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
Tables improvement ideas / features
Heya, I've been using Zoho Tables for a few months now and wanted to post some features that I think will be greatly beneficial for the tool: 1. Ability to delete a record in automation or move a record in automation. - Usecase: I move a record from oneDeluge - Can't get phone number SalesIQ
Hey folks, I’m building a custom plug for SalesIQ that’s supposed to register leads into Zoho CRM. The SalesIQ chat is being implemented on WhatsApp, and in my plug I’m using this line: mobile_clean = session.get("phone").get("value"); From what I understand,Zoho Desk - Community
As a regular user of Zoho Cares Community I would really love to see the publish date of articles. For example, when I look at Announcements, it would be very beneficial to see which ones were posted recently, over those which have just and a recent comment.access to quartz for my customers
Hi how can I have access to the application quartz you use for us to send you screen rocording, this feature would be immensely useful for our customers support https://quartz.zoho.com/Issue with Inline Images in Email Reply via Zoho Desk API
Hi, I am attempting to send inline images in an email reply using the Zoho Desk API, but the images are not being displayed inline for the recipient. I have followed this documentation: https://desk.zoho.com/DeskAPIDocument#Uploads https://desk.zoho.com/DeskAPIDocument#Threads#Threads_SendEmailReplyHow to search a value stored in a subform?
Hello, We store serial numbers in subforms but now we would like to be able to search the values to be able to easily find the record with the serial number. I saw that it's not possible to search such values through global search but is it possible to do it an other way? Thank you,Field Dependency Not Working on Detail Page in Zoho Desk
Hi Support Team, I’ve created field dependencies between two fields in Zoho Desk, and they are working correctly on the Create and Edit layouts. However, on the Detail page, the fields are not displaying according to the dependencies I’ve set — they appearHow do the keyword critera work?
Hi, I'm working on automated assignment of tickets based on keywords. How does this feature work? Where does this criteria look for keywords - email address, subject, email body? Can you please clarify this as I want to avoid overlapping with criteriaError: Unsupported content type: text/html;charset=UTF-8 after tryeing to get the token for n8n automation
I am working on ZOHO Desk automation and need to get the ZOHO auth token for n8n I have created the app in ZOHO Desk API, got client id and client secret. Added all data required to get a token in n8n. After I sign in with my ZOHO credentials in ZOHOImproving Collaboration Features in Zoho Portal
Hello Zoho Community, I’ve recently started exploring Zoho services and I’m really impressed with the wide range of features. However, I feel there is still room for improvement in the collaboration area. For example, it would be really helpful if weAutomated Shopify Emails Not Being Delivered
I have an ecommerce store with Shopify. I recently set up my email to be served through Zoho. Since doing this, customers are not receiving some of our automated emails from Shopify itself. Our initial email that confirms their purchase goes through but our Shipping Notification that is automatically sent out upon fulfillment is not going through. Sometimes we get a notice that it's been classified as spam, sometimes nothing. I can send/receive email via Outlook on my desktop and I can send/receiveI can't log in to my account on Thunderbird
I've just had to rebuild my PC (calamitous mess from Microsoft with Win10/Win 11 'upgrade' - they confirmed I had to start with a new build). I have used Zoho mail for years via Mozilla Thunderbird, but now I've had to download the latest version of TBird,Send a campaign to one recipient.
Very often I speak to a customer and they say they didn't see my email (maybe it went in Junk, maybe they deleted it). Anyway, I just want to go into the Campaign and send it to one person. You already have a feature very close to this - when sending a Test. While developing a campaign, I can send tests to anyone. Why can't we have this AFTER the campaign has been sent? I know, there's a caveat, and that's in the use of merge tags. Most of the time I only use FNAME, but maybe you could check ifTry FSM again for our business
We already have our customers individual equipment in CRM with serial numbers, install dates, warranty length and importantly next service which is generally 2 years. a month before the service date is due we get get a report and send out service reminders.Use Zoho Books to bill for work done in Zoho Desk??
I'm trying to see if something is possible (and if yes, how). We use Zoho One to manage our business. We have a lot of clients that will put in a ticket (via portal) to have work done. Out techs will pick up the ticket, do the work, and then log the timeGet Cliq Meetings in my O365 calendar
Hi, we are currently evaluating to replace the Teams Messaging and Meetings with Cliq. We currently still have all our email and calendars in O365. What i want to achieve is, to create a (ZOHO) meeting from Cliq and have this meeting added to my Outlook/O365Issue with Zoho Help Portal – Tickets Missing or Not Answered
Hi, How are you? I think there may be an issue with the Zoho Help Portal. I opened a few tickets directly in the help portal a some time ago but never received any response I also opened ticket 148356451 by email. I did receive a reply to it, but theDUNS & Bradstreet and Credit risk monitoring integration with Zoho books
Small businesses not being paid by bigger clients and clients of all sizes is a huge problem. It will be nice if Zoho develops integration with DUNS & Bradstreet(D&B) and Credit risk monitoring integration with Zoho books. That have small businesses canZoho Forms - Form Rules based on attachment fields
Many businesses use forms to collect documents and images from customers. In many cases, you may want to trigger a notification or other automation based on whether or not an attachment was added. I've noticed that attachment fields do not appear in RulesAdd multiple users to a task
When I´m assigning a task it is almost always related to more than one person. Practical situation: When a client request some improvement the related department opens the task with the situation and people related to it as the client itself, the salesmanCan't open draft email for editing
Last night I started composing an email and I let it save in drafts. This morning I want to continue working on the email. It is in my Drafts folder but it will not open. The only option there is to delete it. This is not the first time it has happened. On previous occasions I have just deleted the draft and started afresh, but I really want this one back. Windows 10 with Pale Moon 28.10.0 browser.Open filtered deals from campaign
Do you think a feature like this would be feasible? Say you are seeing campaign "XYZ" in CRM. The campaign has a related list of deals. If you want to see the related deals in a deal view, you should navigate to the Deals module, open the campaign filter,Change scheduling emails time
When sending an individual email there is a great feature to schedule them to send later. I could only use the one time that is suggested. Is there a way to select another time? Regards, GlennZoho CRM: how can I control which contacts to sync with Outlook?
I was just playing around syncing contacts from Zoho to MS Outlook (MS365 account.) The problem is our firm has hundreds of thousands of contacts and I don't want to bury my contacts list in outlook. Any help with this is greatly appreciated.How to overcome limitations in meetings
As a company, one of our deliverables is a meeting between two other companies, where we act as facilitators. So, if we recorded this meeting in Zoho CRM, it should be connected to 2 accounts, 2 contacts, and 1 campaign (a campaign, in our use, is theDifferent MRP / Pricing for same product but different batches
We often face the following situations where MRP of a particular product changes on every purchase and hence we have to charge the customer accordingly. This can't be solved by Batch tracking as of now so far as I understand Zoho. How do you manage it as of now?Add a 'Log a Call' link to three dot icon in Canvas
Hi, There's a three dot element when creating a canvas called 'More'. I would like to modify this to add a link that says 'Log a Call' in order to quickly record the details of a cellphone call. I'd also like this to be a simple 'contact' selection andSyncing Zoho Forms with Bigin - Embedding issue?
Hello everyone, I created a Zoho Form for a page on my GoDaddy website to collect leads, which then transfers the data to Bigin. However, I'm facing an issue where it doesn't seem to work properly. I've integrated Zoho Forms with Bigin and tried embeddingCan not add fields to a Section
I feel like I'm missing something obvious: I can add new Sections to my form but I can not add fields to the Sections. I've tried fields already on the form as well as dragging and dropping new fields into the Section but nothing will go into it. WhatRecord Logged in User while using CRM lookup field
Is it possible, while using the Zoho CRM lookup field, to automatically use the user account logged into Zoho CRM in a hidden field? I was hoping to add employee accounts to my current plan. But would like a record on the Form submission of who submittedForm Rules for Suburb Categories to alternate landing pages or Making a Fields Contents ALL CAPS
I need to send differentform submissions to two to three different thank-you URLs (for Meta/Google pixels) depending on which suburb a user selects in a form. I have ~400 suburbs split into two categories (A and B, based on business value). Current challenges:Collaps Notes
There are times when long/large notes are added to a record i.e. Accounts or Deals etc. Currently, the full note is displayed in the notes related list section. It would be great if by default only 5 to 10 rows of the note are displayed when the noteZoho Down
I have a drop in my Zoho One services.Runing RPA Agents on Headless Windows 11 Machines
Has anyone tried this? Anything to be aware of regarding screen resolution?Problem for EU users connecting Zoho CRM through Google Ads for Enhanced conversions
Has anyone else experienced this problem when trying to connect Zoho CRM through Google Ads interface to setup enhanced conversions? Did you guys get it fixed somehow? The Problem: The current Google Ads integration is hardcoded to use Zoho's US authenticationWhy am I getting event Pop-up Notification for events that have been cancelled?
Why is Calendar Notification still popping up for events that have been cancelled or changed? Each time events are cancelled or changed, I have observed that I am still getting notifications for them. Below is a sample pop-up notification for one of theWhatsapp Limitation Questions
Good day, I would like to find out about the functionality or possibility of all the below points within the Zoho/WhatsApp integration. Will WhatsApp buttons ever be possible in the future? Will WhatsApp Re-directs to different users be possible basedCreate a draft in reply to an email via Emails API
Hi, I’d like to use the outgoing webhook to automatically create a draft reply to incoming mail. How can I use the Emails API to create a draft reply that is linked to an existing email thread? I couldn’t find the relevant method in the documentation.India Tech Support
Is there no phone tech support number for India? And no chat facility either?Billing Management: #1 Billing a Universal Business Routine
Hello, As the saying goes, "Do the hardest job first." We started with the complex subject of finance and revenue management, which is considered the backbone of any business. Now, let's shift our focus and take a deep dive into this Billing Management,Next Page