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. Disable Use Credentials Of Login User. If this is disabled, the connection will utilize the credentials of the connection owner.
- 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.
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