Email Customer the Service Reports along with the Invoices
Usecase: When a service appointment is completed, email to the customer the service reports in the service appointment and the invoices in the parent work order.
Follow the steps below to implement this usecase:
Step 1: Create connections
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:
- Navigate to Setup > Developer Space > Connections and under Custom Services, and click Create Service.
- Enter the following details and click Create Service.
- Service Name: FSMCon
The Service Link Name will be automatically populated. - Authentication Type: OAuth2
- Parameter Type: Header
- Grant Type: Authorization Code
- Generated Client ID, Client Secret
- Authorize URL: https://accounts.zoho.com/oauth/v2/auth?access_type=offline&prompt=consent
- Access Token URL: https://accounts.zoho.com/oauth/v2/token
- Refresh Token URL: https://accounts.zoho.com/oauth/v2/token
- Scope: ZohoFSM.files.READ
Provide a Scope Display Name. - Click Create Connection.
- Perform the following and click Create And Connect:
- Connection Name: FSMCon
The Connection Link Name will be populated automatically. - Select the Scopes ZohoFSM.files.READ
- Click Connect.
- Click Accept.
In the custom function, where the FSM API is used via the invokeURL task, use this Connection Link Name.
Create a connection for Zoho Invoice
To use the Invoice APIs via the invokeURL task in the custom function, you need to create a connection for Invoice. To do so:
- Navigate to Setup > Developer Space > Connections and under Default Services, select Zoho Invoice.
- Click Create Connection.
- Perform the following and click Create And Connect:
- Connection Name: ZInvoice
The Connection Link Name will be populated automatically. - Select the Scopes ZohoInvoice.invoices.READ
- Click Connect.
| - Click Accept.
In the custom function, where the Invoice API is used via the invokeURL task, use this Connection Link Name.
System Connections
Additionally ensure that the status of the internal connections for Zoho FSM, and Zoho Invoice integration tasks are Connected. The green dot [
] indicates that the connection is Connected.
Step 2: Create a custom function
Create a custom function in Zoho FSM to email the customer the service reports of a service appointment and the invoices in the parent work order.
- Navigate to Setup > Automation > Functions and click Create Function.
- Enter the following details and click Save:
- Function Name: SendInvoiceAndSR
- Module: Service Appointments
- In the Deluge Script Editor, enter the following script:
aptId = service_appointment.get("id"); response = zoho.fsm.getRecordById("Service_Appointments",aptId); service_appointment_resp = response.get("data").toMap(); relatedWOId = service_appointment_resp.get("Appointments_X_Services").toMap().get("Work_Order").get("id"); work_order_resp = zoho.fsm.getRecordById("Work_Orders",relatedWOId); woRespMap = work_order_resp.get("data").toMap(); serviceLineItems = woRespMap.get("Service_Line_Items").toList(); serviceLineItemsList = List(); file_attachment_list = List(); for each line_item in serviceLineItems { invoiceId = line_item.get("Invoice_Id"); if(invoiceId != null) { invoiceResp = zoho.fsm.getRecordById("Invoices",invoiceId); invoiceId1 = invoiceResp.get("data").toMap().get("ZBilling_InvoiceId"); invoiceResp1 = zoho.invoice.getRecordById("Invoices","<orgId>",invoiceId1); invoice_format = {"accept":"pdf"}; response = invokeurl [ url :"https://www.zohoapis.com/invoice/v3/invoices/" + invoiceId1 type :GET parameters:invoice_format connection:"zinvoice" ]; file_attachment_list.add(response); } } contact_id = service_appointment_resp.get("Contact").toMap().get("id"); contact_resp = zoho.fsm.getRecordById("Contacts",contact_id); contact_data = contact_resp.get("data").toMap(); Email = contact_data.get("Email"); srResp = zoho.fsm.getRelatedRecords("Service_Reports","Service_Appointments",aptId); if(srResp != null && srResp.containKey("data")) { relatedRecords = srResp.get("data").toList(); for each record in relatedRecords { reportpdfResp = record.get("Service_Report_PDF"); fileurl = reportpdfResp.get(0).get("download_Url"); fileResp = invokeurl [ url :"https://" + fileurl type :GET connection:"fsmcon" ]; file_attachment_list.add(fileResp); } } sendmail [ from :zoho.adminuserid to :Email subject :"Zoho FSM Service Reports and Invoices" message :"Please find attached the Service Reports and Invoices in service appointment." Attachments :file:file_attachment_list ] |
Replace <orgId> with the actual value. To obtain the Organization ID, in Zoho Invoice, click the organization name at the top right corner and copy the Invoice Organization ID linked to your Zoho FSM account.
Step 3: Create a workflow rule
Create a workflow rule in Zoho FSM to automatically email to the customer the service reports of a service appointment and the invoices in the parent work order when the service appointment is Completed.
- Go to Setup > Automation > Workflow Rules and click Create Workflow.
- Enter the following details, then click Next:
- Module: Service Appointments
- Rule Name: SendInvoiceAndSR
- Description: Email customer the service reports along with the invoice.
- Select the rule trigger as Edited and click Next.
- Select the rule criteria as Only to the Service Appointment matching certain conditions and add the condition Status is Completed. Click Next.
- Click +Action and select Function.
- Select Existing Functions and click Next.
- Select the custom function created in the previous step.
- Click Save.
Testing the usecase
- Create a Service Appointment.
- Ensure that there is at least a Service Report added to the service appointment and an Invoice to the parent work order.
- Click Complete Work for the service appointment.
Access your files securely from anywhere
Zoho CRM Training Programs
Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.
Zoho DataPrep Personalized Demo
If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.
- Zoho Workerly Home
- Forums
- Connect With Us:
- Zoho Recruit Home
- Forums
- Connect With Us:
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
You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.
New to Zoho Survey?
Zoho Sheet Resources
Zoho Forms Resources
New to Zoho Sign?
Zoho Sign Resources
Sign, Paperless!
New to Zoho TeamInbox?
Zoho TeamInbox Resources
New to Zoho ZeptoMail?
Zoho DataPrep Resources
Design. Discuss. Deliver.
New to Zoho Workerly?
New to Zoho Recruit?
New to Zoho CRM?
New to Zoho Projects?
New to Zoho Sprints?
New to Zoho Assist?
New to Bigin?
Related Articles
Service Reports
A service report can be created for an appointment. It will capture the details of the service appointment, the associated contact details, and other inputs of customer acknowledgement such as signature, and rating. Available in Editions: All ...Invoices
The Invoices module helps you easily access all the invoices from a single place. You can create invoices, and make payments from here. Available in Editions: All Editions Create an Invoice - Permission Required: Invoices - Find out the ...Creating Invoices
To handle invoicing, and payments, Zoho FSM has built-in integration with Zoho Invoice. This will allow you to conveniently and quickly create invoices for your work orders and offer a secure way to your contacts to make payments. This means your ...Send Service Report To Customer
Usecase: Email the service report to the customer on service appointment completion. Follow the steps below to implement this usecase: Step 1: Create a connection for Zoho FSM Step 2: Create a custom function Step 3: Create a workflow rule Step 1: ...Standard Reports
Permission Required: Reports A report will only include data from records for which the user has View permission. List of Reports Select the Reports menu to view the following out-of-the-box FSM reports: Report Name Description Field Technicians - ...
New to Zoho LandingPage?
Zoho LandingPage Resources