Zoho FSM | Copy Notes from Work Order to Service Appointment

Copy Notes from Work Order to Service Appointment

Use case: When a Service Appointment is created, copy the Notes from its parent Work Order.

Follow the steps below to implement this use case:

Step 1: Create a connection for Zoho FSM  

To use the FSM APIs via the invokeURL task in the custom function, you need to create a connection for FSM. To do so:
  1. Navigate to Setup > Developer Space > Connections and under Custom Services, click Create Service.



  2. Enter the following details and click Create Service.
    1. Service Name: FSMCon
      The Service Link Name will be automatically populated.
    2. Authentication Type: OAuth2
    3. Parameter Type: Header
    4. Grant Type: Authorization Code
    5. Generated Client ID, Client Secret
    6. Authorize URL: https://accounts.zoho.com/oauth/v2/auth?access_type=offline&prompt=consent
    7. Access Token URL: https://accounts.zoho.com/oauth/v2/token
    8. Refresh Token URL: https://accounts.zoho.com/oauth/v2/token
    9. Scope: ZohoFSM.modules.all
      Provide a Scope Display Name.



  3. Click Create Connection.



  4. Perform the following and click Create And Connect:
    1. Connection Name: FSMCon
      The Connection Link Name will be populated automatically.
    2. Select the Scopes ZohoFSM.modules.all



  5. Click Connect.



  6. Click Accept.

In the custom function, where the FSM API is used via the invokeURL task, use this Connection Link Name.
 

Step 2: Create a custom function  

Create a custom function in Zoho FSM to copy the Notes to a Service Appointment from its parent Work Order.
  1. Navigate to Setup > Automation > Functions and click Create Function.
  2. Enter the following details and click Save:
    1. Function Name: CopyNotesFromWO
    2. Module: Service Appointments
    3. In the Deluge Script Editor, enter the following script:

      service_appointment_id = service_appointment.get("id");
      work_order_id = service_appointment.get("Appointments_X_Services").toMap().get("Work_Order").toMap().get("id");
      response = invokeurl
      [
       url :"https://fsm.zoho.com/fsm/v1/Work_Orders/" + work_order_id + "/Notes"
       type :GET
       connection:"fsmcon"
      ];
      responseData = response.get("data").toList();
      for each  eachResponseData in responseData
      {
       notes_list = list();
       attachments_List = list();
       attachmentList = List();
       eachResponseMap = eachResponseData.toMap();
       Note_Title = eachResponseMap.get("Note_Title");
       Note_Content = eachResponseMap.get("Note_Content");
       notes_map = Map();
       notes_map.put("Note_Content",Note_Content);
       notes_map.put("Note_Title",Note_Title);
       notes_list.add(notes_map);
       attachments = eachResponseMap.get("$attachments");
       notes_create_map = Map();
       notes_create_map.put("data",notes_list);
       create_response = invokeurl
       [
        url :"https://fsm.zoho.com/fsm/v1/Service_Appointments/" + service_appointment_id + "/Notes"
        type :POST
        parameters:notes_create_map.toString()
        connection:"fsmcon"
       ];
       newNoteId = create_response.get("data").toMap().get("details").get("id");
       if(attachments != null)
       {
        attachments_List = attachments.toList();
        for each  attachment_item in attachments_List
        {
         fileId = attachment_item.toMap().get("$file_id");
         fileName = attachment_item.toMap().get("File_Name");
         attachmentsMap = Map();
         attachmentsMap.put("File_Id",fileId);
         attachmentsMap.put("File_Name",fileName);
         attachmentList.add(attachmentsMap);
         notes_create_map1 = Map();
         notes_create_map1.put("data",attachmentList);
        }
        create_response1 = invokeurl
        [
         url :"https://fsm.zoho.com/fsm/v1/Notes/" + newNoteId + "/Attachments"
         type :POST
         parameters:notes_create_map1.toString()
         connection:"fsmcon"
        ];
        info create_response1;
       }
      }

Step 3: Create a workflow rule    

Create a workflow rule in Zoho FSM to copy the Notes from the parent Work Order when a Service Appointment is created.
  1. Go to Setup > Automation > Workflow Rules and click Create Workflow.
  2. Enter the following details, then click Next:
    1. Module: Service Appointments
    2. Rule Name: Copy Notes
    3. Description: Copy the Notes from the parent Work Order when a Service Appointment is created.



  3. Select the rule trigger as Edited and click Next.



  4. Select the rule criteria as To all Service Appointment and click Next.



  5. Click +Action and select Function.



  6. Select Existing Functions and click Next.



  7. Select the custom function created in the previous step.



  8. Click Save.

Testing the usecase  

Create a Work Order with notes.
 

 
Create a Service Appointment. The notes in the work order will be copied to the service appointment.
 

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