Extension Pointers for Integrating Zoho CRM with Zoho services #2: Handle and manage your Zoho CRM cases efficiently by integrating Zoho Projects and associating cases with tasks

Extension Pointers for Integrating Zoho CRM with Zoho services #2: Handle and manage your Zoho CRM cases efficiently by integrating Zoho Projects and associating cases with tasks

Integrating customer relationship management and project management contributes to the development of an overall effective business management strategy. 

You can integrate Zoho CRM and Zoho Projects through extensions to achieve your desired functionalities and manage your business from a single location. The previous post in the 'Integrating Zoho CRM with Zoho services' series described how to register your Zoho application and retrieve the client credential in order to connect Zoho CRM to the Zoho service of your choice through an extension. In this post, we'll look at how to integrate Zoho CRM with Zoho Projects, along with an example.

Let's consider a scenario in which support representatives handling cases in Zoho CRM need to forward cases that are registered as feature requests to the development team for further consideration and analysis. The representatives can create a task in Zoho projects with the necessary details from the Zoho CRM Cases module by clicking a button from within Zoho CRM. This will make the transition process easier and help to handle cases more efficiently. Now, let's see how this can be achieved using extension.

Creating a connector for Zoho Projects and adding connector APIs
  • Create a new connector in your extension for Zoho Projects using the Connectors feature under Utilities in the left panel of the Zoho Developer console. 
Note: Zoho Projects follows OAuth2.0 protocol for authentication mechanism. You can refer to this post to understand the steps to register Zoho Projects and retrieve your client credentials.


The connector details for our example are:

Request Token URL
https://accounts.zoho.com/oauth/v2/auth?scope=ZohoProjects.portals.READ,ZohoProjects.users.READ,ZohoProjects.tasks.CREATE,ZohoProjects.projects.READ,ZohoProjects.tasks.READ&access_type=offline
Access Token URL
https://accounts.zoho.com/oauth/v2/token?
Refresh Token URL
https://accounts.zoho.com/oauth/v2/token?
Scopes
ZohoProjects.portals.READ,ZohoProjects.users.READ,ZohoProjects.tasks.CREATE,ZohoProjects.projects.READ,ZohoProjects.tasks.READ


The Zoho Projects REST APIs added for our example are mentioned below.

Connector API Name
Method type
URL
Get Portals
GET
https://projectsapi.zoho.com/restapi/portals/
Get Project Users
GET
https://projectsapi.zoho.com/restapi/portal/${portalid}/projects/${projectid}/users/
Create task
POST
https://projectsapi.zoho.com/restapi/portal/${portalid}/projects/${projectid}/tasks/?name=${name}&description=${description}&priority=${priority}&person_responsible=${person_responsible}
Add comment for task
POST
https://projectsapi.zoho.com/restapi/portal/${portalid}/projects/${projectid}/tasks/${taskid}/comments/?content=${content}

Note: You can refer to this post to understand the detailed steps involved in creating a connector, adding the connector APIs, and associating it with the extension.

Creating a button in Cases module and associating the custom function to it
  • Create a button called "Create Task for Case" using the Links & Buttons feature available in the Componentssection of the Zoho Developer console, then associate a custom function to perform the desired action. 
Create Task for Case - Button function code

//Fetching the current record details and retrieving the necessary field information
response = zoho.crm.getRecordById("Cases",case.get("Cases.ID").toLong());
Name = response.get("Subject");
Name = zoho.encryption.urlEncode(Name);
Description = response.get("Description");
Description = zoho.encryption.urlEncode(Description);
Priority = response.get("Priority");
Comments = response.get("Internal_Comments");
Comments = zoho.encryption.urlEncode(Comments);
dynamic_map = Map();
/*Fetching the values for Portal ID and Project ID CRM variables which are obtained as part of the settings widget*/
portalid = zoho.crm.getOrgVariable("xxx__Portal_Id");//The api name of the CRM variable for Portal_Id
projectid = zoho.crm.getOrgVariable("xxx__Project_Id");//The api name of the CRM variable for Project_Id
dynamic_map.put("portalid",portalid);
dynamic_map.put("projectid",projectid);
//Invoking the connector API to retrieve the users present in the project 
resp1 = zoho.crm.invokeConnector("xxx.zohoprojects.getprojectusers",dynamic_map);
response1 = resp1.get("response");
users = response1.get("users");
rolelist = List();
/*retrieving the ID of the user with admin role in the project to be assigned as the person responsible for the task*/
for each value in users
{
if(value.get("role") == "admin")
{
id = value.get("zpuid");
}
}
dynamic_map = Map();
portalid = zoho.crm.getOrgVariable("xxx__Portal_Id");
projectid = zoho.crm.getOrgVariable("xxx__Project_Id");
dynamic_map.put("portalid",portalid);
dynamic_map.put("projectid",projectid);
dynamic_map.put("name",Name);
dynamic_map.put("description",Description);
dynamic_map.put("priority",Priority);
dynamic_map.put("person_responsible",id);
/*Invoking the connector API with the necessary parameters passed to create a project task */
resp = zoho.crm.invokeConnector("xxx.zohoprojects.createtask",dynamic_map);
response2 = resp.get("response");
tasks = response2.get("tasks");
//Retrieving the task id from the response of create task API
for each ids in tasks
{
id1 = ids.get("id");
}
dynamic_map = Map();
portalid = zoho.crm.getOrgVariable("xxx__Portal_Id");
projectid = zoho.crm.getOrgVariable("xxx__Project_Id");
dynamic_map.put("portalid",portalid);
dynamic_map.put("projectid",projectid);
dynamic_map.put("taskid",id1);
dynamic_map.put("content",Comments);
//Invoking the connector API to add a comment to the task 
response3= zoho.crm.invokeConnector("xxx.zohoprojects.addcommentfortask",dynamic_map);
caseinfo = {"Solution":url};
response4 = zoho.crm.updateRecord("Cases",case.get("Cases.ID").toLong(),caseinfo);
return resp;

Note: In our example, the project's administrator is assigned as the person responsible for the task that is to be created in Zoho Projects. We have considered that there is only one admin for a project, who can then assign the task to the appropriate developer.

Obtaining Portal ID and Project ID

According to our example, cases from Zoho CRM need to be associated as a task to a particular project in Zoho Projects. You can find in the above code that the variables Portal ID and Project ID (dynamic variables used in connector APIs) are used while invoking APIs. The values of these variables are specific to a user and thus these values can be obtained from the user during extension installation and stored in CRM variables to be easily retrieved when required.

The variables Portal ID and Project ID are created as CRM variables with the Variable Status as Hidden in the extension.Their values are obtained as follows:



➤ Creating a Settings Widget: We have created a settings widget in our extension in order to retrieve the user-specific portal ID and project ID, and to set the values to the CRM variables.

Settings Widget js code snippet

Util={};
var portalidvalue;
var projectidvalue;
//Subscribe to the EmbeddedApp onPageLoad event before initializing the widget 
ZOHO.embeddedApp.on("PageLoad",function(data)
{
var data = {
}
//Invoking the connector API to get portals of the user and populate them in a select list
ZOHO.CRM.CONNECTOR.invokeAPI("testextensioncrm.zohoprojects.getportals",data)
.then(function(dataa){
response = dataa.response;
responsejson=JSON.parse(response);
portal=responsejson.portals;

for (i = 0; i < portal.length; i++) 
{
portalid=portal[i].id_string;
portalname=portal[i].name;
var portallist = document.getElementById("portallist");
var option = document.createElement("OPTION");
option.innerHTML = portalname;
option.value = portalid;
portallist.appendChild(option);
}
})

/*Fetching the projects associated to the portal selected on click of the "Get Projects" button*/
Util.getproject=function()
{
portalidvalue=document.getElementById("portallist").value;

var data = {

"portalid" : portalidvalue
}
/*Invoking the connector API to get projects of the user with respect to the portal chosen and populate them in a select list*/
ZOHO.CRM.CONNECTOR.invokeAPI("testextensioncrm.zohoprojects.getprojects",data)
.then(function(dataa){
response = dataa.response;
responsejson=JSON.parse(response);
project=responsejson.projects;
$('#projectlist').empty();
for (j = 0; j < project.length; j++) 
{
projectid=project[j].id_string;
projectname=project[j].name;
var projectlist = document.getElementById("projectlist");
var option = document.createElement("OPTION");
option.innerHTML = projectname;
option.value = projectid;
projectlist.appendChild(option);
}
})
}
/*Updating the values of the portal ID and project ID selected in the select list to the CRM variables*/
Util.getvalues=function()
{
portalidvalue=document.getElementById("portallist").value;
projectidvalue=document.getElementById("projectlist").value;
var variableMap = { "apiname": "testextensioncrm__Portal_Id", "value": portalidvalue};
ZOHO.CRM.CONNECTOR.invokeAPI("crm.set", variableMap);
var variableMap = { "apiname": "testextensioncrm__Project_Id", "value": projectidvalue};
ZOHO.CRM.CONNECTOR.invokeAPI("crm.set", variableMap);
});
});
}
})

Now that the functionality is defined, the extension is published and installed in Zoho CRM account using the private installation URL.


Sample output:

Upon installation of the extension, click the Settings button to go the Settings Widget page, then choose your portal and project where you want the task to be created.



Choose the portal of your choice, then click the Get Projects button to fetch the projects associated with that portal.



Next, click Update Values to set the chosen portal and project ID values to the CRM variables Portal_ID and Project_ID,respectively.



Go to the Cases module. A case of type feature request is present in Cases module.



Click the Create Task for Case button available in the view page of the case detail page.



The necessary details as per the code logic are fetched and created as a task in projects.



The detailed task details page with all the information fetched from the case in Zoho CRM Cases module.



Using this method, you can integrate Zoho CRM and Zoho Projects via an extension and perform functionalities as per your business requirements. We hope you find this information useful. Keep following this space for more inputs!


SEE ALSO

Next>>


    Access your files securely from anywhere

          Zoho Developer Community

              Bootcamp
              Community
              Pricing
              Webinars
              What's New
              Integrations
              Contact Support
              Contact Sales

                Zoho Survey Resources
                  Features
                  Survey Templates
                  Integrations
                  Community
                  iOS Mobile Surveys
                  Pricing
                  Android Mobile Surveys
                  Insurvey Blogs
                  Insight Blogs
                  Tips & Tricks





                                Latest Feature Updates


                                    Zoho Desk Resources

                                    • Desk Community Learning Series


                                    • Digest


                                    • Functions


                                    • Meetups


                                    • Kbase


                                    • Resources


                                    • Glossary


                                    • Desk Marketplace


                                    • MVP Corner


                                    • Word of the Day




                                        Zoho Marketing Automation
                                          Zoho SalesIQ Resources


                                                Manage your brands on social media
                                                Access Zoho Social

                                                  Zoho Pagesense Resources


                                                      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 Campaigns Resources


                                                                            Zoho CRM Resources

                                                                            • CRM Community Learning Series

                                                                              CRM Community Learning Series


                                                                            • Kaizen

                                                                              Kaizen

                                                                            • 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


                                                                                  Zoho Show Resources


                                                                                    Zoho Writer Writer

                                                                                    Get Started. Write Away!

                                                                                    Writer is a powerful online word processor, designed for collaborative work.

                                                                                      Zoho CRM コンテンツ






                                                                                        Nederlandse Hulpbronnen


                                                                                            ご検討中の方





                                                                                                  • Recent Topics

                                                                                                  • What do the Image Sizes mean in Zoho CRM Email Templates?

                                                                                                    Below you can see the image options in email templates: Banner, Fit, Small, Medium, Original, Custom. Can someone from Zoho please share with me: What each is/means? How each will look on desktop AND mobile? How to edit "custom"?  If I choose "Custom"

                                                                                                  • Translate any published presentation to the language of your choice

                                                                                                    As part of our constant effort to enrich your presentation experience, Zoho Show has rolled out a new feature for translating published presentations. Consider the following scenario: Zylker IT services, a multinational corporation, has announced product

                                                                                                  • Blueprint: multi-select lookup field not available in the criteria option

                                                                                                    I read this old forum post which stated that multi-select lookup fields are now selectable as an option in a Blueprint transition configuration: https://help.zoho.com/portal/en/community/topic/blueprint-multi-select-lookup-field-not-available-within-blueprint-transition

                                                                                                  • Apply Credit Note Automatically

                                                                                                    We need the ability to apply open Credit Notes toward invoices generated by recurring invoice as the first, priority payment. This should be an option that we can enable/disable in the recurring profile and/or the Credit Note. Other invoicing systems can do this. I'm not sure why Zoho Invoice doesn't have it. Here's an example for a Recurring Invoice... If a customer has open Credit Notes, and a saved credit card set for auto-pay, once an invoice goes out, the credit balance gets automatically applied

                                                                                                  • Workflow for "Expenses" module?

                                                                                                    Hi there, over the last 2 years, Zoho Expense has seen tremendous growth and we are happy with it. But, sometimes it is frustrating to see things are being implemented halfheartedly, or so it seems. For example, There is the possibility to create workflows

                                                                                                  • Record Template - Conditionally printing sections

                                                                                                    Is there a way to conditionally print a section of a Record Template? More specifically I am printing records from a Form "Invoice". That Form has 3 SubForms. I'd like to print the content of those SubForms using a Record Template but only if they have at least one line item. If they have no line items, I'd like to hide the headers for that section on the printout.

                                                                                                  • User can choose the PDF report

                                                                                                    Hi. I would like to find out if a user (Creator or customer portal) to choose from the different PDF customised reports that have been built?

                                                                                                  • Query table pull last 12 months

                                                                                                    I am tying to pull the following criteria and the date is always what causes me the issue. I want to pull people (pco_id) who have entries of "event_id" being these 2 events and whos "kind" is Regular or Guest and where the event_starts_at (date column)

                                                                                                  • PLEASE FIX Search options and consider a Global seach option

                                                                                                    A recent update has removed the ability to search for addresses and phone numbers under contacts. We cannot find where this moved to (If it is still available). Please put these options back as we cannot locate specific projects anymore. Also please consider allowing for a Global search. This would really improve the search engine. For example: If I search for "Sally Jones" then all invoices , estimates, vendors etc.. would populate.. Please let me know if you need any more information. Thank You....

                                                                                                  • Customize your calendar based on personal preferences

                                                                                                    Greetings, We're happy to introduce a few new capabilities to the Activities module's Calendar View! Now you can tailor your calendar's appearance and notification settings to suit your needs. In the past, the Calendar View lacked customization options

                                                                                                  • BUG ALERT: Client Script + Commands -> $Page contextual data is not updated

                                                                                                    When using the new Client Script Commands feature, there is an issue with the Client Script $Page contextual data not accurately being updated each time a Command is run. Assuming a Client Script Command called "Client Script Command Bug" with the following

                                                                                                  • Show iFrame of related List inside of Blueprint Transition

                                                                                                    Hey, is it possible to show an iFrame of a related list like this inside of a Blueprint transition?

                                                                                                  • Lookup Fields not Converting

                                                                                                    I manage holiday properties. I have a lookup to the Accounts (Properties) in the Leads module. The lookup is connected to the property address field. When I convert it the lookup field does not update in Deals, although the property address does. There

                                                                                                  • 2024: A Year of Transformation with Zoho Forms

                                                                                                    As we close the curtain on another exciting year, it’s time to reflect on the strides Zoho Forms has taken in 2024. From empowering businesses with advanced tools to simplifying workflows and enhancing user experiences, our updates this year were all

                                                                                                  • Stop selling out of stock Items.

                                                                                                    Hi I have been using Zohobooks for a around 8 month now. I am not involved in selling process but my staff cant stop selling product which they do not hold in stock, this is a big headache for me as physical count never matches what is shown on the books. 

                                                                                                  • Bigin API Token Request ("invalid_client")

                                                                                                    Hi people, I tried to connect to the API without success, I've read all of the documentation multiple time and tried just about everything. I tried to do it with Python Request module and with Postman, passing the information through both the URL parameter

                                                                                                  • Customer Happiness not clickable when using API

                                                                                                    Is there a way to automatically add the Customer Feedback links when generating email drafts via the API? Currently, the feedback links are only added when generating an email draft using the UI. I tried using the endpoint described in https://desk.zoho.com/DeskAPIDocument#CustomerFeedback#CustomerFeedback_Getthecustomerfeedbackplaceholderlink

                                                                                                  • Send To Zoho Sign not Showing

                                                                                                    The button send to Zoho sign is not showing on my Zoho CRM . Is there additional steps I need to take after installing Zoho Sign to CRM ?

                                                                                                  • How to Get An Image's URL once it's uploaded to library?

                                                                                                    I manage to find URLs to the images I uploaded to my library, but after a day, it seems the links stop working like its only temporary. Where can I find the ACTUAL solid URL for my images that I upload to my Library so I can use them for my custom template / HTML coded template? Thanks, Mac

                                                                                                  • 【Zoho CRM】インポート機能のアップデート：既存データへのタグ追加が可能に！

                                                                                                    ユーザーの皆さま、こんにちは。コミュニティチームの藤澤です。 今回は「Zoho CRM アップデート情報」の中のインポート機能のアップデートをご紹介します。 Zoho CRMのタグは、データを効率的に分類、認識するためのラベルです。 タグ付けは次の3つの方法で行えます： 個別タグ付け：少数のデータを手動でタグ付け 自動化：特定のタイミングで繰り返しタグ付け 一括更新：インポート機能でタグを追加または更新 今回のアップデートでは、インポート時に既存のタグを残したまま、新しいタグの追加、既存タグを置き換えできるようになりました。

                                                                                                  • Bluerprints: How to connect the created record back?

                                                                                                    I've a blueprint which creates another record as part of an 'After' transition. But the two records don't seem to be linked together. If it's not automatic - how do I get the created record ID to link it to the original record? Thanks!

                                                                                                  • Populate a Related List Item based on a Stage

                                                                                                    I would like to know if I can populate a CLOSED DEAL section in a contact that populates only when a Deal (something in the Deal Module) is listed as Closed - Won. I'd like another section that is just called deals, which shows me all other deals that

                                                                                                  • Being able to draw inside a module ?

                                                                                                    I was wondering if anyone know of a solution for this request. We would like to be able to draw directly from one module in the CRM and have it attached to that record. Here is an example. Paul would go to the customer once he as done the measuring, he

                                                                                                  • Holidays

                                                                                                    Hi; For defining Holidays, you need to add logic to handle the year as well as the month & day. We need to be able to enter Holidays for the next year. I need to add a holiday for January 2, 2017, but I can't until January 1st, which is a Sunday and we

                                                                                                  • Delete a department or category

                                                                                                    How do I delete a Department?  Also, how do I delete a Category? This is pretty basic stuff here and it's impossible to find.

                                                                                                  • Remove or hide default views

                                                                                                    I'm looking to only have the views pertinent to my organization.  Is there a way to show only my custom views (or separate them to a different area or something)? If not, this should be a feature as switching from Zendesk we had this option...

                                                                                                  • Analytics Module: Can you move items from one dashboard to another?

                                                                                                    Is there a way to move items from one dashboard to another? I want to rearrange my dashboard now that I know what i'm doing but i don't want to remake my various widgets? Edit: Hey Zoho, This would be a good feature: to be able to move/copy widgets to

                                                                                                  • Copy Widget to another Dashboard

                                                                                                    I can see the option to clone a widget to the same dashboard but is it possible to copy it to another dashboard?

                                                                                                  • Custom Deal Name in Lead Conversion Mapping

                                                                                                    I know there are ways to change the name of a Deal after conversion using a custom function, so no need to repost that information. I would like to see the CRM Improved with Deal Name Customisation and I think the Lead Conversion Mapping page would be

                                                                                                  • Introducing Record Summary: smarter insights at your fingertips

                                                                                                    Hello everyone, Building on the recent launch of Zoho's in-house Zia Large Language Model (Zia LLM)—a major milestone in Zoho CRM’s AI capabilities—we’re excited to introduce the Record Summary feature. This powerful addition makes use of Zia LLM to simplify

                                                                                                  • Suppress "spreadsheet will not be saved" message on published sheet

                                                                                                    I have published a sheet and have one column on that sheet that the user can edit (a dropdown picklist where the user can select the status for each line). Is there a way to suppress the Zoho Sheet message "Any changes made to this published spreadsheet

                                                                                                  • Missing "Email Authentication" tab

                                                                                                    Backstage is alerting users about "Unauthenticated Domains" with a large prompt in the backend. It adds a link to learn more. On this tutorial page, it shows where to find the "Email Authentication" tab in this screenshot. However, in our Backstage, that

                                                                                                  • Show item Cost value on Item screen

                                                                                                    The Item screen shows Accounting Stock and Physical Stock. It would be very helpful if value information could be displayed here as well, for instance Cost Price. Currently, to find the Cost Price (as used for inventory valuations) from inside the item

                                                                                                  • Integration with Moodle

                                                                                                    Greetings, I hope find all doing well and safe. I've recently returned to using Zoho Flow after a break and was hoping to connect my WooCommerce store with Moodle, the world's most widely used learning management system. My goal was to automatically enroll

                                                                                                  • How to Record Loan with interest

                                                                                                    I have received loans from friend he give me like 2 loans so far one is one year repayment and one short, how to properly record his payment, and repayment and give him statement  for each loan he give me 

                                                                                                  • Task status - completed - other options

                                                                                                    I have a dumb question I know i can make custom statuses for the tasks - but is there anyway to make additional "completed" statuses like for instance if i have a task "call back customer" and i leave a vm for them to call back marking it "completed -

                                                                                                  • Task module and related-to field

                                                                                                    In modules other than the Task Module I can add several lookup fields to provide a variety of relationships. In the Task module lookup fields are not available. There is only one "related to" field which I want to use for Company. But I want to relate

                                                                                                  • Add Lookup Field in Tasks Module

                                                                                                    Hello, I have a need to add a Lookup field in addition to the ones that are already there in the Tasks module. I've seen this thread and so understand that the reason lookup fields may not be part of it is that there are already links to the tables (https://help.zoho.com/portal/en/community/topic/custom-fields-on-task-module).

                                                                                                  • migrating from Zoho Invoices (CRM) to Zoho Books

                                                                                                    Good day, I was wondering if there was a easy way to migrate all the quotes and invoices from Zoho Invoices CRM to Zoho Books. We plan to move to using Zoho Books in a few weeks and would like to have all the quotes and invoices from the past 3 years

                                                                                                  • Zoho MA and Custom Module

                                                                                                    I am trying to create a sync between Markting Automation and Zoho CRM. I am mapping a custom module from the CRM. The custom module has email field mobile phone field However I cannot finish the integration since the system keeps asking me for email or

                                                                                                  • Next Page