Rodger's Helpful Deluge Scripts #3 - Automatically attach files to CRM records when a file is added to Workdrive

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:
  1. CRM record is created
  2. Workdrive folder is created
  3. A Data Bind is created between the CRM Record and the Workdrive Folder
  4. 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

  2. // Create folder
  3. header = Map();
  4. header.put("Accept","application/vnd.api+json");
  5. data = Map();
  6. data_param1 = Map();
  7. att_param1 = Map();
  8. att_param1.put("name",<Folder Name>);
  9. att_param1.put("parent_id",<Parent Folder ID>);
  10. data_param1.put("attributes",att_param1);
  11. data_param1.put("type","files");
  12. data.put("data",data_param1);
  13. createFolder = invokeurl
  14. [
  15. url :"https://www.zohoapis.com.au/workdrive/api/v1/files"
  16. type :POST
  17. parameters:toString(data)
  18. headers:header
  19. connection: <Your Workdrive Connection>
  20. ];
  21. info createFolder;
  22. // m_record.put("Folder_Id",createFolder.get("data").get("id")); - Put the created folder ID into the map for your CRM record
  23. // Associate Data Template
  24. header = Map();
  25. header.put("Accept","application/vnd.api+json");
  26. data = Map();
  27. data_param1 = Map();
  28. att_param1 = Map();
  29. att_param1.put("resource_id",createFolder.get("data").get("id"));
  30. att_param1.put("data_template_id","s1a2u5f693092015d4edc876d9043efcf9bcd-73963000001705001"); // 
  31. innerattr_param = List();
  32. innerattr_param_map1 = Map();
  33. innerattr_param_map1.put("custom_field_id",<Custom Field ID>);
  34. innerattr_param_map1.put("value",<CRM Record ID>));
  35. innerattr_param.add(innerattr_param_map1);
  36. att_param1.put("custom_data",innerattr_param);
  37. data_param1.put("attributes",att_param1);
  38. data_param1.put("type","custommetadata");
  39. data.put("data",data_param1);
  40. associateDataTemplate = invokeurl
  41. [
  42. url :"https://www.zohoapis.com.au/workdrive/api/v1/custommetadata"
  43. type :POST
  44. parameters:data.toString()
  45. headers:header
  46. connection: <Your Workdrive Connection>
  47. ];
  48. 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:

  2. crmAPIRequest = crmAPIRequest.get("body");
  3. getFolderMetadata = invokeurl
  4. [
  5. url :"https://www.zohoapis.com.au/workdrive/api/v1/files/" + crmAPIRequest.get("data").get(0).get("resource_info").get("parent_id") + "/custommetadata"
  6. type :GET
  7. headers:{"Accept":"application/vnd.api+json"}
  8. connection: <Your Workdrive Connection>
  9. ];
  10. info getFolderMetadata.get("data").get(0).get("attributes").get("custom_data").get(0).get("value");
  11. 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
  12. r_record = zoho.crm.getRecordById(<Module>,recordId); //Get your CRm Record
  13. fileID = crmAPIRequest.get("data").get(0).get("resource_info").get("resource_id");
  14. m_map = Map();
  15. // Attach new file to CRM Record
  16. //
  17. l_attachments = list();
  18. data = Map();
  19. data.put("$link_url","https://workdrive.zoho.com.au/file/" + fileID);
  20. data.put("File_Name",<Your File Name>);
  21. if(!data.isEmpty())
  22. {
  23. data.put("$resource_id",recordId);
  24. data.put("$type","teamdrive");
  25. l_attachments.add(data);
  26. payload = "attachments=" + zoho.encryption.urlEncode({"data":l_attachments});
  27. attachFile = invokeurl
  28. [
  29. url :"https://www.zohoapis.com.au/crm/v2/<Module>/" + recordId + "/Attachments"
  30. type :POST
  31. parameters:payload
  32. connection: <Your CRM Connection>
  33. content-type:"application/x-www-form-urlencoded"
  34. ];
  35. info attachFile;
  36. // Rename File in Work Drive
  37. data = Map();
  38. data_param1 = Map();
  39. att_param1 = Map();
  40. att_param1.put("name",<Your File Name>);
  41. data_param1.put("attributes",att_param1);
  42. data_param1.put("type","files");
  43. data.put("data",data_param1);
  44. renameFile = invokeurl
  45. [
  46. url :"https://www.zohoapis.com.au/workdrive/api/v1/files/" + fileID
  47. type :PATCH
  48. parameters:data.toString()
  49. headers:{"Accept":"application/vnd.api+json"}
  50. connection: <Your Workdrive Connection>
  51. ];
  52. info renameFile;
  53. }
  54. if(!m_map.isempty())
  55. {
  56. info zoho.crm.updateRecord(<Module>,recordId,m_proof);
  57. }
  58. 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








                            Zoho Developer Community



                                Bootcamp
                                Community
                                Pricing
                                Webinars
                                What's New
                                Integrations
                                Contact Support
                                Contact Sales
                                  Zoho Survey Resources
                                    Features
                                    Survey Templates
                                    Integrations
                                    Community
                                    iOS Mobile Surveys
                                    Pricing
                                    Android Mobile Surveys
                                    Insurvey Blogs
                                    Insight Blogs
                                    Tips & Tricks





                                                Latest Feature Updates

                                                  • Desk Community Learning Series


                                                  • Digest


                                                  • Functions


                                                  • Meetups


                                                  • Kbase


                                                  • Resources


                                                  • Glossary


                                                  • Desk Marketplace


                                                  • MVP Corner


                                                  • Word of the Day


                                                  • Ask the Experts




                                                      Zoho SalesIQ Resources


                                                            Manage your brands on social media
                                                            Access Zoho Social

                                                              Zoho Pagesense Resources


                                                                  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 CRM Resources

                                                                                      • CRM Community Learning Series

                                                                                        CRM Community Learning Series


                                                                                      • Kaizen

                                                                                        Kaizen

                                                                                      • Functions

                                                                                        Functions

                                                                                      • Meetups

                                                                                        Meetups

                                                                                      • Kbase

                                                                                        Kbase

                                                                                      • Resources

                                                                                        Resources

                                                                                      • Digest

                                                                                        Digest

                                                                                      • CRM Marketplace

                                                                                        CRM Marketplace

                                                                                      • MVP Corner

                                                                                        MVP Corner









                                                                                          Design. Discuss. Deliver.

                                                                                          Create visually engaging stories with Zoho Show.

                                                                                          Get Started Now


                                                                                            Zoho Show Resources

                                                                                              Zoho Writer

                                                                                              Get Started. Write Away!

                                                                                              Writer is a powerful online word processor, designed for collaborative work.

                                                                                                Zoho CRM コンテンツ



                                                                                                  Nederlandse Hulpbronnen


                                                                                                      ご検討中の方




                                                                                                              • Recent Topics

                                                                                                              • Show Custom Button in Portal Listview Canvas

                                                                                                                I have created a custom button that shows in a list view of deals (internally I can see it). I have permissions to allow this button on the portal. But it is not displaying in the canvas list? Before I do too much leg work, is this function allowed?

                                                                                                              • Zoho Sites "pages" management page

                                                                                                                I have 80 plus pages on zoho sites. When I go to the "pages" link to view and edit pages, They are not in any kind of order, so I spend lots of time searching for pages when I need to edit or create new. How can I change the view order of all my pages

                                                                                                              • AI feature in Zoho Desk suggesting answers based on past ticket threads

                                                                                                                Hi I would like to suggest something that would be very useful : instead of suggesting answers based on the Knowledge Base, I think it would be great if Zia could analyze the history of all customer and agents threads, to suggest answers in new tickets.

                                                                                                              • Advanced Customization of the Help Center using JavaScript

                                                                                                                Hello everyone, The Help Center in Zoho Desk can be customized by using HTML and CSS to provide structure and enhance the page's appearance—but what if you want to add interactive and dynamic elements? You can add these effects with JavaScript, a programming

                                                                                                              • Introducing Zoho POS for the Kingdom of Saudi Arabia

                                                                                                                Hey everyone, We are excited to kick-start December with a completely personalized edition of POS for retail businesses in Saudi Arabia to help run your operations with ease. It offers four different subscription plans—Free, Standard, Professional, and

                                                                                                              • Unveiling Zoho Sites 2.0 - A new dimension in website building

                                                                                                                Dear Zoho Sites Users, We are thrilled to announce the launch of Zoho Sites 2.0 today! This refresh represents a significant step forward in the capabilities of Zoho Sites and is crucial for creating a lasting and positive impact on our customers' businesses.

                                                                                                              • Script Editor not an option

                                                                                                                I am trying to apply a script to a sheet and Script Editor is not an option. I don't want to go outside Sheets to do this (like Creator) if it can be done inside Sheets.

                                                                                                              • Not able to link email text.

                                                                                                                Kindly check Zoho Sites. I am unable to turn a text into a email link. The save button does not work. Kindly try yourself to see it not responding to save.

                                                                                                              • Migrate data from old to new account

                                                                                                                Hy, Have one Old Zoho Notebook Account with Data , want to migrate that whole Data to New Zoho Notebook Account which is in Zoho One . Is that possible ? If Yes then how?

                                                                                                              • Zoho Analytics Regex Support

                                                                                                                When can we expect full regex support in Zoho Analytics SQL such as REGEXP_REPLACE? Sometimes I need to clean the data and using regex functions is the easiest way to achieve this.

                                                                                                              • Add Custom Reports To Dashboard or Home Tab

                                                                                                                Hi there, I think it would be great to be able to add our custom reports to the Home Tab or Dashboards. Thanks! Chad

                                                                                                              • Pricing Strategies: #1 Nuances in Pricing

                                                                                                                When Clara first opened her digital printing shop, pricing was simple. She sold handmade greeting cards, planners, business cards, and other physical items at fixed label prices, individually and in bulk. One SKU, one price, one bill, and that's all it

                                                                                                              • [Free Webinar] Learning Table Series – Education Management in Zoho Creator

                                                                                                                Hello Everyone! We’re excited to invite you to another edition of Learning Table Series, where we showcase how Zoho Creator empowers industries with innovative and automated solutions. About the Learning Table Series The Learning Table Series is a free,

                                                                                                              • Move attachments from one module to another with Deluge

                                                                                                                I have created a button that works just like the convert button for my custom modules. I would like this custom function to move any attachments in this record to the new module. I can't seem to find any documentation on how this can be accomplished.

                                                                                                              • Help in function code

                                                                                                                Hi, could someone look at the code below and tell me what 's wrong with it? After a deal creation or edition the code should find the related Account, than all open Deals for that Account and copy the field Total_Open_Deals from the Account record to

                                                                                                              • Automation Series: Auto-update Phase Status

                                                                                                                Hello Folks! You can auto-update your phase's status based on status of underlying tasks using custom functions. In this series, we will showcase how to create and run custom functions, using Deluge, with ease. Follow the steps below and automate your

                                                                                                              • how to add subform over sigma in the CRM

                                                                                                                my new module don't have any subform available any way to add this from sigma or from the crm

                                                                                                              • Zoho Projects - Project Details on the Project Menu

                                                                                                                Hi Project's team, I've helped may businesses setup and use Zoho Project and one thing I see time and time again is confusion on where to find the Project Details information. I would be much more intuitive if Project Details was on the menu before Dashboard.

                                                                                                              • Zoho Projects - Add Feed to Project Tabs

                                                                                                                Hi Projects Team, I'm working on a lightweight communications requirement for one of my customers in relation to communicating with their client users via Zoho Projects. I noticed that the Feed is only available in the Collaboration section, but you can

                                                                                                              • Flow - Fetch info from drop down in another module

                                                                                                                I am running into a road block which I thought would be a simple task. My goal - The account is assigned to a "route" which can be selected from a drop down menu and adds a tag to the account accordingly (easy enough). Now when I create a task for this

                                                                                                              • Show unsubscribed contacts ?

                                                                                                                Hello, I would like to display the unsubscribed contacts. Unfortunately, I do not have this subscription type as described in the documentation (https://help.zoho.com/portal/en/kb/marketing-automation-2-0/user-guide/contacts/contact-management/articles/subscription-type-24-1-2024#Subscription_Type_field.)

                                                                                                              • Zoho Developer Community Hackathon 2025 is LIVE!

                                                                                                                Hey developers! It’s that time of the year again — the Zoho Developer Community Hackathon 2025 is officially open for registrations! If you’ve been waiting for a chance to stretch your skills, try something new, or finally bring that idea to life, this

                                                                                                              • Converted Leads Not Showing in Lead Reports

                                                                                                                Converted leads are not showing in the Lead reports. How can I make converted leads visible in the report,

                                                                                                              • Text widgets in dashboards

                                                                                                                Having a text widget in a dashboard would help immensely. It would allow adding links to related documents, relevant CRM views, etc. It would allow adding explanations of the data displayed in the other widgets, about how to interpret them or about filtering.

                                                                                                              • [Webinar] Zoho Writer for content creators and publishing houses

                                                                                                                Managing multiple drafts, edits, and client reviews doesn't have to slow you down. Join our upcoming webinar to see how Zoho Writer helps content creators and publishing houses create, edit, and publish seamlessly—all in one place. You'll learn how to:

                                                                                                              • Adding Reports to Portals

                                                                                                                Is there a way to add Reports to portals so only the user can see report templates relevant to them?

                                                                                                              • How to assign one Manual to multiple Spaces?

                                                                                                                Hello, I have two spaces, one called tech knowledge and the other one called HR knowledge. I have a manual that is called HR tech. I want to assign this manual to HR knowledge and tech knowledge. How should I do that?

                                                                                                              • Introducing VeriFactu Support in Zoho Books

                                                                                                                Hello users, Spain has introduced the VeriFactu system under Real Decreto 1007/2023 to ensure integrity, traceability, and anti-fraud compliance in e-invoicing. Starting January 1, 2026, all B2B invoices must be reported to Agencia Estatal de Administración

                                                                                                              • How can I assign courses to Spaces?

                                                                                                                How can I make courses show up here in this space?:

                                                                                                              • When will Zoho Learn be able to support SCORM files on the mobile app?

                                                                                                                When I click the SCORM content, I just get a message saying it's not possible yet. Yet implies that it will be coming soon. All I'm asking for is a realistic timeline so I know whether or not to invest my time in using it. If it will be soon, then I will

                                                                                                              • Announcing new features in Trident for Windows (v.1.35.6.0)

                                                                                                                Hello Community! Trident for Windows just got better with an update that makes working with your emails even more efficient. Let’s dive into what’s new! Work with PST files more efficiently. You can now do more than just view mounted PST files. You can

                                                                                                              • Marketing Tip #9: Track your traffic sources

                                                                                                                Not all marketing channels work equally well. Knowing whether your visitors come from Google, Instagram, or email helps you focus on what actually drives sales. Try this today: Check your Zoho Commerce reports or connect Zoho PageSense to see your top

                                                                                                              • Google Analytics import data inaccurate (as of October 11, 2025)

                                                                                                                We have Zoho Analytics connected to GA4 to import daily event data. This has been running without issue for a couple of years. However, a month ago we started noticing discrepancies. All data until October 10 lines up perfectly - October 11 onward is

                                                                                                              • Zoho Recruit Slow and Freezing on all screens

                                                                                                                We have had an issue with Zoho Recruit for weeks being extremely slow and at times freezing.  We have 100 mega internet, and I went into each computer and updated the virtual memory so there is more available.  Also restarted all computers daily.  Still having the issues.  Almost unable to work.

                                                                                                              • Prevent accidental duplicate entry of Customer Ordersome

                                                                                                                Zoho Support has confirmed that Zoho currently does not have any method (using Deluge, flow or any other method) to alert a user when a sales order has been entered twice using the same customer reference number (i.e. a duplicate). Most ERP platforms

                                                                                                              • Zoho Books | Product updates | November 2025

                                                                                                                Hello users, We’ve rolled out new features and enhancements in Zoho Books. From translating email notification templates to the new transaction locking restrictions, explore the updates designed to enhance your bookkeeping experience. Making Tax Digital

                                                                                                              • Insert Image into Notebook page

                                                                                                                Prior to today, I could add images to my notebook pages. Today when I tried to do this I got an error message that said something like, "There's been a problem on our end. Try again later." So, I've tried all the ways I know how, but I can't insert an

                                                                                                              • 【開催報告】名古屋 ユーザー交流会 Vol.2 2025/11/21 Zoho Analytics / Inventory で実現する在庫の"未来予測"

                                                                                                                ユーザーの皆さま、こんにちは。コミュニティチームの中野です。 11/21(金)に名古屋 ユーザー交流会 を開催しました。 本投稿では、当日実施したセッションの様子及び投影資料をお届けします。 会場にて参加できなかった皆さまも、ぜひご参照ください。 （Zoho 社員セッションの登壇資料については、11/28(金)開催の東京回の開催報告で共有いたします） 今年2回目の開催となる名古屋 ユーザー交流会では、株式会社エンツナクリエイト 野末さんによる Zoho Analytics / Inventory

                                                                                                              • Is there a way to automatically add Secondary Contacts (CCs) when creating a new ticket for specific customers?

                                                                                                                Some of our customers want multiple contacts to receive all notifications from our support team. Is there a way to automatically add secondary contacts to a ticket when our support team opens a new ticket and associates it with an account? This would

                                                                                                              • Improved RingCentral Integration

                                                                                                                We’d like to request an enhancement to the current RingCentral integration with Zoho. RingCentral now automatically generates call transcripts and AI-based call summaries (AI Notes) for each call, which are extremely helpful for support and sales teams.

                                                                                                              • Next Page