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
Good 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 activitiesVoC in Zoho CRM is now data savvy: Explore response drilldown, summary components and participation in CRM criteria
VoC has all the goods when it comes to customer intelligence—which is why we're constantly enhancing it. We recently added the following: A customer drilldown component that shows you the list of prospects and customers behind a chart's attribute ExpandedWrapping up 2025 on a high note: CRM Release Highlights of the year
Dear Customers, 2025 was an eventful year for us at Zoho CRM. We’ve had releases of all sizes and impact, and we are excited to look back, break it down, and rediscover them with you! Before we rewind—we’d like to take a minute and sincerely thank youPresenting 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 deliversCreate 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 standard
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
SalesIQ Chat Owner to CRM Lead Owner Mapping
There is no proper mapping between the SalesIQ chat owner and the CRM lead owner. When a chat is assigned to an agent, the lead created in CRM is often assigned to a different user, forcing admins to manually change ownership every time. This createsEnhancements for Currencies in Zoho CRM: Automatic exchange rate updates, options to update record exchange rates, and more
The multi-currency feature helps you track currencies region-wise. This can apply to Sales, CTC, or any other currency-related data. You can record amounts in a customer’s local currency, while the CRM automatically converts them to your home currencyEnsure Consistent Service Delivery with Comprehensive Job Sheets
We are elated to announce that one of the most requested features is now live: Job Sheets. They are customizable, reusable forms that serve as a checklist for the services that technicians need to carry out and as a tool for data collection. While onAny update on adding New Customer Payment Providers who support in store terminal devices?
Currently there is only one Customer payment provider listed for terminal devices in USA- Everyware. They charge a monthly fee of almost $149 minimum. Will you add other providers - like Zoho Payments or Stripe or Worldpay that would allow integratedGetting Subform Fields to Display Top to Bottom
I have a form where the fields are all in one column. I want to insert a subform where the fields are stacked in one column as well. I have built both the form and subform but the subform displays the fields from left to right instead of a stacked column. This will cause a problem displaying the subform correctly on mobile apps. How can I do this please?' Here is my form with subform now. As you can see the subform "Follow Up Activity" is displaying the fields left to right. I need them to go topHow do i move multiple tickets to a different department?
Hello, i have several tickets that have been assigned to the wrong department. I am talking about hundreds of automatically generated ones that come from a separate system. How can i select them all at once to move them to another department in one go? I can select them in "unsassigned open tickets view" but i can't find a "move to another department" option. I also can't seem to assign multiple tickets to the same agent in that same view. Could somebody advice?Zoho CRM Layouts
I have customised all our modules, Leads, Contacts and deals, and within them, I have created lots of different layouts depending on the type of Lead or contact, for example. Since the new Zoho UI came out, they have all disappeared. I have gone intoHow to Convert NSF to PST Format Effortlessly? - SYSessential
It is highly recommended to obtain the error-free solution of the SYSessential NSF to PST converter to convert NSF files from Lotus Notes. Using this professional software, it becomes easier to convert all NSF database items, including emails, journals,Can't connect to POP and SMTP over VPN
I use Thunderbird to access Zoho Mail via POP and SMTP. I have configured an app-specific password for Thunderbird to use. Everything is properly configured and works correctly — until I enable my VPN. I'm using a paid commercial VPN service (Mullvad).my zoho mail is hacked
my email is sending my username and password to people i dont knowSuministrar accesos
Asunto: Enable UPLOAD_RULE for API Attachments Mensaje: Hola, Necesito habilitar la capacidad de subir attachments vía API en Zoho Mail. Actualmente recibo el error: "UPLOAD_RULE_NOT_CONFIGURED" al usar el endpoint: POST /api/accounts/{accountId}/messages/attachmentshow to change the page signers see after signing a document in zoho sign
Hello, How can I please change the page a signer sees after signing a document in Zoho Sign? I cannot seem to find it. As it is now, it shows a default landing page "return to Zoho Sign Home". Thanks!Introducing real-time document commenting and collaboration in Zoho Sign
Hi, there! We are delighted to introduce Document commenting, a feature that helps you communicate with your recipients more efficiently for a streamlined document signing process. Some key benefits include: Collaborate with your recipients easily withoutPolish signer experience to compete with docusign
I would like to suggest that someone spend the little bit of time to polish the signer experience, and the email templates to more of a modern professional feel. They are currently very early 2000s and with some simple changes could vastly improve theTicket Loop from Auto Responce
We’re seeing an issue where a client’s help desk triggers a ticket loop. When they email us, our system creates a ticket and sends the acknowledgement. Their system then creates a ticket from that acknowledgement and sends one back to us, which createsvalidation rules doesn't work in Blueprint when it is validated using function?
I have tried to create a validation rule in the deal module. it works if I try to create a deal manually or if I try to update the empty field inside a deal. but when I try to update the field via the blueprint mandatory field, it seems the validationHow to make rule to filter out some emails from receiving the notification "Receiving a new ticket"?
Good Morning, We are currently using the "Receiving a new ticket" notification rule to provide that auto reply template to a customer that emails us for support. However, there are some emails we don't want to receive this auto-reply. Where can I setZoho Signatures Missing
In the past after collecting signatures from two different PDFs I would merge them by calling an api and the signatures would appear in the combined PDF. Recently the signatures have disappeared whenever I combine the PDFs together. Why did this randomlyStop the Workarounds: We Need Native Multi-Step Forms
After over 17 years of community requests, I'm hoping the Zoho team can finally address the lack of native multi-page form support in Zoho Creator. This has been one of the longest-standing feature requests in the community, with threads spanning nearlyMetadata API Access to Functions
I think it would be incredibly helpful to have api access to every function's code. Our team primarily uses deluge functions to update fields across modules according to business logic. I would like to create a visual dependancy model for our CRM, butFilter button in the Zoho Sheet Android App doesn't toggle on
I am a new Zoho Sheets user and experiencing a specific issue with the filter functionality in the Android mobile application. Detailed Issue Description: The filter icon appears correctly in the toolbar. Upon tapping the filter icon/button, the toggleAutomate pushing Zoho CRM backups into Zoho WorkDrive
Through our Zoho One subscription we have both Zoho CRM and Zoho WorkDrive. We have regular backups setup in Zoho CRM. Once the backup is created, we are notified. Since we want to keep these backups for more than 7 days, we manually download them. TheyExciting 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 powerfulReply to Email for SO/PO
Hello, We are new to Zoho Books and running into an issue. Our support@ email is our integration user. When our team is sending out PO/SO's we are updating the sender email, but for some reason many of our responses are coming back to our support@ emailNew activity options for workflows
Greetings, We are excited to announce the addition of two new dynamic actions to our workflow functionality: Create Event and Schedule Call. These actions have been thoughtfully designed to enhance your workflow processes and bring more efficiency toRemove the “One Migration Per User” Limitation in Zoho WorkDrive
Hi Zoho WorkDrive Team, Hope you are doing well. We would like to raise a critical feature request regarding the Google Drive → Zoho WorkDrive migration process. Current Limitation: Zoho WorkDrive currently enforces a hard limitation: A Zoho WorkDriveEnrich your contact and company details automatically using the Data Enrichment topping
Greetings, I hope you're all doing well. We're happy to announce the latest topping we've added to Bigin: The Data Enrichment topping, powered by WebAmigo. This topping helps you automatically enhance your contact and company records in Bigin. By leveragingImportant Update: Google Ads & YouTube Ads API Migration
To maintain platform performance and align with Google's newest requirements, we are updating the Google Ads and YouTube Ads integrations by migrating from API v19 to the newer v22, before the official deprecation of v19 on February 11, 2026. Reference:Kaizen #228 - Process Large-Scale Migrated Data Using Catalyst Solutions
Howdy, tech wizards! This week’s Kaizen explores how Catalyst Solutions in the Zoho CRM Developer Hub help import large volumes of data into Zoho CRM while improving data quality and simplifying the migration process. Why Catalyst Solutions? CatalystZoho Expense Import Reports Won't Work Because Default Accounts Already Exist
Im trying to import reports from another Zoho expense account to mine and im getting errors that won't allow the import to happen The account name that you've entered 'Ground Transportation' already exists. Enter another name for the account and try again.zInactive License for free account.
I recently upgraded my Cliq subscription not my team (on the free version), are unable to login to their accounts. The error message received is Inactive License Looks like you have not been covered under the current free plan of users. Please contact2026 Product Roadmap and Upcoming Features
This is your guide to what is coming in Zoho Vertical Studio throughout 2026. We’ll update this post throughout the year as items move from development to release, and as and when new initiatives are added. Once a feature is released, it will be reflectedPlease, make writer into a content creation tool
I'm tired of relying on Google Docs. I'm actually considering moving to ClickUp, but if Writer were a good content creation tool instead of just a word processor, I would finally be able to move all my development within the Zoho ecosystem, rather thanSyncing zoho books into zoho crm
I was wondering how I can use zoho books in crm as I have been using them separately and would like to sync the two. Is this possible and if so, how? ThanksRelease Notes | January 2026
We have rolled out a set of powerful new enhancements across Zoho Vertical Studio that bring several long-awaited capabilities to your applications. These updates focus on deeper customization, smarter automation, better reporting, and improved usabilityLive Chat for user
Hi everyone, I’m new to Zoho Creator and wanted to ask if it’s possible to add a live chat option for all logged-in portal users so they can chat internally. I’m trying to create a customer portal similar to a service desk, but for vehicle breakdowns,Power up your Kiosk Studio with Real-Time Data Capture, Client Scripts & More!
Hello Everyone, We’re thrilled to announce a powerful set of enhancements to Kiosk Studio in Zoho CRM. These new updates give you more flexibility, faster record handling, and real-time data capture, making your Kiosk flows smarter and more efficientAnnouncing new features in Trident for Mac (1.34.0)
Hello everyone! We’re excited to introduce the latest updates to Trident, which are designed to take workplace communication to the next level. Let’s take a quick look at what’s new. Connect with customers using Zoho Voice integration. You can now easilyMassive Zoho Books failure
We have not received any communication or notification from Zoho, but we have detected that Zoho Books is not working for all our users. We cannot access or use Zoho Books. This is critical. We are trying to contact Zoho on the Spain telephone number,The Social Wall: January 2026
Hello everyone, We’re back with the first edition of The Social Wall of 2026. There’s a lot planned for the year ahead, and we’re starting with a few useful features and improvements released in January to help you get started. Create a GBP in SocialNext Page