

      I am trying to configure my accounts that have multiple locations under one parent company to show separate locations in the portal.   

    • Stock Count History in Product Details – Zoho Inventory

      Hello Zoho Team, When I perform a Stock Count for a product in Zoho Inventory, I would like to view the history of those stock counts later — especially from the product details page. Currently, I can perform the count and update the quantity, but I’m

    • Create Project while winning potentials - Projects v3 api updated code

      Hi all, I've been using the built in function to create a project while a deal is closed won and noticed it had some missing fields when trying to reference the zoho projects v3 api documentation. Specifically the project group had some issues when adding

    • [Free Webinar] Zoho RPA - OCR, PDF Automation, & More

      Hello Everyone! Greetings from the Zoho RPA Training Team! We’re excited to invite you to our upcoming webinar on the latest release updates for Zoho RPA, where we’ll unveil powerful new capabilities designed to make your automation journey smarter, faster,

    • Merge feature parity with writer

      Hello Zoho team, I have run into a workflow limitation with Zoho Contracts and the lack of merge feature parity with what Writer can do. We have created a fairly complex merge process to create a statement of work based on several fields in our CRM which

    • Export option in Contacts is missing

      Hello - I've been clicking around Zoho all morning trying to find the export option. It formerly was in the right hand corner, above the search box, but now I don't see it. I've looked everywhere - Am I missing it somehow? I've attached a screenshot.

    • Formatting of cells changing by itself and formulas not always calculating automatically

      I'm new to Sheets and have been setting up a budgeting template that has many linked tabs. It's going fairly well except certain quirky things have been happening from time to time. 1- sometimes when I scroll up or down I lose formatting from a random

    • Unable to open iOS Zoho CRM app

      i am unable to open Zoho CRM iOS App in iPhone 14 Pro Max v18.5 and it is crashing immediately after i click to open

    • Whatsapp BOT with CRM

      Hello, how do you use Whatsapp integrations in zoho CRM?

    • sync two zoho crm

      Hello everyone. Is it possible to sync 2 zoho crm? what would be the easiest way? I am thinking of Flow. I have a Custom Module that I would like to share with my client. We both use zoho crm. Regards.

    • Side-by-Side view on Windows 11

      Is there a way to open two notes in a side-by-side view? I'm running Notebook on a Desktop running Windows 11. If this feature doesn't exist, do you have plans for it?

    • Value shows in balance sheet for Goods in Transit

      We have transferred goods from one warehouse to another warehouse and accepted the same at another warehouse. Although my balance sheet shows X amount as goods in transit value. I don't understand, how to clear that  Can anyone guide us please?

    • Resolution Time Report

      From data to decisions: A deep dive into ticketing system reports What are time-based reports? Time-based reports are valuable tools that help us understand how well things are going by breaking down key metrics over specific periods. By tracking, measuring,

    • Ask for a quote to multple vendors

      We are able to send a Purchase order, but How can we Send a quote request to our vendor, once the value changes every time? I didn't see any feature like this in Zoho Books/ Inventory. Send this request with the Items that we want to know the cost, to

    • Bigin merge field in email template for subject line to match lead name

      Hello We Are using email in to automatically create leads in our pipelines. When we want to reply from conversations, and apply an email template, it’s not matching the original subject line. It should be lead name to match. But it’s not working. Even

    • How to create auto-link between Invoice and Quote in CRM

      It's strange that when you 'convert' a quote into an invoice, it doesn't auto-link the two. How can we develop an auto sync so we don't need to manually link each invoice to their respective quote?

    • Why Are Columns Reset When Deleting Entry

      Hello, this is quite annoying. We use forms as a questionnaire for candidates, we filter entries by removing columns, when we delete an entry the columns reset. Every "delete" the columns reset, why!? Thank you

    • Pi or Pie? A slice of infinity in customer service

      Hey everyone! While Pi Day is on March 14 (3.14), July 22 marks another special occasion: Pi Approximation Day! On this day, we recognize the mathematical constant π (pi ≈ 22/7); a number that's infinite, irrational, and never-ending. Pi is essential

    • Configuración

      Hola acabo de instalar Zoho CRM y quiero configurarlo correctamente. Al respecto me surgen algunas dudas tales como la diferencia entre: Cuentas, posibles Clientes y Contactos. ¿Conceptualmente que son cada uno? ¿Como se se relacionan entre ellos? Si

    • Why Can't I add unicode emoji's to my signature?

      Why would Zoho Mail prevent me from adding unicode emojis to my email signature? Every time I try to save the signature, Zoho Mail erases the emoji and any nearby content. Every time I setup something with Zoho, I know I'm going to run into some incredibly

    • GL account associated to each supplier for new bill

      Hello I'm facing problem for all items of my bills that are not inventoried. The need is each time I enter new bill and after I select supplier the GL account section is autopopulated with default GL account (that I would like to add in supplier settings)

    • LinkedIn verification link and otp not receiving

      For the last 2 to 3 weeks I'm trying to verify my LinkedIn account to access my company's LinkedIn page, Linkedin is sending verification links and codes to this email address but I have not received any codes or links. Please help me here. Looking forward

    • Zoho reply to not working. just reply to my self

      Hello. i using on my wordpress website a contact form from Wsform. i can set the reply to email there. normally it works. but since i am using your wordpress plugin zoho mail it doesn`t work. its not using the reply to (email from customer). I just can

    • Mail Merge Stuck in Queue

      I am trying to send Mail Merge's and it never sends out to the full list. It always hits a portion and the rest remain in the "Queue" - the emails I am sending are time sensitive, so I need this to be resolved or have a way to push the emails through

    • SMTP Email Sending Not Working for My Domains and Apps

      Hello Zoho Support Team, I am experiencing a critical issue with sending emails via Zoho SMTP for my domain humanhup.com. Both of my applications, HumanHup and CheapUI, are unable to send emails using Zoho SMTP, even though the same setup was working

    • Receiving too many Spam Leads. Why?

      I am receiving so many junk leads from web forms created by zoho's platform. The junk queries are increasing day by day and are affecting our business. I am continuously following up with zoho team from the past one year but not getting any satisfactory

    • Why is Zoho supporting the Proud Boys?

      Hello. This is the only way I can find to contact your company. There is someone in Maine posing as a law enforcement officer, attempting to kidnap immigrants. They are also recruiting for a known hate group. They have an email address hosted by Zoho.com.

    • Composite Item - Associated/Component Items

      I am trying to find the Associated Item/Component Item field in the Composite Item Table in Analytics. Has anyone been able to find and utilize this field in Analytics?

    • 🚀 WorkDrive 5.0: Evolving from a file sharing app to an intelligent content management platform: Phase 2

      Hello everyone, WorkDrive's primary focus has always been to provide an intelligent and secure content management platform, simplify collaboration, and be the central repository of files for all Zoho apps. In our previous announcement, we unveiled the

    • Use openUrl() to edit a specific record

      I am working on a queue app for my organization. I have a master queue that is a report of meetings with workflow buttons to manipulate the records. One of these buttons I would like to open the record and edit for the purpose of changing the queue lookup

    • why i cant access my web without the www

      please help me

    • Send Whatsapp with API including custom placeholders

      Is is possible to initiate a session on whatsapp IM channel with a template that includes params (placeholders) that are passed on the API call? This is very usefull to send a Utility message for a transactional notification including an order number

    • Next Page