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.

      Zoho Developer Community









                                Zoho Desk Resources

                                • Desk Community Learning Series


                                • Digest


                                • Functions


                                • Meetups


                                • Kbase


                                • Resources


                                • Glossary


                                • Desk Marketplace


                                • MVP Corner


                                • Word of the Day



                                    Zoho Marketing Automation
                                            • Sticky Posts

                                            • Zoho CRM Functions 53: Automatically name your Deals during lead conversion.

                                              Welcome back everyone! Last week's function was about automatically updating the recent Event date in the Accounts module. This week, it's going to be about automatically giving a custom Deal name whenever a lead is converted. Business scenario Deals are the most important records in CRM. After successful prospecting, the sales cycle is followed by deal creation, follow-up, and its subsequent closure. Being a critical function of your sales cycle, it's good to follow certain best practices. One such
                                            • Custom Function : Automatically send the Quote to the related contact

                                              Scenario: Automatically send the Quote to the related contact.  We create Quotes for customers regularly and when we want to send the quote to the customer, we have to send it manually. We can automate this, using Custom Functions. Based on a criteria, you can trigger a workflow rule and the custom function associated to the rule and automatically send the quote to customer through an email. Please note that the quote will be sent as an inline email content and not as a PDF attachment. Please follow
                                            • Function #50: Schedule Calls to records

                                              Welcome back everyone! Last week's function was about changing ownership of multiple records concurrently. This week, it's going to be about scheduling calls for records in various modules. Business scenario Calls are an integral part of most sales routines.. Sales, Management, Support, all the branches of the business structure would work in cohesion only through calls. You could say they are akin to engine oil, which is required by the engine to make all of it's components function perfectly. CRM
                                            • Function #37: Create a Purchase Order from a Quote

                                              Welcome back everyone! Last week, we learnt how to calculate the total number of activities for a lead and further take note of the activity count for particular dates. For instance, from the period of Demo to Negotiation. This week, let's look at a function that lets you create a Purchase Order instantly from a Quote. Business scenario: In any form of business, one of the most important things to do is to document the transactions. Naturally, negotiation, signing an agreement, placing an order,
                                            • 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


                                            Manage your brands on social media



                                                  Zoho TeamInbox Resources

                                                    Zoho DataPrep Resources



                                                      Zoho CRM Plus Resources

                                                        Zoho Books Resources


                                                          Zoho Subscriptions Resources

                                                            Zoho Projects Resources


                                                              Zoho Sprints Resources


                                                                Qntrl Resources


                                                                  Zoho Creator Resources



                                                                    Zoho WorkDrive Resources



                                                                      Zoho Campaigns Resources


                                                                        Zoho CRM Resources

                                                                        • CRM Community Learning Series

                                                                          CRM Community Learning Series


                                                                        • Tips

                                                                          Tips

                                                                        • Functions

                                                                          Functions

                                                                        • Meetups

                                                                          Meetups

                                                                        • Kbase

                                                                          Kbase

                                                                        • Resources

                                                                          Resources

                                                                        • Digest

                                                                          Digest

                                                                        • CRM Marketplace

                                                                          CRM Marketplace

                                                                        • MVP Corner

                                                                          MVP Corner





                                                                            Design. Discuss. Deliver.

                                                                            Create visually engaging stories with Zoho Show.

                                                                            Get Started Now