Function-2: Round-Robin assignment of records

Function-2: Round-Robin assignment of records


Welcome back folks!

Last week, we saw how to update sales commission in quotes using a custom function. This week, let's see an interesting use case asked by many of you - auto-assignment records by round-robin method.

Business scenario:

Right now, the solution allows you to auto-assign leads from web form and imported lists. Let us look at a need where you want to auto-assign leads from in-bound calls in a round-robin method, across modules.

Prerequisite: You must create a permanent record in the specific module, leads in this case and assign that record to the first user in round-robin.

Here’s how you add this custom function to your CRM account:
  • Go to Setup>Automations>Actions >Custom Functions > Configure Custom Function > Write your own.
  • Enter the name of the Custom function. For example: “Round-robin assignment”.
  • Select the module as Quotes. Add a description(optional).
  • Click “Free flow scripting”.
  • Copy the code given below.
  • Click “Edit arguments”.
  • Enter the name as “leadId” and select the value as “Lead Id”.
  • Click Save.

As you have created a permanent record, this function does the assignment on a round-robin basis without errors. Note that the function won’t work if you don’t create a permanent record .

The script:

Code for Version 2.0 API:
 
firstRefRecordDetails = zoho.crm.getRecordById("Leads", xxxxxxxxxxxxx);
firstOwner = ifnull(firstRefRecordDetails.get("Owner"),"").get("id");
if (firstOwner = "User_ID_1")
{
UpOwner = "User_ID_2";
}
if (firstOwner = "User_ID_2")
{
UpOwner = "User_ID_1";
}
updatefirstRef = zoho.crm.update("Leads", "xxxxxxxxxxx".toLong(), { "Owner" : UpOwner.toLong() });
info updatefirstRef;
mp = map();
mp.put("Owner", UpOwner.toLong());
updateResp = zoho.crm.update("Leads", leadId.toLong(), mp);
info mp;
info updateResp;


Code for Version 1.0 API:

leadIdStr = input.leadId.toString();
firstRefRecordDetails = zoho.crm.getRecordById("Leads", xxxxxxxxxxxxx);
firstOwner = ifnull(firstRefRecordDetails.get("SMOWNERID"),"");
if (firstOwner = "User_ID_1")
{
UpOwner = "User_ID_2";
}
if (firstOwner = "User_ID_2")
{
UpOwner = "User_ID_1";
}
updatefirstRef = zoho.crm.updateRecord("Leads", "xxxxxxxxxxx", { "SMOWNERID" : UpOwner });
mp = map();
mp.put("SMOWNERID", UpOwner);
updateResp = zoho.crm.updateRecord("Leads", leadIdStr, mp);
info mp;
info updateResp;

—————————————————————————————————————————

Note:
  • Replace 'xxxxxxxxxx' with the permanent record id mentioned in the pre-requisite.
  • The above code is an example for assigning the records in the Leads module. You can use this code for any other module by changing the module name and parameters. 
  • Assigning to a user requires the User ID and not the user name. The user ID is found in the Setup page of your CRM. Take a look at the screenshot below for more details.


Do try this out and let me know how it worked. If you have questions, ask away. Share this with your team if you think they'll find this useful. See you all next week with another interesting custom function in this series. Until then !

Update: As you must be aware, API V1.0 will be deprecated and support for version 1.0 API will be available only till Dec 31, 2018. Version 1.0 compatible Functions will continue to work until Dec 31, 2019. You're advised to migrated to API Version 2.0 at the earliest. Check this announcement for more. We've updated the post to include the Version 2.0 compatible Function.
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