Email Customers the Attachments in Service Appointment Notes
Usecase: On service appointment completion, email the attachments in service appointment notes to the customer.
Follow the steps below to implement this usecase:
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:
- Navigate to Setup > Developer Space > Connections and under Custom Services, click Create Service.
- Enter the following details and click Create Service.
- Service Name: ZFSM
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: ZFSM
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.
Step 2: Create a custom function
Create a custom function that will email the attachments in service appointment notes to the customer.
- Navigate to Setup > Automation > Functions and click Create Function.
- Enter the following details and click Save:
- Function Name: SendAttachments
- Module: Service Appointments
- In the Deluge Script Editor, enter the following script:
id = service_appointment.get("id"); contactId = service_appointment.get("Contact").get("id"); contactResp = zoho.fsm.getRecordById("Contacts",contactId); email = contactResp.get("data").toMap().get("Email"); related_resp = zoho.fsm.getRelatedRecords("Notes","Service_Appointments",id); if(related_resp.isEmpty()) { info "No notes added !!!"; }else { related_resp_list = related_resp.get("data").toList(); for each each_related_resp in related_resp_list { each_related_resp_map = each_related_resp.toMap(); attachmentsResp = each_related_resp_map.get("$attachments"); if(attachmentsResp.isNull()){ info "No attachment present in the Note !!!"; }else{ attachments_list = each_related_resp_map.get("$attachments").toList(); for each attachment in attachments_list { file_id = attachment.get("$file_id"); fileResp = invokeurl [ url :"https://fsm.zoho.com/fsm/v1/files?file_id=" + file_id type :GET connection:"zfsm" ]; sendmail [ from :zoho.adminuserid to :email subject :"Zoho FSM Notes Attachments" message :"Please find attached the files in service appointment Notes." Attachments :file:fileResp ] } } } } |
Step 3: Create a workflow rule
Create a workflow rule in Zoho FSM to automatically email the attachments in service appointment notes to the customer on service appointment completion.
- Go to Setup > Automation > Workflow Rules and click Create Workflow.
- Enter the following details, then click Next:
- Module: Service Appointments
- Rule Name: Send Attachments
- Description: On service appointment completion, email the attachments in service appointment notes to the customer.
- Select the rule trigger as Edited and click Next. Select the checkbox Repeat this workflow whenever a Service Appointment is edited.
- 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.
- Add Notes with attachments to the service appointment.
- 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
Notes And Attachments
Use Notes to add any additional information you might want to include in your record. You can add notes for the records in Contacts, Companies, Requests, Estimates, Work Orders, Service Appointments, Services And Parts, Assets, and Crew. When you ...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 Step 2: Create a custom function Step 3: Create a workflow rule ...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 ...Service Appointments
Service appointments are jobs created for carrying out the services in a work order. These service appointments are assigned to field agents or crew who will then perform the services at the contact location. As many service appointments as the ...Create an event in Zoho Calendar for a Service Appointment
Use Case: Whenever a service appointment is dispatched in Zoho FSM, create an event in Zoho Calendar. Step 1: Create a custom function Step 2: Create a workflow rule Step 1: Create a custom function Add a custom function that will create an event in ...
New to Zoho LandingPage?
Zoho LandingPage Resources