Hello all! 

Welcome back to a fresh Kaizen week. 

In this post, we will explore how to automate the deal handoff process in Zoho CRM using Zia Assistant API + Workflow + Deluge + Widgets.

Here’s how the final output looks when a deal is reassigned

1. Deal owner reassignment

When a deal owner is updated, the workflow is triggered automatically in the background.

2. Instant deal summary for new owner

The newly assigned owner can instantly view a complete AI-generated summary using the Deal Summary button.

Now that we have seen the outcome, let’s understand the problem and how we built this solution step by step.

Table of Contents

1. Introduction
2. The Problem with Deal Handoffs
3. What if we could automate this entire process?
4. Use case
5. How the automation works?
6. How Zia Assistant API generates insights?
7. Prerequisites for using the Zia Assistant API
8. Implementation steps
1. Step 1: Create a custom field
2. Step 2: Create a Deluge Function
3. Step 3: Create a Workflow Rule
4. Step 4: Create and configure the Widget
   
9. Conclusion 

Introduction

The problem with deal handoffs

What if we could automate this entire process?

Instead of making the sales rep read everything manually, what if the system understood the deal by itself?

Imagine this flow:

1. As soon as the deal owner changes:
2. The system collects all related information
3. AI analyzes the complete context
4. A clear and structured summary is generated.
5. The new owner sees everything instantly.

How Zia Assistant API generates insights?

The Zia Assistant API works based on two main inputs:

1. Context (chat_history): This contains all the data we collected from the Deal and its associated Account and Contact's notes, emails, history, and Deal details.
   
2. Prompt: The prompt tells Zia what we want from that data.
   

1. Give summary
2. Identify pain points
3. Highlight risks
4. Suggest next steps

Prerequisites for using the Zia Assistant API

Before using the Zia Assistant API inside the Deluge function, make sure that AI is enabled in Zoho CRM.

To enable AI configuration, go to Setup > Zia > Models > Zoho Hosted LLM vendor.
Note: In V8, only the Zoho Hosted LLM vendor can be enabled and used.                                  

Implementation steps

1. Create a custom field

Deluge code

3.Create a Workflow Rule

      Now, we connect everything using a Workflow.

      To automate the deal handoff process, the Deluge function should run whenever the Deal Owner changes.

      This is achieved using a Workflow Rule in Zoho CRM.

      Steps to create Workflow Rule

         3.1 Go to Setup → Automation → Workflow Rules

         3.2 Click Create Rule

         3.3 Module: Deals

         3.4 Rule Name: Deal Summary                              

               

1. Set Condition: Ensures it runs only during handoff
   
1. Field: Deal Owner
2. Condition: is modified. In our case, if the Deal Owner is not Logged in User, then the workflow should trigger.

           3.6 Add "Instant Actions"

1. Attach Deluge function:
   
1. Click + Action → Function
   
2. Select your function: Deal Handoff Summary
2. Send email to new deal owner: Click + Action → Email Notification
   

            When a deal is reassigned, the new sales representative may not immediately notice the change.

            By sending an email notification:

1. The new owner is instantly informed that a deal has been assigned.
2. They know where to check the details through the widget (the widget implementation is explained in the next section). In our case, the complete deal information is available in the Deal Summary button widget on the Detail View page in the Deals module.
3. It helps reduce delays in taking action on the deal.

            3.7 Click Save.

4. Create and configure the Widget

Q. How the new owner views the summary?

Once everything is set up, here's how it works for the new owner:

1. A deal is reassigned to them.
2. They receive an email notification about the new deal.
3. They open the Deal record in CRM.
4. They see a new button called Deal Summary on the detail view.
5. They click the button.
6. A widget pops up showing the complete AI-generated summary.

Everything they need to know about the deal is right there in one place. No searching through notes. No scrolling through emails. Just a clean, readable summary.

The button is always available. They can click it anytime to refresh their understanding of the deal.

Conclusion 

With this approach, we automated the entire deal handoff process in Zoho CRM.

Instead of manually going through notes, emails, and history, the new deal owner gets a clear, structured summary instantly.

This not only saves time but also improves decision-making and ensures a smoother customer experience.

We trust that this post meets your needs and is helpful. Let us know your thoughts in the comment section or reach out to us at support@zohocrm.com

Stay tuned for more insights in our upcoming Kaizen posts!

Happy coding!!!

                     

Kaizen #233 - Generating AI-powered Follow-up Emails Using CRM Functions and Widgets

Related Reading

1. Kaizen Directory
   
2. Kaizen Index:
   
1. API Series
   
2. Function Series
3. Widget Series
3. Deluge Documentation
   
4. API Documentation:
   
1. Zia Assistant API
   
2. Workflow Rules API