Add documents/uploaded files in Zoho CRM records that can be accessed by all team members?
Hi,
I'm building out our small business' Zoho CRM implementation and are on a Zoho One plan. We do LED Lighting Projects for customers, and collect data like customer utility bill PDFs, and pictures of existing lighting that we want to keep in one centralized repository from a Deal through to a project we are executing on.
There are certain documents we want to hold within the Deal record itself to make it easily accessible to our seller, including a Customer Utility Bill PDF. We've also created a custom module called Customer Projects to maintain and hold all data that will eventually pertain to a customer project, which includes a mixture of custom fields and documents like site audit data (XLSX), energy savings calculations (XLSX), statements of work (DOCX), and images of post-installation lighting and fixtures.
In WorkDrive, I want to have one folder per Deal that contains all of these customer-related documents. It should be a Team Folder that is accessible to all team members (not just a record owner), and I'd like the data both from the Deals Module as well as the associated record from the Customer Projects module to exist in both of those places if possible.
I can see from Zoho MVP Hugh Marshall's (excellent!) videos on Youtube how to automatically create structured Client folders in WorkDrive from Zoho CRM: https://www.youtube.com/watch?v=TbIhJLCtoiQ ; how to automatically ensure those sync with the CRM: https://www.youtube.com/watch?v=sCmKvf1hvDs; and how to make those files visible in a related list within a Zoho CRM Module: https://www.youtube.com/watch?v=CgPSg0CMBhU. Thank you Hugh for these!
I can see from Zoho MVP Hugh Marshall's (excellent!) videos on Youtube how to automatically create structured Client folders in WorkDrive from Zoho CRM: https://www.youtube.com/watch?v=TbIhJLCtoiQ ; how to automatically ensure those sync with the CRM: https://www.youtube.com/watch?v=sCmKvf1hvDs; and how to make those files visible in a related list within a Zoho CRM Module: https://www.youtube.com/watch?v=CgPSg0CMBhU. Thank you Hugh for these!
I want to build on top of these custom Client Folders, but here is where I am stuck:
If I have opened a Deal record, or a Customer Project record, I want to be able to:
1) Upload a file into a File Upload Field and have it go into the relevant subfolder in Client WorkDrive Folder that I've created.
I haven't been able to find documentation that clearly states where the file uploaded into a File Upload Field is hosted (if it's hosted in WorkDrive), so I don't know where I would be able to locate it to trigger any kind of workflow that would move it into a Client Folder.
I haven't been able to find documentation that clearly states where the file uploaded into a File Upload Field is hosted (if it's hosted in WorkDrive), so I don't know where I would be able to locate it to trigger any kind of workflow that would move it into a Client Folder.
2) Add any other attachments to that record and have those attachments go into the relevant subfolder in the Client WorkDrive Folder.
I read in the documentation that the standard "Attachments" related list does create a folder for a record, but it is only viewable to the record owner: https://help.zoho.com/portal/en/community/topic/crm-x-workdrive-file-storage-for-new-crm-signups-is-now-powered-by-workdrive#:~:text=Detailed%20Path:%20My%20Folder%20%3E%20Apps,Hello%20Adi%2C (I just want to call out that this is very limiting and would be great to have improved for a future release).
Thank you in advance for any advice you can give!
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