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
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 simplifySuppress "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 spreadsheetMissing "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, thatShow 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 itemZoho Analytics to Zoho Sheets - automatic update?
Hi all, If I create a zoho sheet from an Analytics Report or Analytics Data, is there a way for the zoho sheet to automatically update as the Report / Data in analytics updates?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 enrollHow 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 meTask 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 relateAdd 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 yearsZoho 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 orWhen is partial reimbursement going to be launched?
Hi there. I saw somewhere that the partial reimbursement feature is in the work. What is the update and ETA of that? Our clients and prospects have been asking us and we agree that that is an important feature to have.Year-End Wrap: Declutter Your Inbox Using Email Filters
Ping!—an email drops in. And another. And another! It's finally that time of the year when your inbox will be bursting with messages from team members, clients, and marketing agents, leaving you feeling overwhelmed and distracted. Sounds familiar? NowUnified Notes View For Seamless Collaboration
To facilitate better coordination among different departments and team members, the notes added to a record can now be accessed in all its associated records. With this, team members, from customer service representatives to field technicians, can easilyQ4 Europe In-person Zoho User Group Meetup: Streamlining Your Business Processes & Introduction to Zoho CRM for Everyone
Hello Zoho Community, We are excited to announce our upcoming Zoho User Group meetup in Europe! This session is designed to help you streamline your business processes using Zoho CRM, with a special focus on enhancing customer interactions and leveragingFormula fields - Request for dynamic recalculation / proper implementation
Hi Guys, I have a big problem with Zoho formula fields. They don't recalculate each time the record is viewed - only when a record is edited. Formula fields should be updated dynamically each time a record is retrieved. As an example: I have a formulaItems attribute questions
Many of my items have attributes, such as size and color. How can I add new fields to the "New Items" screen to capture that in my Purchase Orders, Items, and Sales Order pages? I only see these attribute fields when adding an Item Group. Also, on theOrganize and Track Phases with Phase Custom Views
Phase Custom Views let you filter and display phases based on specific criteria. This helps you focus on what’s most relevant for you and your team. Filter phases using criteria such as budget, status, and more. Share views with specific users or teamsRecord Asset Received as Payment
How exactly would you account for this in books? For example, I receive a mini computer for a review and I get to keep it after the video is published. Would debit my normal asset account (e.g. Computers) and credit an income account (e.g. Other Income).Invoice Line Item Report
Is it possible to run an 'Invoice Line Item Report'? The 'Invoice Details Report' shows one row per invoice. I would like one row per Invoice Line Item.Transform Your Customer Support with AI-Powered Chatbots in Zoho SalesIQ
Ever wondered how some companies seem to have superhuman customer support? Let's uncover their secret! In the digital age, customer expectations are skyrocketing. Did you know that according to McKinsey, 75% of consumers expect a response within fiveProgressive Invoicing
Progressing invoicing is needed for many industries. It would be great to see it implemented into Zoho Books as well. Set up and send progress invoices in QuickBooks Desktop (intuit.com)Client Script - mapping data from different module
Dear ZOHO Team Firstly I need to describe the need - I need to have data from Contacts module based on lookup field - the 5 map limit is not enough for me because I have almost 20 fields to copy So I have decided to make a Customer Script - and from unknownDORA compliance
For DORA (Digital Operational Resilience Act) compliance, I’ll want to check if Zoho provides specific features or policies aligned with DORA requirements, particularly for managing ICT risk, incident reporting, and ensuring operational resilience inFiles Uploaded to Zoho WorkDrive Not Being Indexed by Search Engines
Hello, I have noticed that the files I upload to Zoho WorkDrive are not being indexed by search engines, including Google. I’d like to understand why this might be happening and what steps I can take to resolve it. Here are the details of my issue: FileZoho Creator Upcoming Updates - December 2024
Hi all, We're excited to be back with the latest updates and developments on the Creator platform. Here's what we're going over this month: Deluge AI assistance Rapid error messages in Deluge editor QR code & barcode generator Expandable RTF and multiCustomer can't comment on SO or Invoice
Hi I just saw that my customers are not able to submit a comment either on invoices or sales order. What happens if my customer hits submit is just nothing. only a red line appears on top of the page which probalby indicates an error. I'm not able toZoho Creator customer portal limitation | Zoho One
I'm asking you all for any feedback as to the logic or reasoning behind drastically limiting portal users when Zoho already meters based on number of records. I'm a single-seat, Zoho One Enterprise license holder. If my portal users are going to add records, wouldn't that increase revenue for Zoho as that is how Creator is monetized? Why limit my customer portal to only THREE external users when more users would equate to more records being entered into the database?!? (See help ticket reply below.)See Calendar When Creating Meetings On Record Page
It would be a great user experience to see you calendar while you are creating a meeting on a record page. Here is how I imagine it could look:Saved filters, layout rule support, related list quick navigation, and more
Hello Everyone, We're excited to share some new features and enhancements in the Zoho CRM iOS and Android apps that will improve your mobile experience. These updates will make your CRM journey more efficient and user-friendly. Here's a look at what'sPower of Automation: Automatically send an email to all portal users with today's list of Open tasks.
Hello Everyone, A Custom Function is a user-written set of code to achieve a specific requirement. Set the required conditions needed as to when to trigger using the Workflow rules (be it Tasks / Project) and associate the custom function to it. Requirement:-Introduction of Robotics Process Automation in Zoho products
It will be great if Zoho can start advancing from automation to robotics process automation. For a start, it can be started with smart document understanding. Provide OCR engines Google cloud, Microsoft Azure Computer vision OCR, Microsoft OCR, OmnipageLock a custom field on a deal record but keep all other fields editable?
I have a custom field, which auto-populates a job number upon converting a lead to a deal but the automation breaks if someone accidentally edits that field. I want to lock that field but keep all other fields open. Is this possible? I've tried throughAdd Feature To Hide Plugin Sections On Record View
Hi team, I'm trying to help a client tidy up their CRM. When it comes to record view some sections and fields are visible no matter what Layout Rules are applies and they are not removeable from the layout editor. I would like to see an option to hideCreator Simplified #10: Predefine Form Field Values and Make Them Read-Only for Users
Hey Creators, Ready for this week's tip in the Creator Simplified series? Today, we will explore how to have read only fields in a form. Use Case: Assume a scenario where the default value for a Department field needs to be English Literature, but youfetch records from analytics table from creator
I have a creator workflow that I am working in that will compare data from within the app to a table in zoho analytics. Is there a way to fetch a record from Analytics? I have attempted a custom connector with analytics and tried to use it with invokeDirectly Edit, Filter, and Sort Subforms on the Details Page
Hello everyone, As you know, subforms allow you to associate multiple line items with a single record, greatly enhancing your data organization. For example, a sales order subform neatly lists all products, their quantities, amounts, and other relevantAbility to Change Custom View After Cadence Creation
Dear Zoho Team, I hope you are well. We would like to request an enhancement to the Cadence feature in Zoho CRM. Currently, during the creation of a Cadence, we can select a Custom View under the "Who is this for?" section. However, once the Cadence isZoho Creator Integration with QuickBooks: A Step-by-Step Guide
Introduction: Integrating Zoho Creator with QuickBooks allows you to sync your business data between the two platforms, providing a seamless experience for managing accounting, invoicing, and financial data. This integration helps automate workflows andNext Page