Automation #3 - Auto-sync email attachments to tickets
This is a monthly series where we pick some common use cases that have been either discussed or most asked about in our community and explain how they can be achieved using one of the automation capabilities in Zoho Desk.
Most of our customers use email as their primary channel for customer support. Keeping that in mind we ensured Zoho Desk's multi-channel capability allowed for every email received in your inbox to be automatically converted into tickets in Zoho Desk. But for some time now, we have been receiving question on how to convert email attachments into ticket attachments within Zoho Desk. This process, which is mostly achieved manually now by many customers, can be automated using a simple script.
This automation involves two components: a connection and a workflow rule. We will first start by creating the connection and then set up the workflow rules to execute the custom function.
To create the connection, perform the following steps:
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Go to Setup > Connections under Developer Space
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Click "Create Connection"
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Select "Zoho OAuth" under "Default Connection"
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Give the connection name as "ticketattachment"
- Under Scope below values
Desk.tickets.READ
Desk.tickets.UPDATE -
Click "Create and Connect"
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Click "Connect" and click "Accept"
Connection is created successfully.
To create workflow rule and associate custom function, perform the following steps:
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Go to Setup, and under Automation, click Workflows.
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On the left panel, under Workflows, click Rules > Create Rule,
In the Basic Information section, carry out the following steps: -
In the Module drop-down menu, select Tickets.
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Enter a name and description for the rule.
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If you want to activate the rule right away, select the Active checkbox. Else, you can just create the rule now and activate it later, on the Rules page.
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Click Next.
In the Execute on section, perform the following steps: -
Select the Create checkbox to execute this rule every time a new ticket is created.
NOTE: If you would like to fetch all the attachment sent out and received in tickets, select "Customer Reply" and "Agent Response" -
Click Next, skip the "Criteria" and Click Next.
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In the Actions section, carry out the following steps:
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Click the + icon under "Action" and select "New" next to Custom Functions
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Enter a name and description for the custom function.
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In the script window, input the Custom Function you find below:
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//Replace your zoho desk URL accordingly
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getTicketThread = invokeurl
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[
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url :deskDomain + "/api/v1/tickets/" + ticketID + "/latestThread"
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type :GET
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connection:"ticketattachment"
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];
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dir = getTicketThread.get("direction");
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info "Direction " + dir;
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if(dir == "in")
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{
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prefix = "customer_";
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}
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else
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{
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prefix = "agent_";
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}
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listAttachments = getTicketThread.get("attachments");
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for each attach in listAttachments
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{
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attachmentURL = attach.get("href");
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filename = prefix + attach.get("name");
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getAttachment = invokeurl
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[
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url :attachmentURL
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type :GET
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connection:"ticketattachment"
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];
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if(getAttachment != null)
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{
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if(isText(getAttachment))
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{
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getAttachment = getAttachment.toFile(filename);
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}
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//info getAttachment;
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param = Map();
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param.put(filename,getAttachment);
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getAttachment.setParamName("file");
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uploadResponse = invokeurl
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[
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url :deskDomain + "/api/v1/tickets/" + ticketID + "/attachments"
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type :POST
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parameters:param
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headers: {"Content-Type":"multipart/form-data"}
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connection:"ticketattachment"
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];
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info uploadResponse;
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}
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}
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Click Edit Arguments
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In the Name field type TicketID, and from the Value drop-down list select Ticket Id under Ticket Information.
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Click "Save" to save the custom function
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Click "Save" again to save the workflow.
This should help you fetch attachments from incoming or outgoing response of a ticket and update them under tickets attachments tab.
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Tell us how you use Zoho Desk for your business and inspire others with your story. Be it a simple workflow rule that helps you navigate complex processes or a macro that saves your team a lot of time; share it here and help the community learn and grow with shared knowledge.Tip #1: Learn to pick the right channels
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