Using Zoho Flow for Zoho FSM Integrations

Using Zoho Flow for Zoho FSM Integrations

Zoho Flow is an integration and automation platform that connects your favorite apps without requiring any coding. It helps businesses automate workflows by linking different applications and allowing data to flow seamlessly between them. Listed below are some workflows that you can achieve using Zoho Flow:
  1. Create Google Calendar events for Zoho FSM Service Appointments.
  2. Using Sinch MessageMedia to notify the customer via SMS about a new Zoho FSM request.
  3. When a service appointment is scheduled, send an SMS notification to the assigned technician using Twilio.
In Zoho Flow, integrations are established using Flows. A flow comprises a trigger and one or more actions. The trigger initiates the flow, while the actions execute the designated tasks.

 Available in Editions: Standard, Professional, Premium

InfoThe number of Flows and Zaps that can be created for a Zoho FSM account is 10 in the Standard edition and 20 in the Professional edition.

Setting Up a Flow 

Setting up a flow involves the following steps:
 
Step 1: Configure Trigger
Step 2: Add an Action
Step 3: Switch on the Flow
 
To explain the steps, we will be using the example: create an event in Google Calendar for a Service Appointment

Step 1:  Configure Trigger

A trigger is the event that starts the workflow (e.g., a new Service Appointment in Zoho FSM).
  1. In Zoho FSM, navigate to Setup > Integration > Zoho Flow and click Access Zoho Flow.
  2. Log in to your Zoho Flow account.
  3. Click on My Flows in the left menu and click Create Flow.



  4. Enter the following details and click Create.
    1. A Flow Name
    2. A folder to save this flow.
    3. A Description.



  5. Click Configure for App.



  6. Search and choose Zoho FSM and click Next.



  7. Choose the trigger in Zoho FSM as New module entry and click Next.



  8. Click Connect to create a connection for Zoho FSM.



  9. Provide a Connection Name and click Authorize.



  10. Click Accept to allow Zoho Flow to access your Zoho FSM data.



  11. Select Service Appointments as the Zoho FSM module for which you want to apply the New module entry trigger. Click Done.


Step 2: Add an Action 

An action is what happens when the trigger is activated (e.g., create an event in Google Calendar).
  1. Select Google Calendar as the app where the Action should occur and drag and drop the action Create event to the Builder.



  2. Click Connect to create a connection for Google Calendar.



  3. Provide a Connection Name and click Authorize.



  4. Choose your Google account.



  5. Provide Zoho Flow with access to your Google account.



  6. Do the following and click Done.
    1. Click the Summary field. On the right, under Insert Variable, choose Summary. The variable ${trigger.Summary} will be inserted into the Summary field.
    2. In the Description field, enter https://fsm.zoho.com/home#/tab/Service_Appointments/. To append the appointment ID, under Insert Variable, choose Entry ID. The variable ${trigger.id} will be inserted. The final value in the Summary field should be https://fsm.zoho.com/home#/tab/Service_Appointments/${trigger.id}.
    3. Click the Start date-time field. On the right, under Insert Variable, choose Scheduled Start Date Time. The variable ${trigger.Scheduled_Start_Date_Time} will be inserted into the Start date-time field.
    4. Click the End date-time field. On the right, under Insert Variable, choose Scheduled End Date Time. The variable ${trigger.Scheduled_End_Date_Time} will be inserted into the End date-time field.
    5. Click the Attendee email addresses field. On the right, under Insert Variable, choose Email. The variable ${trigger.Email} will be inserted into the Attendee email addresses field.
    6. Click the Location field. On the right, under Insert Variable, choose Service Address. The variable ${trigger.Service_Address} will be inserted into the Location field.
    7. Choose the Calender you want to use.



  7. Test & Debug if required.


Step 3: Switch on the Flow 

Enable the flow.



Testing 
Create a service appointment in Zoho FSM and an event will be created in your Google calendar.

More Examples 

Example 1: Using Sinch MessageMedia to notify the customer via SMS about a new Zoho FSM request
 
Refer to this page for details.