Function-20: Create Events automatically on specific days of the week

Function-20: Create Events automatically on specific days of the week



Welcome back everyone!

Last week, we learnt how to add leads to campaign records at the click of a button. This week, let's look at a custom function that helps you create events automatically on specific days of the week.

Business scenario:

Customer visits are an integral part of most sales processes. Apart from aiding you close sales efficiently, meeting with customers help maintain an ongoing business relationship, a critical component in customer retention. The Event records in the Activities module of Zoho CRM helps track and maintain a record of all your customer meetings.

Depending on what business you or your company is in, your sales process might warrant meeting with a set of prospects or customers at regular intervals. Once such requirement is possibly to conduct events on a regular basis. Wouldn't it be redundant to keep creating activities everytime? Besides, you are tasked with following-up with the event in case you are not the one attending. How about letting the CRM create an Event at fixed intervals without requiring you to manually create them? This week's custom function does exactly that.

Pre-requisites:

  • This custom function can be used for any module. For instance, there can be an event scheduled for leads, for existing customers, or even for your partners. Just that, you need to create multiple copies of the same custom function with the corresponding information.

Getting started with the custom function:

  • Go to Setup > Automations > Actions > Custom Functions > Configure Custom Function > Write your own.
  • Provide a name for the custom function. For example: “Create events on Saturdays”. Add a description(optional).
  • Select the module as Leads. 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”.
  • Save the changes.

The script:

Code for Version 2.0 API:
 
leadDetails = zoho.crm.getRecordById("Leads",input.leadId.toLong());
first = ifnull(leadDetails.get("First_Name"),"");
last = ifnull(leadDetails.get("Last_Name"),"");
name = first + " " + last + " BIF ";
dayOfWeek = today.toDate().getDayOfWeek();
if (dayOfWeek = 1)
{
newDate = today.toDate().addDay(6);
}
else if (dayOfWeek = 2)
{
newDate = today.toDate().addDay(5);
}
else if (dayOfWeek = 3)
{
newDate = today.toDate().addDay(4);
}
else if (dayOfWeek = 4)
{
newDate = today.toDate().addDay(3);
}
else if (dayOfWeek = 5)
{
newDate = today.toDate().addDay(2);
}
else if (dayOfWeek = 6)
{
newDate = today.toDate().addDay(1);
}
else if (dayOfWeek = 7)
{
newDate = today;
}
start = newDate.toString("yyyy-MM-dd");
eventMap = map();
eventMap.put("Subject", name);
eventMap.put("Owner", ifnull(leadDetails.get("Owner"),"").get("id"));
eventMap.put("Start_DateTime", start+"T09:00:00+05:30");
eventMap.put("End_DateTime", start+"T10:00:00+05:30");
eventMap.put("What_Id", input.leadId);
eventMap.put("se_module", "Leads");
createEvent = zoho.crm.create("Events", eventMap);
info eventMap;
info createEvent;

Code for Version 1.0 API:

leadDetails = zoho.crm.getRecordById("Leads", input.leadId);
first = ifnull(leadDetails.get("First Name"),"");
last = ifnull(leadDetails.get("Last Name"),"");
name = first + " " + last + " BIF ";
dayOfWeek = today.toDate().getDayOfWeek();
if (dayOfWeek = 1)
{
newDate = today.toDate().addDay(6);
}
else if (dayOfWeek = 2)
{
newDate = today.toDate().addDay(5);
}
else if (dayOfWeek = 3)
{
newDate = today.toDate().addDay(4);
}
else if (dayOfWeek = 4)
{
newDate = today.toDate().addDay(3);
}
else if (dayOfWeek = 5)
{
newDate = today.toDate().addDay(2);
}
else if (dayOfWeek = 6)
{
newDate = today.toDate().addDay(1);
}
else if (dayOfWeek = 7)
{
newDate = today;
}
start = newDate.toString("dd-MM-yyyy hh:mm:ss");
end = newDate.toString("dd-MM-yyyy hh:mm:ss");
eventMap = map();
eventMap.put("Subject", name);
eventMap.put("SMOWNERID", ifnull(leadDetails.get("SMOWNERID"),""));
eventMap.put("Start DateTime", start);
eventMap.put("End DateTime", end);
eventMap.put("SEID", input.leadId);
eventMap.put("SEMODULE", "Leads");
createEvent = zoho.crm.create("Events", eventMap);
info eventMap;
info createEvent;

Note:

  • To use this custom function to create an event on any other day of the week, change the "newDate" parameter of the specific day to "today". Keep in mind that Sunday is 1, Monday is 2, and so on.

Found this useful? Try it out and let me know how it works! If you have questions, do not hesitate to ask! Share this with your team if you find it useful.

Do check out other custom functions shared in this series here.

See you all next week with another interesting custom function. Ciao!

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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