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

    • Pipeline in Custom Modules

      I love the way the Sales Pipeline looks and functions with reports. I would like to add the save pipeline features and visualization to a custom module, however, I only see that these pipelines are only available for the Deals module. Is there a way to add pipelines to custom modules?

    • Cannot associate event with other objects when creating?

      I am attempting to associate an Event with one or more other objects when creating it via the API. According to the API docs, the "Related_To" property is a jsonobject even though the description says "Provide the details about the entities the event

    • How to disable subform records dynamically

      Hi Everyone I have a requirement to dynamically disable or hide subform fields based on certain criteria. However, the code I tried didn't work as expected. It either disabled or hid all the fields in all subform records or none at all. What I actually

    • Client Script Operate Timeout

      Hi Zoho, I have set a client script that use for ( i =1; length < i , i++) to fetch all of the product in order I have an order have 30+ products, seems this script will be stopped when it is checking rough 10 + products because of timeout (may be). May

    • Why and When to Manually Regenerate Reports?

      What is the protocol for needing to regenerate reports?  It is very confusing when data in reports pulls correctly sometimes, but are inaccurate other times.   Why is report regenerating necessary at all - can the report function not read the live data as inputted into the forms?  We have built lots of reports and it is very tedious and time consuming to have to regenerate the report before each use of that data to make sure it is accurate.  Is there a way to know when a report should or shouldn't

    • Import template from Zoho Writer

      I am trying to import a mail merge template - tried to import direct from my .docx file on my hard drive and the formatting went all over the place. I then imported the .docx file in my Zoho Docs and then fixed up the formatting within Zoho Writer. Can

    • Button Duplication when emails forwarded or replied

      When I create a new email template in campaigns and send it out it looks fine to all the users, however if that email is then on forwarded or replied to then all buttons within the email duplicate.  See below The one on the left is the original one.

    • Enhancements to Custom Connectors in Zoho Creator

      Hello everyone, At Zoho Creator, we believe in providing you with the necessary tools to achieve a well connected ecosystem of apps. Our Custom Connectors feature is a testament to this, enabling you to integrate with a wide range of external services

    • AutoScan Not Working Since April -Support says it with engineering

      Hi there, Autoscan has not been working on my account since April. Without this feature, completing expenses reports is laborious and error-prone. I keep asking for updates seeing as this is a critical feature, but told that it's being looked into and

    • Zoho books bulk update for invoices

      Hi Zoho team, Why only 25 invoices can be bulk update at a time. I am booking 800 to 900 invoices in a month. Please increase this limit? Please dont tell that you dont have enough request for this task. 25 limit for bulk update is too much low

    • Querying CloudSQL using NodeJS?

      How can I query CloudSQL over nodejs? Are there any rest apis from which I perform Select Queries in the data of a Workspace? In the v1 we had C#, Python, Java for CloudSQL Now I only see Java? I am confused about the overall API of Analytics, there any

    • Rename Record Templates in Zoho Creator

      Hi Team, I need to rename the Record Templates based on the name of the employee which i have configured in Zoho Creator Deluge Script. How to do this one? // Attachments :template:PDF_ECF:Exit_Clearance_Form input.ID as PDF

    • Les Zoholics 2025 sont de retour

      Bonjour à tous, Préparez-vous pour deux jours exceptionnels au cœur de l’écosystème Zoho ! Nous avons le plaisir de vous convier à Zoholics France 2025, un événement dédié à l’innovation, à l’expertise et à la communauté Zoho. Au programme : • Présentations

    • Salutation

      Hey there, I want to make an indvidual salutation. It is possible to use if statements in the email templates? For exampe: When is male then wirte "Dear Mr." else write "Dear Mrs." Thanks David

    • Personal Expenses

      I have reviewed the board and found a few scenarios like mine however not exactly so sorry if this is a re-post.  I just recently joined Zoho Books and had to go through 2000 transactions manually which took FOREVER. So the dilemma that I am facing is that I have attached my personal and business checking cards to my account because it was not until half way through 2015 that I decided to open up a business account as an independent contractor.  When I first started my account I placed the opening

    • Not receiving instagram verfication emails

      Hi- I'm not receiving Not receiving instagram verfication emails.  I have seen other users having the same issue and your answer was to contact instagram.  But instagram no longer has a support email.  

    • Change work hours per day for employees

      Hello, Is there a way to modify the work hours per day for employees in Zoho projects? This would be helpful for resource allocation to more accurately see when an employee who works 35 hours a week vs 40 hours has a full schedule. Thanks.

    • PROBLEMA AL CONECTAR EL DOMINIO

      hola buenas tardes hoy estoy tratando de crear mi registro y no me deja conectar el dominio  me dice que el dominio ya está vinculado a una cuenta y la verdad no tiene conectado el dominio a ninguna cuenta  tengo acceso al hosting y cpanel que se compro pero al revisar los dns estan apuntando al mismo hosting del panel  del proveedor del domini ... como hago para poder crear la cuenta con ese dominio, incluso cree un registro pero no  me deja vincularlo el dominio es integrasoft.co agradezco me ayuden  

    • Delay in delivery of emails

      I'm experiencing random delays for emails sent from Zoho account. Headers show that the message reached mx.zohomail.com almost instantly, followed by a delay of anywhere from 3-15 minutes (and counting). Please confirm whether this is a system-wide

    • Zoho Mail not working. Constant OTP

      Firstly, my emails have been playing up for over a year. They are struggling to send and I have to press Send a few time to make them going. They mostly hover with a loading note saying Sending. I emailed Zoho and they got it working, but now it is doing

    • Zoho Mail Storage Usage Discrepancy – Incorrect Storage Reporting

      Dear Zoho Support Team and Community, I previously raised a concern about inaccurate storage usage reporting in Zoho Mail but did not receive a clear or satisfactory response. To investigate further, I meticulously calculated the storage used by all folders

    • What Is ZOHO-Workplace? Why was I charged?

      Hi, Today my PayPal account was charged $12.72 for ZOHO-Workplace. The transaction ID is 15S32484H3826544W. What is this charge for? It is the first time I am seeing it.

    • Building a custom site

      do we have an option in Zoho to build custom sites like adding custom functionalities? want to make a site like https://trackscourier.com/jnt-tracking-ph/. Is it doable? Please assist.

    • Missing Payload Details

      Hi All, Does anyone know how to fix missing webhook payload data in the next step of the flow? Payload comes into the webhook -- All details here When i go to use the webhook data in the next step -- the majority of the payload data is missing

    • Numeric options in Decision

      Zoho really needs to add options for numeric comparisons in the Decision action. These are the ones that should be implemented: Greater than Less than Greater than or equal to Less than or equal to Equal to (although this is actually handled already)

    • Supercharge your VoC analyses with data from anywhere: Modules are now sources for VoC

      Dear customers, We hope you're well! Your customers talk about your brand, praise your service, criticize your offerings, or promote your business—literally from anywhere on the internet—and it has become strategically necessary to factor in all possible

    • Nouveautés Zoho Flow - Intégration SAP S/4HANA et SAP HANA

      Bonne nouvelle! Deux applications très attendues dans la galerie d’intégrations de Zoho Flow sont désormais disponibles : ✨ SAP S/4HANA ✨ SAP HANA Que vous gériez des opérations d’entreprise ou des systèmes de données, ces intégrations vous permettent

    • Record/edit view to pop-up simultaneously with button click from report of a different form

      I have two forms: Form A & Form B. Form B contains all of the same fields of Form A, plus a few additional fields. I've created a button in the report view of Form A that creates a new record in Form B and populates all the applicable fields, (I've posted the code I used below), but visually nothing happens on the screen. If I want to finish filling out the remaining fields in Form B, I have to navigate to the report and open the record. How do I get this new record to just pop-up when I click the

    • How to get NSE/BSE Stock Prices in Zoho sheets?

      I've been looking for a function that provides me with the NSE/BSE listed stocks price in Zoho Sheets like GOOGLEFINANCE in Google sheets, but I found none. Please help if there is any way to het stock prices?

    • INVOICE DONT HAVE AN INCOME ACCOUNT FIELD TO POST TRANSACTIONS

      INVOICE DON'T HAVE AN INCOME ACCOUNT LIKE THE EXPENSE ACCOUNT FIELD IN THE EXPENSE MODULE. PLEASE CAN YOU TELL ME WHAT TO DO TO ADD THIS FIELD AND FUNCTION TO POST IT TO THE RIGHT INCOME ACCOUNT. THANK YOU VERY MUCH

    • Error in Deluge script, but all should be OK

      I get an error when using the following deluge script (sensitive info changed with ***). This script should parse a projectnumber out of the subject or body text and put it in a custom field of the ticket. The error: Validation failed for the condition

    • Problems with clipboard paste into ticket comments

      Problem as title. Using Chrome get to paste contents of clipboard but submit gives 'you've exceeded the character limit of 30,000 for this comment' irrelevant of actual number of characters. Edge just pastes txt 'undefined' irrelevant of actual contents of clipboard All other areas of Zoho desk work fine with clipboard paste (i.e. new ticket description) it's just comments on existing tickets that seem to have problem. Was all working fine until early yesterday (14th) Client is Windows 10 Pro 1803

    • Mapping Issue

      since, Tickets are already mapped with the Requestors and when we map Requestors with Organization, then Tickets are not visible under that Organization. Kindly solve this issue.

    • New features and improvements in Desk's integration with Zia powered by GPT 

      Hi everyone, We’re pleased to announce several new enhancements in Zia Powered by GPT integration. These updates bring more customization options, improved response generation, and additional language support. Below is an overview of the enhancements

    • Painéis do Zoho CRM ajudam na Gestão Comercial?

      A gestão do departamento comercial é uma questão fundamental para qualquer empresa. Uma boa gestão proporciona previsibilidade, alinhamento e melhores resultados. Acredito que todos que adquirem uma plataforma de CRM buscam uma gestão ágil e eficiente

    • Adding transferwise.com as an online payment method

      Hi, I am not a fan of using Paypal or google pay, can we look at introducing transferwise.com as a payment method as i think it will work better in the corporate world. https://transferwise.com/ Cheers

    • How to Bulk-Update Sales Orders in CRM

      Hi - I need to bulk update existing sales orders with dates from our ERP of when the sales orders were created. I made a date field on the Sales Order module where I want to insert that data. I can't Mass Update because I am not updating the fields to

    • How do mass change start date and end date?

      You can mass do everything else, so maybe I'm missing something. But if I have a bunch of tasks and want to assign multiple tasks within a date set, how do I do that without doing them one by one?

    • Announcing New Features in Trident for macOS (v.1.2.0)

      Hello Community, Trident for macOS has quite a few new features that will improve your business email communication. Let's take a quick look at them. Creating templates Earlier, you could save email drafts as templates in Trident. With the current update,

    • Products in time entry

      Morning, Is there a way to add the product field to the time entry layout? Giving us the ability to identify a product per time entry. Thanks Rudy

    • Next Page