A company using Zoho CRM sells electronic products to customers, and during the sales process, the sales team uploads several documents to the Deal record:

1. Proposal
2. Pricing Doc
3. Case Studies
4. Purchase Order
5. Contracts

These documents are stored under the Attachments section of the Deal in Zoho CRM.

Once a deal is marked as “Closed Won”, The company needs to send all the deal-related documents to the associated contact.

Challenges in sending documents manually: The sales representative has to click on the ‘Send Mail’ button every time a deal is marked as ‘Closed Won’ and attach each related document one by one and compose an email, which results in time consumption.

1. ZohoCRM.modules.ALL
2. ZohoCRM.settings.ALL
3. ZohoCRM.modules.attachments.all

1. void automation.toSendDealDocuments(Int dealRecordID,String associatedContactEmail)
2. {
3. //Get contact name associated to deal - to use it in email message
4. dealData = zoho.crm.getRecordById("Deals",dealRecordID);
5. // info dealData;
6. dealContact = ifNull(dealData.get("Contact_Name"),"");
7. dealContactName = ifNull(dealContact.get("name"),"");
8. //Can also add via argument directly to get name - same as contact email
9. // info dealContactName;
10. // info associatedContactEmail;
11. //Get all attachment from deal
12. relatedrcords = zoho.crm.getRelatedRecords("Attachments","Deals",dealRecordID);
13. info relatedrcords;
14. if(relatedrcords.size() > 0)
15. {
16. attachementIdList = List();
17. for each  ele in relatedrcords
18. {
19. attachementId = ele.get("id");
20. //getting all attachment id
21. attachementIdList.add(attachementId);
22. }
23. info attachementIdList.size();
24. fileList = List();
25. //getting each attachment from deal using attachment id and adding into list
26. for each index i in attachementIdList
27. {
28. downloadFile = invokeurl
29. [
30. url :"https://www.zohoapis.com/crm/v2/Deals/" + dealRecordID + "/Attachments/" + attachementIdList.get(i)
31. type :GET
32. connection:"send_email_with_attachment"
33. ];
34. //  info downloadFile;
35. fileList.add(downloadFile);
36. }
37. //Sending email to contact with all deal-related documents
38. toAddress = associatedContactEmail;
39. sendmail
40. [
41. from :zoho.adminuserid
42. to :toAddress
43. subject :"Deal Documents"
44. message :"Hi " + dealContactName + ", Please find all attachments related to the deal."
45. Attachments :file:fileList
46. ]
47. }
48. else
49. {
50. info "No attachments found for this deal.";
51. }
52. }