Function-28: Transfer record information from one module to another, based on specific criteria.
Welcome back everyone!
Last week, we learnt how to create activities automatically based on specific criteria. This week, let's look at a custom function that lets you transfer record information from one module to another, even for custom modules.
Business scenario:
Custom Modules enable you to create entire modules according to your requirements. You can also define the layout of the record in the module, set up layout rules, customize the fields of a record, set up hyperlinks and buttons, etc. This helps reduce clutter and organize your business information efficiently.
The custom function for today is quite similar to Lead Conversion. The difference is that it performs the conversion task on any modules. For instance, let's say you run a gaming company and have 2 custom modules, named Free Customers and Paid Customers. Set the custom function to automatically transfer the lead information to a record in the Free Customers module after making contact with the lead.
Create a Picklist named "Paid" with options "Yes" and "No". Tie the custom function I'm sharing today to this Picklist - I"ll tell you how to do it - such that the custom function gets invoked if "Yes" is picked. Set the default value to be "No" and leave the record as is if the customer prefers using the free plan. However, if the customer agrees to upgrade to paid plan, update the Picklist as "Yes". This invokes the custom function and moves the record to the Paid Customers module.This takes your business process automation taken to a whole new level.
Include this custom function in a Workflow Rule by setting the condition as "This workflow will be executed whenever the field Paid is updated." Alternatively, set a Custom Button to execute this custom function upon click.
Getting started with the custom function:
Step 1: From Leads to a Custom Module
- Go to Setup > Automations > Actions > Custom Functions > Configure Custom Function > Write your own.
- Provide a name for the custom function. For example: “Business Automation - 1”. Add a description(optional).
- Select the module as Deal. 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:
leadIdLong = input.leadId.toLong();
leadDetails = zoho.crm.getRecordById("Leads",leadIdLong);
mp = map();
mp.put("Name",ifnull(leadDetails.get("Full_Name"),""));
mp.put("Annual_Revenue", ifnull(leadDetails.get("Annual_Revenue"),""));
mp.put("Billing_City", ifnull(leadDetails.get("City"),""));
mp.put("Billing_Country", ifnull(leadDetails.get("Country"),""));
mp.put("Description", ifnull(leadDetails.get("Description"),""));
mp.put("Fax", ifnull(leadDetails.get("Fax"),""));
mp.put("Industry", ifnull(leadDetails.get("Industry"),""));
mp.put("Employees", ifnull(leadDetails.get("No_of_Employees"),""));
mp.put("Phone", ifnull(leadDetails.get("Phone"),""));
mp.put("Rating", ifnull(leadDetails.get("Rating"),""));
mp.put("Billing_State", ifnull(leadDetails.get("State"),""));
mp.put("Billing_Street", ifnull(leadDetails.get("Street"),""));
mp.put("Billing_Code", ifnull(leadDetails.get("Zip_Code"),""));
mp.put("Website", ifnull(leadDetails.get("Website"),""));
create = zoho.crm.create("CustomModule1apiname", mp);
info mp;
info create;
Note : Replace 'CustomModule1apiname' with the custommodule's api name.
Code for Version 1.0 API:
leadIdLong = input.leadId.toLong();
leadDetails = zoho.crm.getRecordById("Leads", leadIdLong);
name = ifnull(leadDetails.get("First Name"),"") + " " + ifnull(leadDetails.get("Last Name"),"") ;
mp = map();
mp.put(("CustomModule1 Name"),name );
mp.put("Annual Revenue", ifnull(leadDetails.get("Annual Revenue"),""));
mp.put("Billing City", ifnull(leadDetails.get("City"),""));
mp.put("Billing Country", ifnull(leadDetails.get("Country"),""));
mp.put("Description", ifnull(leadDetails.get("Description"),""));
mp.put("Fax", ifnull(leadDetails.get("Fax"),""));
mp.put("Industry", ifnull(leadDetails.get("Industry"),""));
mp.put("Employees", ifnull(leadDetails.get("No of Employees"),""));
mp.put("Phone", ifnull(leadDetails.get("Phone"),""));
mp.put("Rating", ifnull(leadDetails.get("Rating"),""));
mp.put("Billing State", ifnull(leadDetails.get("State"),""));
mp.put("Billing Street", ifnull(leadDetails.get("Street"),""));
mp.put("Billing Code", ifnull(leadDetails.get("Zip Code"),""));
mp.put("Website", ifnull(leadDetails.get("Website"),""));
create = zoho.crm.create(("CustomModule1"), mp);
info mp;
info create;
Step 2: From one Custom Module to another
- Go to Setup > Automations > Actions > Custom Functions > Configure Custom Function > Write your own.
- Provide a name for the custom function. For example: “Business Automation - 2”. Add a description(optional).
- Select the Custom Module as the module. Add a description (optional).
- Click “Free flow scripting”.
- Copy the code given below.
- Click “Edit arguments”.
- Enter the name as “CustommoduleId” and select the value as “CustomModule Id”.
- Save the changes.
The script:
Code for Version 2.0 API:
CustommoduleDetails = zoho.crm.getRecordById("CustomModule1apiname", input.CustommoduleId.toLong());
createMap = map();
createMap.put("Name", ifnull(CustommoduleDetails.get("Name"),""));
createMap.put("Owner", ifnull(CustommoduleDetails.get("Owner"),"").get("id"));
createMap.put("Phone", ifnull(CustommoduleDetails.get("Phone"),""));
createMap.put("Email", ifnull(CustommoduleDetails.get("Email"),""));
createCustomModule = zoho.crm.create("CustomModule2apiname", createMap);
info createMap;
info createCustomModule;
Note : Replace 'CustomModule1apiname' with the custommodule1's api name.
Replace 'CustomModule2apiname' with the custommodule2's api name.
Code for Version 1.0 API:
CustommoduleDetails = zoho.crm.getRecordById("CustomModule1", input.CustommoduleId);
createMap = map();
createMap.put("CustomModule2 Name", ifnull(CustommoduleDetails.get("CustomModule1 Name"),""));
createMap.put("SMOWNERID", ifnull(CustommoduleDetails.get("SMOWNERID"),""));
createMap.put("Phone", ifnull(CustommoduleDetails.get("Phone"),""));
createMap.put("Email", ifnull(CustommoduleDetails.get("Email"),""));
createCustomModule = zoho.crm.create("CustomModule2", createMap);
info createMap;
info createCustomModule;
Adding to a workflow:
- Go to Setup > Automation > Workflow Rules.
- Click '+ Create Rule'.
- Select the Module for which this custom function has to be added and give it a name and a description(optional).
- Select "On a record action".
- Select "Field Update" and click on Next.
- Select the Condition as "Paid".
- Select the checkbox "Repeat this workflow whenever a record is edited." and Click Next.
- Choose "Custom Function" from Instant Actions.
- Select the option "Custom Function" (Created by users from your organization).
- Select the custom function you just added and click on Configure.
- Click on "Save and Associate".
- Save the workflow.
Note:
- Use the code to transfer information between any two modules. Update the module names in the code accordingly.
- Similar to "ID" of a record, the "ID" for a Custom Module is "CustomModule1", "CustomModule2", etc, in the order of creation. For instance, if Free Customers is created first and Paid Customers is second. Then ID of Free and Paid Customers is CustomModule1 and CustomModule2 respectively.
- Create a Custom Field in the 1st module named "Date Created", or any name for that matter. It helps you to keep track of when you made contact with the customer, rather than the date in which the record in the 2nd module was created, which leads to discrepancies. Since the 2 modules are the same, creating this custom field lets you to know when the customer was contacted and when he turned into a "Paid Customer".
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.
Access your files securely from anywhere
New to Zoho Recruit?
Zoho Developer Community
New to Zoho LandingPage?
Zoho LandingPage Resources
New to Zoho Survey?
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Bigin?
Topic Participants
Viji Sankar
mroquemore
RajeshKumar Nellaiappan
Richard Foleher
Pheranda Nongpiur
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 suchUser Tips: Auto-Create Opportunity/Deal upon Quote Save (PART 1)
Problem: We use quotes which convert to sales orders but Users / Sales Reps do not create opportunities / deals and go straight to creating a quote. This leads to poor reporting. Implementing this solution improves reporting and makes it easier for users.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 followFunction #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. CRMFunction #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,
New to Zoho TeamInbox?
Zoho TeamInbox Resources
Zoho CRM Plus Resources
Zoho Books Resources
Zoho Subscriptions Resources
Zoho Projects Resources
Zoho Sprints Resources
Qntrl Resources
Zoho Creator Resources
Zoho CRM Resources
Design. Discuss. Deliver.
Zoho Show Resources
Get Started. Write Away!
Writer is a powerful online word processor, designed for collaborative work.
Zoho CRM コンテンツ
-
オンラインヘルプ
-
Webセミナー
-
機能活用動画
-
よくある質問
-
Ebook
-
-
Zoho Campaigns
- Zoho サービスのWebセミナー
その他のサービス コンテンツ
Nederlandse Hulpbronnen
ご検討中の方
Recent Topics
Data Capture for Historical Activity (Especially One Lead Downloading Variois reports without Overwriting the info)
Is there a better way in Zoho CRM to capture and archive a lead’s historical activity—specifically whenever they download reports—so that the data is stored without being overwritten?”Client Script - Updating Field Value in Detail Page of a Lead
Hello, I'm trying to use Client Script To enrich some data of the Lead when one of my User fill the "City" field in the detail page of the Lead. This is my Script: log (value); var response = ZDK.Apps.CRM.Functions.execute("getInfoCitta", { "nomeCitta":Auto shapes in Zoho sheet.
Does Zoho sheet supports inserting auto shapes (rectangle, circle...). I did not see any option to do so. If its not supported currently, is there any plans on bring in this features. Any timelines ?I Can't Clone Webinar that I Co-Organize
How do i get our account admin to give me permission to clone our webinars? I am a co-organizerHow to get the call recording external ID via desk API
I have enabled phonbridge integration with Zoom Call. I am trying to access the call recording in Zoom by calling Zoom API. I have built a Desk workflow to trigger on a new call, to call a custom function. when calling the API, the response doesn't containCan't View Project Names in Mobile App
I can't view project names on PO's in the app, nor can I add that as a viewable PDF field in inventory on the computer. I've attached screenshots showing that in the mobile version whether you are on the PO, editing the PO, or viewing the PO line items,How do you print a refund check to customer?
Maybe this is a dumb question, but how does anyone print a refund check to a customer? We cant find anywhere to either just print a check and pick a customer, or where to do so from a credit note.Notebook
I have purchased the monthly pro subscription of Notebook. But it does not support my XP-Pen to write something in it. So it is not useful to me. Hence I am requesting you to help me to discontinue this subscription.Domain Mapping & Image Publishing Issues on Zoho Sites
Hello, I am facing two issues with my Zoho Sites account: 1. Images not visible after publishing. 2. Domain mapping error: "Domain already exists". I am a paid customer. Please connect me with Live Chat Support or Zoho Assist so I can show my issuePrevent duplicate with custom fields?
I was wondering something about custom field/custom modules in Zoho Desk. For some reason you can make a custom field mandatory but not unique? For example, if I create a custom module to manage equipment and renewal and make a field serial number noTwo currencies
More and more I am finding that internattional payments' fees are unpredictable. I would like, on my invoices that are in a foreign currency (eg. USD$ or EUR€) for there to be a GBP£ TOTAL display alongside the invoice's currency total. This would makeGenerate leads from instagram
hello i have question. If connect instagram using zoho social, it is possible to get lead from instagram? example if someone send me direct message or comment on my post and then they generate to leadWhere is the desktop app for Zoho Projects???
As a project manager, I need a desktop app for the projects I manage. Yes, there's the web app, which is AWESOME for cross browser and platform compatibility... but I need a real desktop app for Projects that allow me to enter offline information whereWhite Label certificate
Hi all, About 72 hours ago, we fulfilled all steps for white labeling (CNAME to point to mail.cs.zohohost.eu), but since then the configuration page is now stuck at "generating certificate" since 3 days. When I execute an NSLOOKUP mail.webfoundry.be itHow to Automate Monthly PDF Reports with Filters in Zoho Creator
Hi everyone, I’m trying to build an automated monthly reporting process in Zoho Creator and would appreciate suggestions or best practices from anyone who has done something similar. What I’m trying to do: I have a form called New_Customer with fieldsFeedback: Streamlining Note Management in Zoho Notebook
Dear Team/Support, I would like to share some feedback regarding the note management system that could help improve usability and accessibility for users like myself. Notebook 1 (screenshot attached): Currently, the system does not allow selecting andshowing Limit exceeded
Good afternoon...trust you're good. I've been having issues working with but it's not responding. it's showing Limit exceeded, sorry it seems like too many people are working on the sheet right now please try again later. meanwhile no one is working onSorting columns in Zoho Projects
Hi, In project management best practice, sorting columns (ascending, descending) is an important tool. Sorting dates to see the order of tasks starting, sorting on priority or even on planned hours is a must for an efficient project control. Currently,Upload API
I'm trying to use the Upload API to upload some images and attach them to comments (https://desk.zoho.com/DeskAPIDocument#Uploads#Uploads_Uploadfile) - however I can only ever get a 401 or bad request back. I'm using an OAuth token with the Desk.tickets.ALLLosing description after merging tickets
Hello, We merge tickets when they are about the same topic from the same client. It happens sometimes. We recently noticed that after the merger only the description from the master ticket is left in a thread. And the slave-ticket description is erased.update linked contacts when update happens in account
Hi, I have a custom field called Licence in the Accounts module. When someone buys a licence, I’d like to update a custom field in the related Contacts. How can I achieve this? I noticed that workflows triggered on Accounts only allow me to update fieldsProblem Management Module
I am looking for a Problem Management module within Zoho Desk. I saw in some training videos that this is available, and some even provided an annual price for it. I want an official confirmation on whether this is indeed available. This is not a particularlyUnable to explore desk.zoho.com
Greetings, I have an account with zoho which already has a survey subscription. I would like to explore desk.zoho.com, but when I visit it while logged in (https://desk.zoho.com/agent?action=CreatePortal) I just get a blank page. I have tried differentOffline support for mobile app
Accessing your files and folders from your mobile devices is now quicker and simpler, thanks to the power of offline support. Whether on an Android or iOS device, you can use the Offline function to save files and folders, so you can review them evenZoho Desk KB article embedded on another site.
We embed KB articles from Zoho Desk on another site (our application). When opening the article in a new tab, there is no issue, but if we choose lightbox, we are getting an error "To protect your security, help.ourdomain.com will not allow Firefox toOPTED FOR STORAGE BY DESCRIPTIVE MISGUIDANCE
We've opened a domain with three mail ids and payment has also been processed now the bill raised is for single use ID with additional storage capacity. Kindly request you to modify the purchase.List of packaged components and if they are upgradable
Hello, In reference to the article Components and Packaging in Zoho Vertical Studio, can you provide an overview of what these are. Can you also please provide a list of of components that are considered Packaged and also whether they are Upgradable?Does Attari Messaging app have Bot option and APIB
Hi, Does Attari also have Bot and API as we use in WhatsApp??How to add application logo
I'm creating an application which i do not want it to show my organization logo so i have changed the setting but i cannot find where to upload/select the logo i wish to use for my application. I have seen something online about using Deluge and writingEmail login error
Login successfully but email page errorZoho Analytics Regex Support
When can we expect full regex support in Zoho Analytics SQL such as REGEXP_REPLACE? Sometimes I need to clean the data and using regex functions is the easiest way to achieve this.Change of Blog Author
Hi, I am creating the blog post on behalf of my colleague. When I publish the post, it is showing my name as author of the post which is not intended and needs to be changed to my colleague's name. How can I change the name of the author in the blogs?? Thanks, RamananShow Attachments in the customer portal
Hi, is it possible to show the Attachments list in the portal for the particular module? Bests.Feature Request - Insert URL Links in Folders
I would love to see the ability to create simple URL links with titles in WorkDrive. or perhaps a WorkDrive extension to allow it. Example use case: A team is working on a project and there is project folder in WordDrive. The team uses LucidChart to createHow to sync from Zoho Projects into an existing Sprint in Zoho Sprints?
Hi I have managed to integrate Zoho Projects with Zoho Sprints and I can see that the integration works as a project was created in Zoho Sprints. But, what I would like to do is to sync into an existing Zoho Sprints project. Is there a way to make thathow to differentiate if whatsapp comes from certain landing page?
I create a Zobot in SalesIQ to create a Whatsapp bot to capture the lead. I have 2 landing pages, one is SEO optimized and the other want is optimized for leads comes from Google Ads. I want to know from which landing page this lead came through WhatsAppSplit my account
Hello, I recently bought an email service for a friend. But, looks like I used my personal account to buy the plan. Please split the account so that the email service stays in a different account than my personal account.How to record company set up fees?
Hi all, We are starting out our company in Australia and would appreciate any help with setting up Books accounts. We paid an accountant to do company registration, TFN, company constitution, etc. I heard these all can be recorded as Incorporation Costs, which is an intangible asset account, and amortised over 5 years. Is this the correct way to do it under the current Australian tax regulations? How and when exactly should I record the initial entry and each year's amortasation in Books? GenerallyHave Mail Lite, wish to add/purchase 2nd domain and use email
Hello, I have recently created two new businesses. I have successfully used Zoho to create a domain for one business and have set up two email addresses / users on that domain. I am trying to figure out how to create a second domain, just like I did theShow Payment terms in Estimates
Hi, we are trying to set up that estimates automatically relates payment terms for the payment terms we introduced on Edit contact (Field Payment terms). How can it be done? Our aim is to avoid problems on payment terms introduced and do not need to introduce it manually on each client (for the moment we are introducing this information on Terms and Conditions. Kind Regards,Next Page