Smart Document Automation:: From Zoho Projects to Zoho Writer – Merge, Edit, and Share

Smart Document Automation:: From Zoho Projects to Zoho Writer – Merge, Edit, and Share

Hello Everyone, 

A custom function is a software code that can be used to automate a process and this allows you to automate a notification, call a webhook, or perform logic immediately after a workflow rule is triggered. This feature helps to automate complex tasks and calculations.

In this post, I will present a specific use case that demonstrates the integration between Zoho Projects and Zoho Writer.


Use Case:

Merge data from Zoho Projects into a predefined template in Zoho Writer.
Automatically generate a fillable document.
Share the document link with a designated user, either specified within Zoho Writer or Zoho Projects.
Include fillable fields within the merge template, allowing the recipient to complete the necessary information.

This functionality has been successfully implemented using Custom Functions. The following steps outline the setup process. Refer to the attached screenshots for additional context.

Step 1: Navigate to Zoho Writer → Automate → Merge Template
Step 2: Click on 'Convert'
Step 3: Select a data source to start merging
Step 4: Select 'Custom Source'
Step 5: Click on 'Use' next to the Projects Fields
Step 6: Once done, enter the Zoho Org ID i.e., ZOID within the portalID.
Step 7: Click on 'Connections' within the same page → Create a Connection with the mentioned scopes.
Step 8: Click on 'Manage Fields' → Drag and Drop the required fields.
Step 9: You can setup the Merge options as per your concern as in this screen shot
Step 10: Click on 'Merge & Share Fillable Link'
Step 11: Select the required field from the 'Fields & Buttons'
Step 12: Configure the 'Merge & share fillable link'
Step 13: Click on 'Configure from submit actions' → Webhook & Custom Functions → Execute Custom Functions.

The following functionality can be achieved using the code provided below. Additionally, two connections must be created as outlined

  1. Zoho Projects Connection :: Create a connection for the Zoho Projects service with the following scopes 'ZohoProjects.projects.READ, ZohoProjects.milestones.READ, ZohoProjects.tasklists.READ, ZohoProjects.tasks.READ, ZohoProjects.users.READ, and ZohoProjects.clients.READ'.

    Update the placeholder 'xxxxxxxxx' with the actual connection name in ZPConnection.

  2. Zoho OAuth Connection :: Create a connection for the Zoho OAuth service with the following scopes 'ZohoWriter.documentEditor.ALL and ZohoWriter.Merge.ALL'.

    Replace 'yyyyyyyyy' with the actual connection name in ZWConnection.

For detailed guidance on creating a connection, please refer to this link. The required code is provided below.

//connections for authentication
tomailaddress = "a@b.com";
ZPConnection = "xxxxxxxxx";
ZWConnection = "yyyyyyyyy";
projectsDomain = "https://projectsapi.zoho.com/";
writerDomain = "https://zohoapis.com/";
headers = Map();
// Mandatory header - Do not remove
headers.put("x-zoho-service","ZohoWriter");
//Domain url for Projects and Writer
projectsDetailsUrl = projectsDomain + "restapi/portal/" + portalId + "/projects/" + projectId + "/";
milestoneDetailsUrl = projectsDomain + "restapi/portal/" + portalId + "/projects/" + projectId + "/milestones/";
taskListDetailsUrl = projectsDomain + "restapi/portal/" + portalId + "/projects/" + projectId + "/tasklists/";
taskDetailsUrl = projectsDomain + "restapi/portal/" + portalId + "/projects/" + projectId + "/tasks/";
projectsUsersUrl = projectsDomain + "/api/v3/portal/" + portalId + "/projects/" + projectId + "/users";
clientUsersUrl = projectsDomain + "api/v3/portal/" + portalId + "/projects/" + projectId + "/clients/users";
mergeFieldsUrl = writerDomain + "/writer/api/v1/documents/" + templateId + "/fields";
mergeAndStoreUrl = writerDomain + "/writer/api/v1/documents/" + templateId + "/merge/sharetofill";
projectsCommentUrl = projectsDomain + "api/v3/portal/" + portalId + "/projects/" + projectId + "/comments";
getAllFields = invokeurl
[
url :mergeFieldsUrl
type :GET
connection:"writer"
];
if(!getAllFields.contains("error") && getAllFields.getJSON("merge").size() > 0)
{
values_map = Map();
projectDetails = invokeurl
[
url :projectsDetailsUrl
type :GET
headers:headers
connection:"connectionprojects"
];
if(!projectDetails.contains("error"))
{
projectFieldValues = projectDetails.getJson("projects").get(0);
projectCF = false;
if(projectFieldValues.contains("custom_fields"))
{
projectCF = true;
projectCustomfields = projectFieldValues.getJSON("custom_fields");
}
for each  mergeField in getAllFields.getJson("merge")
{
if(projectFieldValues.containsKey(mergeField.getJSON("id")))
{
if(mergeField.getJSON("id") == "TAGS")
{
tagList = List();
for each  tag in projectFieldValues.getJSON("TAGS")
{
tagList.add(tag.getJSON("name"));
}
values_map.put(mergeField.get("id"),tagList);
continue;
}
else
{
values_map.put(mergeField.get("id"),projectFieldValues.getJSON(mergeField.getJSON("id")));
continue;
}
}
// merge project customfields
if(projectCF == true)
{
for each  field in projectCustomfields
{
if(field.containsKey(mergeField.getJSON("id")))
{
values_map.put(mergeField.get("id"),field.getJSON(mergeField.getJSON("id")));
break;
}
}
}
// merge milestone details
if(mergeField.get("id") == "milestone_details")
{
milestoneDetilList = List();
MilestoneDetails = invokeurl
[
url :milestoneDetailsUrl
type :GET
headers:headers
connection:"connectionprojects"
];
if(!MilestoneDetails.contains("error"))
{
allMilestonedetails = MilestoneDetails.getJson("milestones");
for each  milestone in allMilestonedetails
{
milestoneDetilMap = Map();
for each  milestoneField in mergeField.getJSON("fields")
{
mergeFieldId = milestoneField.get("id");
mergeFieldName = mergeFieldId.subString("milestone_details.".length(),mergeFieldId.length());
//merge milestone fields
if(milestone.containsKey(mergeFieldName))
{
if(mergeFieldName == "tags")
{
tagList = List();
for each  tag in milestone.getJSON(mergeFieldName)
{
tagList.add(tag.getJSON("name"));
}
milestoneDetilMap.put(mergeFieldId,tagList);
continue;
}
else if(mergeFieldName == "status")
{
milestoneDetilMap.put(mergeFieldId,milestone.getJson("status_det").getJson("name"));
continue;
}
else
{
milestoneDetilMap.put(mergeFieldId,milestone.getJson(mergeFieldName));
continue;
}
}
}
milestoneDetilList.add(milestoneDetilMap);
}
values_map.put("milestone_details",milestoneDetilList);
}
}
// merge tasklist details
if(mergeField.get("id") == "tasklist_details")
{
taskListDetilList = List();
getTasklistDetails = invokeurl
[
url :taskListDetailsUrl
type :GET
headers:headers
connection:"connectionprojects"
];
if(!getTasklistDetails.contains("error"))
{
taskListdetails = getTasklistDetails.getJson("tasklists");
for each  tasklist in taskListdetails
{
taskListDetilMap = Map();
for each  taskListField in mergeField.getJSON("fields")
{
mergeFieldId = taskListField.get("id");
mergeFieldName = mergeFieldId.subString("tasklist_details.".length(),mergeFieldId.length());
//merge tasklist fields
if(tasklist.containsKey(mergeFieldName))
{
if(mergeFieldName == "tags")
{
tagDetails = List();
for each  tag in tasklist.getJson(mergeFieldName)
{
tagDetails.add(tag.getJSON("name"));
}
taskListDetilMap.put(mergeFieldId,tagDetails);
continue;
}
else
{
taskListDetilMap.put(mergeFieldId,tasklist.getJson(mergeFieldName));
continue;
}
}
}
taskListDetilList.add(taskListDetilMap);
}
values_map.put("tasklist_details",taskListDetilList);
}
}
// merge task details
if(mergeField.get("id") == "task_details")
{
taskDetilList = List();
getTaskDetails = invokeurl
[
url :taskDetailsUrl
type :GET
headers:headers
connection:"connectionprojects"
];
if(!getTaskDetails.contains("error"))
{
taskdetails = getTaskDetails.getJson("tasks");
for each  taskdetail in taskdetails
{
taskDetilMap = Map();
taskCFs = false;
if(taskdetail.contains("custom_fields"))
{
taskCFs = true;
taskCustomfields = taskdetail.getJSON("custom_fields");
}
for each  taskField in mergeField.getJSON("fields")
{
mergeFieldId = taskField.get("id");
mergeFieldName = mergeFieldId.subString("task_details.".length(),mergeFieldId.length());
//merge task fields
if(taskdetail.containsKey(mergeFieldName))
{
if(mergeFieldName == "tasklist" || mergeFieldName == "status")
{
taskDetilMap.put(mergeFieldId,taskdetail.getJson(mergeFieldName).getJson("name"));
continue;
}
else if(mergeFieldName == "tags")
{
tagDetails = List();
for each  tag in taskdetail.getJson(mergeFieldName)
{
tagDetails.add(tag.getJSON("name"));
}
taskDetilMap.put(mergeFieldId,tagDetails);
continue;
}
else
{
taskDetilMap.put(mergeFieldId,taskdetail.getJson(mergeFieldName));
continue;
}
}
else if(taskdetail.containsKey("details"))
{
if(mergeFieldName == "owners")
{
ownerDetail = List();
ownerList = taskdetail.getJson("details").getJSON("owners");
for each  owner in ownerList
{
ownerDetail.add(owner.getJson("name"));
}
taskDetilMap.put(mergeFieldId,ownerDetail);
continue;
}
}
else if(taskdetail.containsKey("log_hours"))
{
if(mergeFieldName == "billable_hours" || mergeFieldName == "non_billable_hours")
{
taskDetilMap.put(mergeFieldId,taskdetail.getJson("log_hours").getJSON(mergeFieldName));
continue;
}
}
//merge task customfields
if(taskCFs == true)
{
for each  taskCF in taskCustomfields
{
if(taskCF.containsKey(mergeFieldName))
{
taskDetilMap.put(mergeFieldId,taskCF.getJson(mergeFieldName));
break;
}
}
}
}
taskDetilList.add(taskDetilMap);
}
values_map.put("task_details",taskDetilList);
}
}
// merge projectUsers
if(mergeField.get("id") == "project_users")
{
projectUserList = List();
getProjectUsers = invokeurl
[
url :projectsUsersUrl
type :GET
connection:"connectionprojects"
];
if(!getProjectUsers.contains("error"))
{
projectUserdetails = getProjectUsers.getJson("users");
for each  userDetails in projectUserdetails
{
projectUsersMap = Map();
for each  userField in mergeField.getJSON("fields")
{
mergeFieldId = userField.get("id");
mergeFieldName = mergeFieldId.subString("project_users.".length(),mergeFieldId.length());
//merge projectusers fields
if(mergeFieldName == "role")
{
if(userDetails.get(mergeFieldName).size() > 0)
{
projectUsersMap.put(mergeFieldId,userDetails.getJSON(mergeFieldName).getJSON("name"));
continue;
}
}
else if(mergeFieldName == "profile")
{
if(userDetails.get(mergeFieldName).size() > 0)
{
projectUsersMap.put(mergeFieldId,userDetails.getJSON(mergeFieldName).getJSON("name"));
continue;
}
}
else
{
projectUsersMap.put(mergeFieldId,userDetails.getJSON(mergeFieldName));
continue;
}
}
projectUserList.add(projectUsersMap);
}
values_map.put("project_users",projectUserList);
}
}
// merge clients users
if(mergeField.get("id") == "client_users")
{
clientUserList = List();
getProjectClientUser = invokeurl
[
url :clientUsersUrl
type :GET
connection:"connectionprojects"
];
if(!getProjectClientUser.contains("error"))
{
clientUserdetails = getProjectClientUser.getJson("clients").getJSON("users");
for each  userDetails in clientUserdetails
{
clientUsersMap = Map();
for each  userField in mergeField.getJSON("fields")
{
mergeFieldId = userField.get("id");
mergeFieldName = mergeFieldId.subString("client_users.".length(),mergeFieldId.length());
// merge clientsUsers
if(!mergeFieldName == "profile")
{
clientUsersMap.put(mergeFieldId,userDetails.getJSON(mergeFieldName));
continue;
}
else
{
clientUsersMap.put(mergeFieldId,userDetails.getJSON("profile").getJson("name"));
continue;
}
}
clientUserList.add(clientUsersMap);
}
values_map.put("client_users",clientUserList);
}
}
}
mergeDataParams = Map();
mergeDataParams.put("merge_data",{"data":values_map});
mergeAndStore = invokeurl
[
url :mergeAndStoreUrl
type :POST
parameters:mergeDataParams
connection:"writer"
];
if(!mergeAndStore.containsKey("error") && mergeAndStore.containsKey("merge_report_url"))
{
   mailMessage =  "Fill in the document " + mergeAndStore.get("records").get(0).get("fillable_link");
sendmail
[
from :zoho.loginuserid
to :tomailaddress
subject :"Fillable document link"
message :mailMessage
]
}
return mergeAndStore;
}
else
{
return projectDetails;
}
}
else
{
return getAllFields;
}

Creating custom functions in Zoho Projects is a straightforward process, supported by comprehensive documentation. Zoho offers a variety of built-in functions that serve as useful starting points, and you can also define your own functions using Zoho’s scripting language, Deluge. Implementing these functions can significantly enhance efficiency and improve productivity.

Stay tuned for additional examples and custom function scripts.

    • Sticky Posts

    • Time Log Reminder

      Tracking the time spent on tasks and issues is one of the most important functions of a timesheet. However, users may forget to update the time logs because they have their own goals to achieve. But, time logs must be updated at regular intervals to keep

    • Introducing the Zoho Projects Learning Space

      Every product has its learning curve, and sometimes having a guided path makes the learning experience smoother. With that goal, we introduce a dedicated learning space for Zoho Projects, a platform where you can explore lessons, learn at your own pace,

    • Update on V2 API End-of-Life Timeline

      Dear Users, Earlier this year, we shared the launch of the V3 APIs and requested users to migrate from the older V2 APIs by December 2025. We have received valuable feedback from our users and partners regarding their migration timelines. We are happy

    • Automation Series: Auto-update Phase Status

      Hello Folks! You can auto-update your phase's status based on status of underlying tasks using custom functions. In this series, we will showcase how to create and run custom functions, using Deluge, with ease. Follow the steps below and automate your

    • Automate Timesheet Approvals with Multi-level Approval Rules

      Introducing Approval Rules for Timesheets in Zoho Projects. With this automation, teams can manage how timesheets are reviewed and approved by setting up rules with criteria and assigning approvers to handle submissions. Timesheet, when associated to

    • Recent Topics

    • Hide horizontal lines at bottom of form

      Hi I have a page with 3 forms embedded in html snippets. On each of the forms I can hide the submit button easily but I am left with the horizontal lines that bound that section and I cannot figure out to remove them (see below for the two sets of horizontal

    • Autosaving of Form Field

      HI can anyone suggest a way of autosaving or simulating an autosave function for a specific field in a form. The story is as follows. I have a bunch of technicians who write notes on how they do a repair. Sometimes they write for a couple of hours the troubleshooting process. If they click incorrectly, press ESC, Cancel or the browser crashes the information is lost which can be heartbreaking so my guys use notepad and then copy the information in. The only way around this is to click submit on the

    • Ask the Experts 26: Brighten every customer interaction with Zoho Desk all year long

      Hello everyone, Greetings and welcome to Ask the Experts 26. As we wrap up 2025, we are excited to invite you to the 26th episode of our Ask the Expert series. 🎄The Merry Metrics Edition = Best of Zoho Desk [Best Practices + Holiday Automation + Year-End

    • Pricing calculator

      Alright, so I'm trying to create a pricing calculator/pricing report generator to use in a cabinet shop. I did all the logic and such, and the calculator works. I have a few other things that I would need it to be able to do though, I'll do my best to

    • Bug Details

      In the Bug detail the milestoneid is missing

    • Stop completed task lists from disappearing?

      Is there any way to stop projects from making tasks lists disappear when all the tasks in the list are completed? That's one of those little things where we're constantly fighting the product. For instance we have some projects which are ongoing - no start and end date. We use Kanban view to show the various task lists. We don't want the kanban list to disappear every time the items on it happen to be closed out. Thanks

    • Allow customers to choose meeting venue and meeting duration on booking page

      My business primarily involves one-to-one meetings with my clients. Given the hybrid-work world we now find ourselves in, these meetings can take several forms (which I think of as the meeting "venue"): In-person Zoom Phone call I currently handle these

    • Booking outside of scheduled availability

      Is there a way for staff (such as the secretary) to book appointments outside of the scheduled availability? Right now to do this special hours must be set each time. There should be a quicker way. Am I missing something?

    • Operation Questions.

      Hello, I hope you are well. To explain a little, we are a company that sells services and products with a technical team responsible for installation and maintenance. Zoho FSM can be useful for the technical team, namely for the technical coordinator

    • Direct Access and Better Search for Zoho Quartz Recordings

      Hi Zoho Team, We would like to request a few enhancements to improve how Zoho Quartz recordings are accessed and managed after being submitted to Zoho Support. Current Limitation: After submitting a Quartz recording, the related Zoho Support ticket displays

    • Update date & time when a cell is edited

      Hi All, I am desiring to have a cell update with the current date and time when another cell is edited. Any ideas?  Thank you

    • Add "Groups" to "Share With" on Reports & All Entries

      Hi, On Forms we can share Publicly, with Specific Users And/Or Specific Groups or All Users. With Reports and All Entries we lack the "Groups" option, please add this as with many users this saves a lot of work. Thanks Dan

    • Add Pause / Resume Option to Zoho Quartz Recordings

      Hi Zoho Team, We would like to request an enhancement to Zoho Quartz recordings: the ability to pause and resume an ongoing recording. Current Limitation: At the moment, when recording an issue with Zoho Quartz, the recording continues even when we are

    • Custom Fields Not Showing Up in Invoice PDF Template Document Information

      I have added 2 custom fields under Sales > Invoices > Manage Custom Fields. They are set to show in all PDFs. However when I am editing my Invoice PDF template, i do not see the custom fields under Document Information.

    • ZOHO Books

      Hi there, Why after I upgrade my Zoho invoice > Books then i wanted to add plugin which i cannot do. Please advise.

    • How is Your eCommerce Experience w/Zoho Inventory?

      First off, I'm SUPER grateful for the advent of Zoho Inventory and now the Zoho Commerce Suite. Overall, Inventory is a great product, especially for customers without an eCommerce presence. For eCommerce companies (especially those shipping more than ~10 packages/day), however, there are certain drawbacks that keep my clients from moving over to Zoho Inventory: Cons: 1. Invoice + Package Creation from Shopify/Other eCommerce Integrations: Zoho Inventory makes the somewhat perplexing decision to

    • Simplify Mass Replies with Predefined Templates and Snippets

      Hello everyone, We are happy to introduce a new enhancement to Mass Reply that helps agents respond to customers quickly and consistently. With the addition of Email Templates and Snippets in the reply window, agents can use predefined messages while

    • Mapping custom fields from one module to another

      I have a custom field, "Subscription Period" that appears as a required field in every Opportunity (Potential). I want that field to appear on any Quotes derived from that Opportunity (and have created a custom field of the same name in Quotes for that

    • The Social Wall: November 2025

      We’re nearing the end of the year, and the holiday season is officially kicking in! It’s that time when sales peak and your social media game needs to be stronger than ever. We’re back with exciting new updates across AI, analytics, and the mobile app

    • Item name special charaters <>

      Im trying to input speical characters such as < and > into item name and item description but comes up with following error: Invalid value passed for Item Name and Invalid value passed for Item Description How do i allow speical characters?

    • How to update Multi File upload field

      Assume that i have a multi file upload field,how can i update the same field again?

    • Customer Address Not on Standard Invoice when Address is on Contact Record

      Hi,  I entered the customer billing and shipping address in Zoho CRM. I created an invoice in Zoho Books with the same customer contact. The contact is correctly in Zoho Books with the billing and shipping address. The invoice for the customer does not

    • Apply partial payments to invoices from the Banking Module

      We need this! Why is this not possible?

    • Welcome to the Zoho Show Community Forums page!

      Hello everyone, The Zoho Show community is a place for you to discuss and share anything and everything related to Zoho Show Presentations, our online presentation software. It includes users from all over the globe and all walks of life. Our community helps answer your Zoho Show questions with responses from other knowledgeable community members to give you the best experience creating and designing exciting presentations. Along the way, you'll meet recognized experts from our software team and

    • How can I convert an existing contact into a lead?

      I imported many contacts into ZOHO CRM. In order to select a few of them as leads, I want to mark or convert a few hundred as Leads. Who can I do that?

    • Price book functionality enhancement

      A common use of price books is to create a price book for a given customer level or contract with a specific company. Given that this is done at a company/customer level it would be great to see a way to associate a price book to a given customer and

    • Can we have 24x7 live support for Zohobooks ?

      Can we have 24x7 live support for Zohobooks ?

    • Important update about notification security in Business Messaging SDK

      As part of our ongoing effort to strengthen the security of notification data, we have enhanced how notifications are processed and protected in our applications. These improvements ensure that all notification related data follows the most up-to-date

    • Sync Zoho Marketing Automation with Zoho Forms

      I can't find a section where the integration between Zoho Marketing Automation and Zoho form is explained. And how form subscription works with opt-in and consents.

    • What is the difference between Zoho Campaigns and marketing hub?

      Zoho Campaigns is a permission-based email marketing tool for sending marketing emails and mass emails. Marketing Automation is a multichannel marketing automation tool that caters to organizations looking for tools to engage their users across multiple

    • Webhook not firing.

      I created a webhook using the Web UI, it looks very nice and the testing worked without an issue, but when i save/ update a ticket, the webhook is not firing. Here are the details of the web-hook i get from using the API "modifiedTime": "2019-10-22T09:23:37.380Z",

    • Duplicate customers being created in Desk

      Hi I've trying to work out why I've getting duplicated customers being created in my desk. I have an external booking system that generates an email when I get a customer booking a job. A booking email gets sent to Desk where I manage the booking and

    • Creating a custom CSV file using deluge script/

      I have an application I have developed and the client wants us to place an export file in csv onto an ftp server daily. Now I don't see au options in creator to change the separator to anything else. The client wants the separator to be the pipe symbol "|"  I think i would be able to create schedule with some code to create the appropriate data in a string using deluge script but I haven't seen any functionality that would allow me to deposit that data as a file anywhere or attach it to an email

    • Can we add custom fields to portal community profiles?

      How do we add custom fields to our profile pages in our portal community? If we have the ability to add custom fields, will we be able to access those fields via API? We want to use our Desk community in our help portal as our primary community and would

    • E-Invoicing in Belgium with Zoho Billing

      Starting January 1, 2026, Belgium is introducing mandatory electronic invoices (e-invoicing) for all B2B transactions between VAT-registered businesses. Invoices and credits notes must be exchanged in a prescribed digital format. How E-Invoicing works

    • delayed: host mx2.zoho.com (136.143.183.44): Network error: Unexpectedly disconnected (STARTTLS)

      Hi Team, I'm not receiving any email. Seems to be an issue. Sender sent me the error message they received: "delayed: host mx2.zoho.com (136.143.183.44): Network error: Unexpectedly disconnected (STARTTLS)" Please advise.

    • Additional Address - Company Name

      It would be very helpful to have a "Company Name" field in the Additional Address shipping section.  In a situation where you drop-ship orders to a different address or different company entirely, it may be necessary to list the company name of the receiver. I understand that the Attention field can be used for that purpose, but that's not really the intended purpose of that field.

    • Incorrect Email Notifications for Product Reviews

      Dear Zoho Commerce Support Team, I am writing to report a technical issue that occurs frequently on our platform. Problem Description: We regularly receive email notifications informing us of new product reviews awaiting approval. However, when we access

    • How to Rank Tables by Row Count in Descending Order

      I am trying to understand the consume of lines that grow up so fast in the last week. Is there any way to create a pivot table or query to get TABLE NAME LINES in descending order?

    • Can we do Image swatches for color variants?

      We want to do something like the attached screenshot on our new zoho store. We need image swatches instead of normal text selection. We want to user to select an image as color option. Is this doable? I don't see any option on zoho backend. Please h

    • Next Page