Kaizen #21 - Functions in Zoho CRM
Hello everyone!
Welcome back to another week in the Kaizen series!
What will you learn from this post?
- What are Functions in Zoho CRM?
- Creating a function
- Choosing a function category
- Function body
- Integration Tasks
- Triggering Functions
- From Zoho CRM functionalities
- From third-party applications
- Limits of Functions
1. What are Functions in Zoho CRM?
- Functions help you accomplish the tasks that are not available by default in Zoho CRM.
- You must write custom functions using DELUGE [Data Enriched Language for the Universal Grid Environment]—An online scripting language.
- Using custom functions, you can automate actions within Zoho CRM, across Zoho products, or between Zoho CRM and any other third-party application.
Note:
Functions are supported only in the enterprise and ultimate editions.
2. Creating a function
To create a function:
Step 1: Go to Setup > Developer Space > Functions
Step 2: Click +New Function
Step 3: Enter details like the Function Name, Display Name, Description, and choose the function category.
2a. Choosing a function category
Functions can fall under five categories:
- Button: The function gets executed when the user clicks the custom button.
- Automation: The function gets executed based on workflow rules.
- Schedule: The function gets executed based on a schedule.
- Related List: The function gets invoked from a related list.
- Standalone: A stand-alone function that can be triggered externally.
- Validation Rule: The function gets executed based on a validation rule.
Here is an example of a function that automatically generates a quote from a deal on just the click of a button. In DealToQuote() function, the input values are extracted from deals. You can also choose to get them from the users as arguments or JSON request body.
2b. Function Body
potDetails = zoho.crm.getRecordById("Deals",potId.toLong());//integration task /*Extracting details from the deal*/ quotesubject = ifnull(potDetails.get("Deal_Name"),""); contact = ifnull(potDetails.get("Contact_Name").get("id"),""); account = ifnull(potDetails.get("Account_Name").get("id"),""); description = ifnull(potDetails.get("Description"),""); RelatedProducts = zoho.crm.getRelatedRecords("Products","Potentials",potId.toLong()); product_items = List(); sub = 0.0; /*Extracting product details from the deal and adding it to quote*/ for each product in RelatedProducts { proid = product.get("id"); proname = product.get("Product_Name"); productDesc = ifnull(product.get("Description"),"Manque Description Produit !!!"); quantity = 1; price = ifnull(product.get("Unit_Price"),"0.0").toDecimal(); listprice = price * quantity; lineitem = Map(); lineitem.put("product",{"name":proname,"id":proid}); lineitem.put("product_description",productDesc); lineitem.put("quantity",quantity); lineitem.put("net_total",listprice); lineitem.put("total",listprice); lineitem.put("list_price",listprice); sub = sub + listprice; product_items.add(lineitem); } /*Storing quote details*/ paramap = Map(); paramap.put("Product_Details",product_items); paramap.put("Subject",quotesubject); paramap.put("Contact_Name",contact); paramap.put("Account_Name",account); paramap.put("Deal_Name",potId.toLong()); paramap.put("Sub_Total",sub); paramap.put("Grand_Total",sub); paramap.put("Description",description); createResp = zoho.crm.createRecord("Quotes",paramap); info paramap; info createResp; newid = createResp.get("id"); return "Success"; |
Step 5: Once you have written your logic, click save and execute.
Step 6: Enter the argument values, if any.
Step 7: If your function gets executed successfully, you will get a success message.
Step 7: Click Save.
3. Integration Tasks
Integration tasks are pre-defined functions that allow you to get, create, and update records in Zoho CRM. You can simply use these method names in your Deluge script along with the required data to make API calls.
In the above example, we have used the getRecordById() integration task that retrieves the details of the deal. For instance, the Deal Name, Contact Name, Account Name, and so on.
Syntax:
<response>=zoho.crm.getRecordById(<module_name>, <record_ID>, <connections>); |
Parameters:
| Parameter | Description |
response | The response with the list of records matching the criteria. |
module_name string, mandatory | The API name of the module you want to fetch the records from. |
record_ID string, mandatory | The unique ID of the record. |
connections string, optional | The connectors that are associated with the function. |
Example:
potDetails = zoho.crm.getRecordById("Deals",potId.toLong()); |
Some of the other available integration tasks are:
- zoho.crm.convertLead(): To convert a lead into a contact and and an account.
- zoho.crm.getRelatedRecords(): To get records related to a parent record. Example: The products associated with a deal.
- zoho.crm.updateRelatedRecords(): To update the records related to a parent record.
- zoho.crm.searchRecords(): To search for specific records by specifying the criteria for the search.
4. Triggering functions
A function needs a trigger to get executed. You can trigger a function in two ways:
4a. From Zoho CRM functionality
4b. From third-party applications
Scenario:
Functions are primarily used to write custom business logic in Zoho CRM. Consider a scenario, where you want your sales representatives to create a quote after reviewing the deal. Instead of letting them create each quote manually, you can add a custom button in the Edit Deal page, which when clicked upon, triggers a function that creates a quote.
Also, you can configure a third-party system to automatically create a quote in Zoho CRM when the deal amount is less than 1000 OR the deal stage is closed-won. Thus, avoiding manual intervention and enabling them to emphasise on substantial deals.
Let us discuss how to trigger the DealToQuote() function via a custom button and a third-party application. You can also trigger the same function from a third-party application as a REST API webhook.
4a. From Zoho CRM functionality (Custom Button)
- Go to Setup > Customization > Modules and Fields.
- From the List of Modules, select the required module.
- In the Links & Buttons tab, click Create New Button.
- In the Create Your Button page, do the following:
- Enter the name of the button. The button name should not exceed 30 characters.
- Click the Add Description link and specify the details of your custom button. The description should not exceed 250 characters.
- Choose the location of your custom button from the drop-down list.
- Custom buttons can be placed in 6 different places in your CRM account - Create/Clone page, Edit page, View page, List View page, a button to each record in the list view and Related Lists Page. Note that you can create up to 50 buttons for each module.
- Choose an action to be executed when a user clicks the custom button. You can either choose a predefined action from the gallery or the existing functions that were already created by the users in your organization. Also, define your own action by writing a custom function, open a new web tab or invoke a URL based on your needs. It is mandatory to choose the button action. In our case, From Existing Actions in Functions. Choose the function and click Configure.
6. Map the input values to the fields in that module and click Save.
Once the custom button is associated with an action, CRM Administrators can manage permissions by assigning only specific profiles to view and access the custom button.
Similarly, you can associate functions with Schedules, Workflows, Validation Rules, and Related Lists.
4b. From third-party applications
Here, we are going to configure a third-party system to automatically create a quote in Zoho CRM when the deal amount is less than 1000 OR the deal stage is closed-won, thus avoiding manual intervention.
To achieve this, we are going to trigger the DealToQuote() function from a third-party application (automate.io), whenever the above conditions are met.
If you want to trigger a function from a third-party application, you must make it available as REST API.
1. Go to Setup > Developer Space > Functions
2. Choose the function > Click more options > Click REST API
3.Enter the API name for the function.
4. Enable OAuth 2.0 to share the function as an API within your organization and enable API key to share the function as a webhook with any third-party user.
Click Save.
You must make the API call from the third-party application using the request URL received here.
The DealToQuote() function is triggered from a third-party application (automate.io). You can achieve the same using:
- Zoho Flow
- Zoho CRM workflow rule that is triggered whenever a deal is updated
Sample bot configuration in automate.io:
We have triggered the DealToQuote() function using custom button as well as a third-party application.
5. Limits of Functions
Function calls in Zoho CRM are associated with credits. Each function call results in reduction of one credit from your account.
Maximum credit limit based on your edition
Edition | Allowed Credits | Maximum credits that can be availed in a 24 hour window |
Starter | 5,000 credits + (Number of User licenses x 200) | 10,000 credits |
Standard | 5,000 credits + (Number of User licenses x 200) | 15,000 credits |
Professional | 5,000 credits + (Number of User licenses x 200) | 20,000 credits |
Enterprise/Zoho One/CRM Plus | 20,000 credits + (Number of User licenses x 500) | 1,00,000 credits |
Ultimate | 20,000 credits + (Number of User licenses X 1000) | 2,00,000 credits |
Limits based on properties of a function
Functionality | Description | Limits |
Execution Time | Function should be executed within the specified time. | 1 minute |
Response Limit | Function should return the response within a particular size. | 10 MB |
Lines of execution | The number of lines in a function code has a limit. | 200,000 |
Send Mail | The number of emails that you can using the send mail syntax has a limit. | 1000 per day |
Webhooks | GET and POST URLs | 50,000 requests per day |
We hope you found this post useful. Stay tuned for more!
Cheers!
Previous 'Kaizen' - Node JS SDK
Next 'Kaizen' - Connections in Zoho CRM
Access your files securely from anywhere
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
Sneha Sridharan
Sticky Posts
Client Script | Update - Introducing Commands in Client Script!
Have you ever wished you could trigger Client Script from contexts other than just the supported pages and events? Have you ever wanted to leverage the advantage of Client Script at your finger tip? Discover the power of Client Script - Commands! CommandsKaizen #165 : How to call Zoho CRM APIs using Client Script
Welcome back to another exciting Client Script post! In this post, we will discuss one of the most frequently asked questions: How do you call Zoho CRM APIs from Client Scripts? In this kaizen post, 1. Ways to make calls to Zoho CRM APIs using ClientKaizen#162 : Add Tags and Open Pre-filled Email Drafts via Client Scripts
Hello everyone! Welcome to another informative Kaizen post. In this post, let us see how to accomplish the following using Client Script. 1. How to auto-tag a record based on field update? 2. How to Open a pre-filled email draft This post will provideExtension Pointers - JS SDK series #4: Managing data from a widget using ZOHO.CRM.HTTP
Handling and managing the data between two applications is a major factor for an efficient business. There are a variety of ways to handle data between Zoho CRM and other third-party applications. You can use deluge CRM tasks, create connectors, use APIKaizen #152 - Client Script Support for the new Canvas Record Forms
Hello everyone! Have you ever wanted to trigger actions on click of a canvas button, icon, or text mandatory forms in Create/Edit and Clone Pages? Have you ever wanted to control how elements behave on the new Canvas Record Forms? This can be achieved
New to Zoho TeamInbox?
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
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
AI read notes or explanation
It would be such a great feature to have AI voices be able to read our Notes or Explanation If not having the AI speak the notes at run time, how about a feature where inside of Zoho Show you can have it look at all the notes of all the slides and haveTop Menu Disappeared from Blog Page
Hi, Our top menu disappeared at Blog Posts page. However, it's still visible any other page on the website. I attached two screenshots, so it can be understood clearly. How can we bring back top menu? Thanks, K.Managing Prepaid Hours for Consulting
We are a consulting firm that bills clients a flat upfront annual fee plus an hourly rate and offer a discount for pre-paying a block of hours. Hours that surpass the pre-paid block are billed monthly at the normal rate. If there are any pre-paid hours remaining at the end of the project they are banked for future use. I'm not seeing a method of doing this in Projects/Books/CRM... thoughts?ZOHO Widget SDK not loading in html
I have this code below, I have imported the widgetsdk however I get the error shown in the image, I have tried many different ways of importing and initiating the function ZOHO but nothing is working. can someone explain what I'm doing wrong, if I amEnhancements to Zoho Corp Help Center "Team Requests" View
Dear Zoho Team, I hope this message finds you well. The ability to view both my tickets and my team’s tickets in the Zoho Corp Help Center is a fantastic feature, especially as the focal point for Zoho in our organization. However, we’ve encountered aAllow Multiple Scheduled Appointments with Zoho Support
Dear Zoho Team, I hope you're doing well. First, thank you for introducing the option to schedule support calls via the Zoho CRM booking link. This has been a fantastic enhancement, eliminating the need for back-and-forth coordination when schedulingProjectwise budget ---
Can we have a Project wise subject in addition to the Monthly, and quarterly ACCOUNT LEVEL budget?WorkDrive API Documentation
WorkDrive provides users and developers an extensive set of APIs to help integrate functionalities of Zoho WorkDrive with other Zoho applications and third-party tools. We have published the official WorkDrive API Documentation page for all external users.Error 403: Forbidden When Updating Email Signature via API
Hi Zoho Desk team, First, congratulations again on the excellent Zoho API. But, I’m encountering an issue while attempting to update an email signature via the API. Whenever I make a request to update the signature, the response returns an HTTP 403 ForbiddenWho can see draft replies on tickets?
We have noticed that we are able to see draft replies made by other agents. Which settings can limit this visibility? It makes sense to me that admins and the agent who created the draft would be able to see the draft, but no one else. How can we makeSerious question: Are there actually "solo-preneurs"/small business owners who made Zoho-one work well for them?
L.S. After already many years of continued struggle with Zoho-One, I am seriously wondering if there are actually solo-preneurs (one person small business owners - without a large, dedicated IT dept.) who got it (Zoho-One) to work well for their businesses.Major iOS issues when accessing forms via the browser
Hi, We have been using forms for some time, while the office staff are accessing the forms via the app on Android mobiles, we have a fleet of sub contractors that we would not like them having access to the main app as some of the forms are confidentialAll notes disappeared
I've been using the notebook app for over five years on my phone without being logged into an account. A few days ago I opened the app and all my notes had disappeared. Since then I tried restarting my phone, updating the app and logging into my account,How to Iterate a Function in Zoho Desk Workflow with Delay Between Calls?
Hi everyone, I’m working on a function in Zoho Desk that searches for a specific ticket record. If the ticket is not found, I need to retry the search multiple times with a delay between each attempt until the ticket is located or a maximum number ofHow to Iterate a Function in Zoho Desk Workflow with Delay Between Calls?
Hi everyone, I’m working on a function in Zoho Desk that searches for a specific ticket record. If the ticket is not found, I need to retry the search multiple times with a delay between each attempt until the ticket is located or a maximum number ofWork Orders / Bundle Requests
Zoho Inventory needs a work order / bundle request system. This record would be analogous to a purchase order in the purchasing workflow or a sales order in the sales cycle. It would be non-journaling, but it would reserve the appropriate inventory ofZoho Books API Limit Is RIDICULOUS!!!!!!!!!!!!!
The 2,500 API call limit in Zoho Books is about as useful as AOL dialup. Seriously Zoho, not only can I use up 2,500 API calls in no time with my own app but YOUR OWN STUPID IPAD APP blows through them super fast too, so if any one of my clients wantsQR codes in templates
I'm excited about the new QR code generator. I have included a QR code that contains the record ID setting "${ID}" as input data. In the report detail it works perfectly but when printing it in a template the code is not shown.Button Display Conditions
Hi Guys, Is it at all possible to have extra button conditions? Context: We have data in our deals module which has a custom button which converts the deal into contacts + set up relationships between them. At the end of the conversion we set a fieldKnowledge base: The nitty-gritty of SEO tags
A well-optimized knowledge base with great SEO can benefit your company by allowing customers to find help articles and support resources using search engines. This enables customers to quickly and efficiently find the information they need without directSocial Media Simplified with Zoho Social: Make the best out of the publishing calendar
Are you a marketer who likes visualizing your plan of action before you start social media posting? Are you part of a team that works on social media on a rotational basis, so the most important task is to collaborate to avoid overlap and confusion? OrCustom function daily limit and procedural programming
Dearest Zoho Today, support confirmed that if I call a custom function from another custom function then I will use up two, with regards to my daily limit. A few times, we have blown our daily limit and that means that ordinary business processes don't run for the rest of the day. I have to mop these up the following day and there is no guarantee that I will get it right. Therefore, I can't afford to waste any. Procedural programming has been around for over 50 years now and it greatly simplifiesUnified customer portal login
As I'm a Zoho One subscriber I can provide my customers with portal access to many of the Zoho apps. However, the customer must have a separate login for each app, which may be difficult for them to manage and frustrating as all they understand is thatWelcome Link Expired
Hi The links sent to the users didn't get clicked on in time and now all the links have expired. Is there a way to send a new link without deleting them and re-adding them>New enhancements: Changing portal users' email addresses and new customization options for templates
Dear All, Portals have enabled organizations to extend access to various CRM modules to their customers, vendors, partners, and end users, per their business requirements. When a portal is created, an invitation email is sent to portal users with a linkGranular Time Frame Settings for Message Deletion and Editing in Zoho Cliq
Dear Zoho Team, I hope you're doing well. Currently, the settings for message deletion and editing in Zoho Cliq are configured globally under: Admin Panel > Organisation > Configurations > Conversations Delete messages: Time frame to allow message deletionNew Built In QR/Barcode Generator Print Settings
I'm trying out the new QR/Barcode generator field in Creator. I would think most people will want to print these, like I do. I am not seeing any way to control the height or width of the barcode for printing (inside the print/pdf template builder). TheZoho One. Client Script
Hi, I would like to know if the Client Script feature is available in Zoho One. If it's, how can I enable it?Calendar View for Zoho Tickets
Is there a way to view your tickets with due dates on a calendar view? I can not find a way to merge my Zoho Calendar and Tickets. This would be extremely helpful to my team.Delete / Modify Default Career Site - Zoho Recruit
Hello, It would be very useful if we could delete a default career site or change which of our career site is the default. Our Career site was created when there were issues with Zoho Recruit creating English CTA buttons on French Career sites. The onlyWorkflows for Timesheet
Good day, Any way to have timesheet as triggers? I looked into Zoho Flow and into Zoho Project automation but no where can I have timesheet as a trigger. Basically, I would like to trigger something upon timesheet approval. Right now, the only way toIs it possible to hide Developer Space for all user in Zoho Projects
Hello! I am Zoho admin in a company and we want to use Zoho Project to manage projects, but after a few days of testing we are not able to "hide" the Developer Space from all kind of users except the admin. To sum up, I want to hide this for all users.Introducing automation and utility conversations in WhatsApp marketing
We’re excited to announce the addition of two new features to our WhatsApp integration: Automation and Utility conversations. These enhancements will allow you to streamline your marketing efforts and engage with your customers more effectively by automatingExtracting data from cells in zoho sheets for zoho books
I am currently uploading my bank statment in excel format to zoho workdrive. I would like flow to extract certain data and send it to zoho books. Would scripting in zoho flow be able to help me with this? By this I mean should I attempt this in zoho flowWithin the Basic KPI component in Analytics, it is impossible to set "next" day range as a filter
Hi there, I am currently setting up a deal dashboard for the Sales team. While it is possible to filter deal records to show records that were created LAST X days only, it looks like a NEXT X days Closing date filter is not available. Would it be possiblePulling Specific Products from Sales Orders in Books to a CRM Record
We currently process orders directly through our website (woocommerce) as well as through manual sales orders in zoho books. When an order comes through the website, all of the individual products from that order show up in the CRM record of that customer.Você já viu os cursos do Zoho Mind?
Pessoal, Tem uma plataforma da Zoho chamada Zoho Mind, muito interessante os cursos e vídeos tutoriais que lá possui. Para a turma do Zoho Creator, tem uma dica de Buscar dados em Formulário, segue o link e clique em Zoho Creator. https://www.zohomind.com.br/#/videostutoriaisComo gerar gatilhos para pagamento de impostos no Zoho Books?
Olá Pessoal, boa tarde! Gostaria de saber como vocês estão escriturando os impostos a pagar no Zoho Books. Vi que temos a opção de Bills, porém se eu escriturar nesta aba do Zoho Books para gerar lembretes de tempo de vencimento por exemplo vai refletirSubform Time field to string.
Good afternoon All. I have a Subform 'Delivery_Receiving_Hours' that captures Day (Dropdown), Time_Open (Time), and Time_Close (Time). I need to capture this data and send it to a multiline field in the CRM. The code, posted below, below will captureworkflow for bounced email gets triggered, but email is status = opened
Hello, I have a workflow that sends me an email if outgoing email are bounced. Now I got some kind of this emails, but the corrosponding contacts have status = open at the email. Why this bounce-workflow is triggered? Reports > Email Reports > BounceNext Page