Rodger's Helpful Deluge Scripts #3 - Automatically attach files to CRM records when a file is added to Workdrive
Hi Everyone,
I'm hoping this one will be really helpful for a lot of people. One thing that's missing from Zoho is a tighter integration between Workdrive and CRM. Whilst an update is in the works as far as I'm aware, file management can still be a needlessly complicated problem. And while there are apps out there that help with this, they often don't work with custom modules, or in the way you want.
Wouldn't it be great if you could just drag and drop your files into a workdrive folder and they all get renamed and appear on your CRM record without any effort from you? In this post, I will show you how to automatically create folders in workdrive AND LINK THEM TO THE CRM RECORD so that when a new file is added to the folder, it's automatically attached to the CRM record.
This is the basic process:
- CRM record is created
- Workdrive folder is created
- A Data Bind is created between the CRM Record and the Workdrive Folder
- When a new file is added to the Workdrive Folder, a function is triggered that attaches the file to the CRm Record.
When the file is attached to the CRM Record, we can take this opportunity to do whatever we want to aid in file management. In one of our organisations we accomplish the following in one of our business processes:
If the new file is a csv, the data is parsed and added to a subform on the recocrd
If the new file is a PDF, it is renamed with a specific format
If the new file contains a specific string of text, we know it's a thumbnail image, so it's uploaded to the record image
...
You get the idea of what we can do, so let's get into it.
Step 1: Create a CRM Function to receive the Data
First we need to create a function in CRM to receive a webhook, essentially a packed of data sent from Workdrive to CRM.
Head over to your functions in CRM and create a new Standalone function. Give it a name and description if you want.
We're going to create an argument called crmAPIRequest (spelled exactly like that, this is case sensitive) and se tthe argument type as string
Now save that and save the function, we don't need anything in there yet. In your function menu, click on the elipses (the 3 dots) and select REST API
Turn on "API Key" and the system will generate a url for you. Copy and save that URL as we will need it for Step 2. This finishes Step 1.
Step 2: Create an app in Workdrive
Firstly, we need to create an "App" in Workdrive. This will monitor your folder for specific events and send a webhook when that event is triggered, i.e new file created.
In Workdrive, head to the Admin Console --> Apps --> + New Custom App
Give your app a name that's descriptive and informative and paste your client ID. (There's insructions in the opo-up window about how to get your client ID)
When you have created your Custom App, go into it and head over to "Webhooks" and click "+ Create New Webhook"
Give your webhook a name and description if you please. The endpoint URL will be the url of your function that you created in step 1. This tells the app where to send the packed of data.
Next we select the event that will trigger the webhook. In this case, we want it to trigger when a file is uploaded.
Finally we want to specify the folder to monitor. This will be the parent folder that all your new folders will sit under. When you're done, click "Create Webhook"
Step 3: Setup the Data bind
A data bind links 2 records together with their unique ids. To do this we need a field on your CRM Record to store the Wokdrive Folder ID. Make this a single line field. If you don't know how to do this, then this guide is not for you.
So that stores the Workdrive folder ID, but what stores the CRM record ID? The answer is a Data Template. In you Workdrive Admin Console, head over to Data Templates and create a data template. Add a single line text field to your data template. This will store the CRM Record ID
Step 4: Create folders in Workdrive with Deluge function.
Now that we have set this up, we need to create folders and associate store the respective IDs. This will be done on record creation.
Use the following code snipped to create your folder
- // Create folder
- header = Map();
- header.put("Accept","application/vnd.api+json");
- data = Map();
- data_param1 = Map();
- att_param1 = Map();
- att_param1.put("name",<Folder Name>);
- att_param1.put("parent_id",<Parent Folder ID>);
- data_param1.put("attributes",att_param1);
- data_param1.put("type","files");
- data.put("data",data_param1);
- createFolder = invokeurl
- [
- url :"https://www.zohoapis.com.au/workdrive/api/v1/files"
- type :POST
- parameters:toString(data)
- headers:header
- connection: <Your Workdrive Connection>
- ];
- info createFolder;
- // m_record.put("Folder_Id",createFolder.get("data").get("id")); - Put the created folder ID into the map for your CRM record
- // Associate Data Template
- header = Map();
- header.put("Accept","application/vnd.api+json");
- data = Map();
- data_param1 = Map();
- att_param1 = Map();
- att_param1.put("resource_id",createFolder.get("data").get("id"));
- att_param1.put("data_template_id","s1a2u5f693092015d4edc876d9043efcf9bcd-73963000001705001"); //
- innerattr_param = List();
- innerattr_param_map1 = Map();
- innerattr_param_map1.put("custom_field_id",<Custom Field ID>);
- innerattr_param_map1.put("value",<CRM Record ID>));
- innerattr_param.add(innerattr_param_map1);
- att_param1.put("custom_data",innerattr_param);
- data_param1.put("attributes",att_param1);
- data_param1.put("type","custommetadata");
- data.put("data",data_param1);
- associateDataTemplate = invokeurl
- [
- url :"https://www.zohoapis.com.au/workdrive/api/v1/custommetadata"
- type :POST
- parameters:data.toString()
- headers:header
- connection: <Your Workdrive Connection>
- ];
- info associateDataTemplate;
Note: Use the following documentation to get the ID of your Data Template Field needed for line 33 above Zoho WorkDrive API Documentation
Then update your CRM record with the ID of the workdrive folder you created.
Generally, we don't attach this folder to the CRM Record, all we want to see in the CRM record are the files within the folder, not the folder itself.
Step 5: Set-up CRM Function to receive Webhook and attach file to CRM Record
Now we need to go back to your CRM Function which you setup in Step 1 and we're going to add some code:
- crmAPIRequest = crmAPIRequest.get("body");
- getFolderMetadata = invokeurl
- [
- url :"https://www.zohoapis.com.au/workdrive/api/v1/files/" + crmAPIRequest.get("data").get(0).get("resource_info").get("parent_id") + "/custommetadata"
- type :GET
- headers:{"Accept":"application/vnd.api+json"}
- connection: <Your Workdrive Connection>
- ];
- info getFolderMetadata.get("data").get(0).get("attributes").get("custom_data").get(0).get("value");
- recordId = getFolderMetadata.get("data").get(0).get("attributes").get("custom_data").get(0).get("value"); // Gets the Data out of the Data Template - This is the CRM Record ID
- r_record = zoho.crm.getRecordById(<Module>,recordId); //Get your CRm Record
- fileID = crmAPIRequest.get("data").get(0).get("resource_info").get("resource_id");
- m_map = Map();
- // Attach new file to CRM Record
- //
- l_attachments = list();
- data = Map();
- data.put("$link_url","https://workdrive.zoho.com.au/file/" + fileID);
- data.put("File_Name",<Your File Name>);
- if(!data.isEmpty())
- {
- data.put("$resource_id",recordId);
- data.put("$type","teamdrive");
- l_attachments.add(data);
- payload = "attachments=" + zoho.encryption.urlEncode({"data":l_attachments});
- attachFile = invokeurl
- [
- url :"https://www.zohoapis.com.au/crm/v2/<Module>/" + recordId + "/Attachments"
- type :POST
- parameters:payload
- connection: <Your CRM Connection>
- content-type:"application/x-www-form-urlencoded"
- ];
- info attachFile;
- // Rename File in Work Drive
- data = Map();
- data_param1 = Map();
- att_param1 = Map();
- att_param1.put("name",<Your File Name>);
- data_param1.put("attributes",att_param1);
- data_param1.put("type","files");
- data.put("data",data_param1);
- renameFile = invokeurl
- [
- url :"https://www.zohoapis.com.au/workdrive/api/v1/files/" + fileID
- type :PATCH
- parameters:data.toString()
- headers:{"Accept":"application/vnd.api+json"}
- connection: <Your Workdrive Connection>
- ];
- info renameFile;
- }
- if(!m_map.isempty())
- {
- info zoho.crm.updateRecord(<Module>,recordId,m_proof);
- }
- return "";
So how does the above code work?
Firstly, we get the body of the Webhook, this has all the data we really want.
Next we get the file metadata, this will contain the data in teh Data Template, which of course is the CRM Record ID.
Now that we have the CRM Record ID from the file Metadata, we can fetch the CRM Record. Contained within the Webhook is also the File ID in Workdrive, so this gives us all the information we need to attach the file to your CRM Record and rename the file in Workdrive.
Within this function you can now do whatever you want with the file or anything else. Let's say you want to send an email when a specific file is uploaded, you can do that here. Or if you want to send a notification via Cliq to someone when a file is uploaded, do that here. You can code specific filename syntaxes so that all your files are perfectly name all the time, the limits are endless.
This is far more advanced than most deluge functions posted on here, so see how you go, play around and have fun. If you have any questions, I'll try to respond as soon as possible.
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
Rodger Brehaut
Vigneshwaran K
Sticky Posts
Presenting ABM for Zoho CRM: Expand and retain your customers with precision
Picture this scenario: You're a growing SaaS company ready to launch a powerful business suite, and are looking to gain traction and momentum. But as a business with a tight budget, you know acquiring new customers is slow, expensive, and often deliversGood news! Calendar in Zoho CRM gets a face lift
Dear Customers, We are delighted to unveil the revamped calendar UI in Zoho CRM. With a complete visual overhaul aligned with CRM for Everyone, the calendar now offers a more intuitive and flexible scheduling experience. What’s new? Distinguish activitiesCreate and populate a record in an instant: Introducing zero-shot field prompting to Zia's ICR
A couple of months ago, we upgraded our in-house AI image detection and validation tool, Zia Vision, with intelligent character recognition (ICR). By training Zia with sample images, you could create and enrich CRM records with data extracted from standardIn-person ZUG Meetups for Real Estate Professionals - US Q1 2026
The Real Estate Zoho User Group is going on a multi-city, in-person meetup tour across the US, and we’d love to see you there! These meetups are a great opportunity to: Connect with fellow real estate professionals using Zoho Share challenges and discoverNimble enhancements to WhatsApp for Business integration in Zoho CRM: Enjoy context and clarity in business messaging
Dear Customers, We hope you're well! WhatsApp for business is a renowned business messaging platform that takes your business closer to your customers; it gives your business the power of personalized outreach. Using the WhatsApp for Business integration
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
Cliq iOS can't see shared screen
Hello, I had this morning a video call with a colleague. She is using Cliq Desktop MacOS and wanted to share her screen with me. I'm on iPad. I noticed, while she shared her screen, I could only see her video, but not the shared screen... Does Cliq iOS is able to display shared screen, or is it somewhere else to be found ? RegardsIs it possible to remove filtering options?
My CRM has a lot of custom fields that should not be used in filters or views. Fields that are automated and exist only to store temporary values that get used in functions. These create a lot of noise in the list of fields to filter. Isn't there anyNew Mandatory One-Click Unsubscribe Link Overshadowing Custom Unsubscribe Link
I was recently informed by Zoho CRM Support that they are now mandated by the large email service providers like Google and Yahoo to provide a one-click unsubscribe option in the header (not the body) of all mass emails. I have a custom unsubscribe linkhow to undoreconciled transaction
how to undo reconciled transactionCan I export all attachments from Zoho CRM?
Can I export all attachments from Zoho CRM?Exciting Updates to the Kiosk Studio Feature in Zoho CRM!
Hello Everyone, We are here again with a series of new enhancements to Kiosk Studio, designed to elevate your experience and bring even greater efficiency to your business processes. These updates build upon our ongoing commitment to making Kiosk a powerfulChange eMail Template for Event-Invitations
Hello ZOHO-CRM Team How I can change the eMail Template for Event-Invitations? I work with the German Version of the Free Version. I know how I can modify eMail alerts or Signature Templates, but where I can other eMails modify you send out? Thank you for your answer. Regards, JuergRight-Click Pipeline to Open in New Tab
Please add the ability to right-click on a pipeline to open it in a new tabService Title in Service Report Template Builder
I am currently working on the Service Report Template Builder in Zoho FSM. I have created three separate service report templates for different workflows: Preventive Maintenance Report Requested Service Report Installation Report My issue is that I cannotZoho Sign for Zoho Projects
Documents authorization and validation with signature is now easier in project management with Zoho Projects' Zoho Sign extension. Sign documents or send them for signatures directly from tasks and issues using Zoho Sign extension in Zoho Projects. ExtensionDeluge Learning Series – Best Practices in Deluge | December 2025
We’re excited to bring you the next session of the Deluge Learning Series, focused entirely on writing cleaner, faster, and more reliable Deluge code. In this edition, we’ll dive deep into the essential best practices every Deluge developer should followAssociate a Contact to a Campaign using deluge?
If I want to add one record to another related list, which zoho function do I use? zoho.updateRelatedRecord is not it I don't think. I simply want to take a "Contact" and associate it to a "Campaign" using deluge. Can anyone help? contactId = 5122008000000796037;Add "Groups" above "Users" in the Zoho Forms Left Menu
Hi, We have Groups but you have to go to a Form and Share or use the Directory App to manage them, please add "Groups" above "Users" in the Zoho Forms Left Menu so you can manage them in 1 place within Zoho Forms too. Thanks DanWhat tool is best to import PST to Zoho Mail?
The best tool to import PST to Zoho Mail is Aryson PST Converter, as it offers direct and secure migration without data loss. Zoho Mail does not support native PST file imports, so using a professional tool is the most reliable solution. Aryson PST ConverterChanging field types
Question im a Zoho CRM user and curious, if I change a flied type from single or multi line text to a URL field type will i lose the data in the field or will it be converted to website link automatically. ThanksAdding Taxes to paid consultations in Zoho Bookings
I created a 'paid' consultation under Zoho Booking and integrated it with payment gateways for online/instant payment before a booking is done. How can I add 'taxes' to the price of consultation? I can add taxes to other Zoho apps (liks Books, Checkout,Zoho CRM Reports Module on Mobil App
I have the mobile app and the reports module doesn't appear in the sidebar for some reason. I saw a Youtube video where the user had the Reports module on mobile. Is there a setting to show it on mobile? Thanks.Inquiry on Help Centre Tab Customisation
Hi Zoho team, I’m wondering if it’s possible to further customise the Help Center tabs, specifically the descriptions under Knowledge Base, Community, and Tickets. While the current setup allows customising tab names, being able to tailor the descriptionsPassing a form object to a function
Suppose I have a sort_order field in multiple tables and I want to increment it by +1 onCreate of a new record. Is there a way to pass the form object as an argument into the function to keep things DRY? The following function from Zia works, but I'dCan you copy and paste a page within a form?
I have been looking at trying to copy/duplicate a whole page within a form. I can't see how I can do this without having to add all the data in again. This is very time consuming. Any help would be great.Zoho Desk Limitations
Good day, all, I would like to know whether others share my frustration with some of Zoho's limitations. Don't get me wrong, I like Desk (and I also have a subscription for Analytics), I have been with them for close to 10 years, and unfortunately, ISMS to customers from within Bigin
Hi All, Is there anyone else crying out for Bigin SMS capability to send an SMS to customers directly from the Bigin interface? We have inbuilt telephony already with call recordings which works well. What's lacking is the ability to send and receiveUnable to sort as Descending order
Trying to change the sort order for a lookup field (checkboxes) from Ascending to Descending and keep getting an error in Deluge that the order must be Ascending Did anyone ran into this? Thanks EyalHow do I copy an email message to one or more other folders?
I can move a message to another folder using the "move to" option but I can't figure out how to copy a message.New feature request: Allow copy of email message to another folder
Hello Zoho team, This is a suggested new feature to allow copy an email message to either another folder or the same folder. Within the same Zoho account. This is not a support request about "label". This is a suggested new feature to allow copies ofHotmail is blocking the zoho mail IP
Greetings, Since last Tuesday (5 days ago today) I wrote to Zoho support and I still haven't received a single response (Ticket ID: 2056917). Is this how you treat people who pay for your email service? I am making this public so that those who want toDesk DMARC forwarding failure for some senders
I am not receiving important emails into Desk, because of DMARC errors. Here's what's happening: 1. email is sent from customer e.g. john@doe.com, to my email address, e.g info@acme.com 2. email is delivered successfully to info@acme.com (a shared inboxCreator Simplified #11: Create a custom button to download files
Hey there! This time, let's see how to create custom buttons to download the files uploaded in the file upload field. Sample use-case A training app has a module that provides the materials for all the available courses. Students can click on the correspondingHide horizontal lines at bottom of form
Hi I have a page with 3 forms embedded in html snippets. On each of the forms I can hide the submit button easily but I am left with the horizontal lines that bound that section and I cannot figure out to remove them (see below for the two sets of horizontalAutosaving of Form Field
HI can anyone suggest a way of autosaving or simulating an autosave function for a specific field in a form. The story is as follows. I have a bunch of technicians who write notes on how they do a repair. Sometimes they write for a couple of hours the troubleshooting process. If they click incorrectly, press ESC, Cancel or the browser crashes the information is lost which can be heartbreaking so my guys use notepad and then copy the information in. The only way around this is to click submit on theZoho Tracking Image location
So we've been having an issue with tracking email opens. Specifically in Gmail. Our emails are not that long either, maybe 4 sections of image/250 characters of text/button per section. But all my test accounts I used via Gmail we're showing opens. But then come to find out the tracking image is at the very bottom of the email. So If the message is clipped (It always just clips our social icons on the bottom) and the user doesn't click the show more button it never tracks the open. Looking at otherAI Interview Insights: Turn Recorded Interviews into Quick Transcripts & Summaries
Evaluating interviews shouldn’t require replaying long recordings or taking manual notes. With AI Interview Insights, you can now review complete transcripts and AI-generated summaries of your One-way (Recorded) interviews right inside Zoho Recruit. ThisHow do I associate pricebooks to a customer?
I setup a few pricebooks, that worked fine. But now the only thing I can do with it, when I enter a quote or sales order, I can select which pricebook to use, but I have to do this product by product every time I add one. Is there a way to connect a pricebookEmployee Appraisal Applicability - Why is Date of Joining Hard-Coded?
In the new (to me, at least) Performance Appraisal Cycle wizard, it's possible to set criteria to determine for whom the appraisal process should apply. This makes sense on its face. However, one MUST use the Date of Joining criterion as a filter. WhySpotlight series #6: The Show app for Android TV has a new look!
Hello everyone! We are delighted to introduce our revamped and redesigned Show app for Android TV. Smart TVs are exploding in popularity. Android TV alone has over 110 million active monthly devices. Zoho Show, as part of a constant effort to improveAsk the Experts 26: Brighten every customer interaction with Zoho Desk all year long
Hello everyone, Greetings and welcome to Ask the Experts 26. As we wrap up 2025, we are excited to invite you to the 26th episode of our Ask the Expert series. 🎄The Merry Metrics Edition = Best of Zoho Desk [Best Practices + Holiday Automation + Year-EndPricing calculator
Alright, so I'm trying to create a pricing calculator/pricing report generator to use in a cabinet shop. I did all the logic and such, and the calculator works. I have a few other things that I would need it to be able to do though, I'll do my best toBug Details
In the Bug detail the milestoneid is missingGroup by Owner/ Owner Kanban /Group by Custom Field
Hi, We are missing the option of viewing Tasks grouped by their owner, as it is an essential function for us to manage our employees' working tasks. We find it hard to inspect what are the tasks that our employees are working on. We are seeking an optionStop completed task lists from disappearing?
Is there any way to stop projects from making tasks lists disappear when all the tasks in the list are completed? That's one of those little things where we're constantly fighting the product. For instance we have some projects which are ongoing - no start and end date. We use Kanban view to show the various task lists. We don't want the kanban list to disappear every time the items on it happen to be closed out. ThanksNext Page