A real estate agency uses Zoho CRM to manage incoming property leads. For each potential client (record), they collect important documents such as:

• Identity proof (e.g., Passport, Driver’s License)

• Property preferences or legal forms

• Signed agreements

Solution with Automation:

1. Folder Creation on Lead Creation:
   When a new lead is added in Zoho CRM, a folder is automatically created in a predefined WorkDrive location using the lead’s name (e.g., John_Doe_Lead_#1294). The folder ID is stored in a hidden custom field in CRM for future reference.

2. Sync Files on Upload:
   When the agent uploads documents to the file upload field in the CRM lead record, they simply check a box labeled “Sync to WorkDrive.” This triggers a workflow that uploads all attached files to the corresponding WorkDrive folder, keeping things perfectly organized.

3. Centralised Access for Legal and Sales Teams:
   Since all documents are now stored in a structured WorkDrive hierarchy, internal teams can easily access client-specific files for legal review, contract generation, or future reference without digging through CRM attachments.

Step 1: Create a Folder in WorkDrive When a CRM Record is Created

What You'll Need:

• A custom field in CRM to store the WorkDrive Folder ID (e.g., WorkDrive_Folder_ID)

• A workflow in Zoho CRM to run on record creation

• A custom function to create a folder in WorkDrive

Workflow Setup:

• Module: Leads / Deals / [Your Module]

• Trigger: On record creation

• Action: Custom Function (Create WorkDrive Folder)
  

Sample Deluge Function: Create Folder in WorkDrive

1. LEAD_ID= "3361723000090030015";
   
2. PARENT_FOLDER_ID= "4ea6978af62a11a1840ed823f7f25e1f6c0a7";
3. leadInfo = zoho.crm.getRecordById("Leads", LEAD_ID);
4. fullName =leadInfo.get("Full_Name");
5. info fullName;
6. 
   
7. header = Map();
8. header.put("Accept","application/vnd.api+json");
9. data=Map();
10. data_param1=Map();
11. att_param1=Map();
12. att_param1.put("name",fullName);
13. att_param1.put("parent_id",PARENT_FOLDER_ID);
14. data_param1.put("attributes",att_param1);
15. data_param1.put("type","files");
16. data.put("data",data_param1);
17. 
    
18. createFolder = invokeurl
19. [
20. url :"https://www.zohoapis.com/workdrive/api/v1/files"
21. type : POST
22. parameters : data.toString()
23. headers : header
24. connection : "workdrive"
25. ];
26. info createFolder;
27. 
    
28. folderId = createFolder.get("data").get("id");
29. 
    
30. mp= Map();
31. mp.put("Workdrive_Folder_ID", folderId);
32. updateLead = zoho.crm.updateRecord("Leads",LEAD_ID,mp);
33. info updateLead;
    
    

---

Step 2: Sync Files to WorkDrive on Checkbox Trigger

CRM Setup:

• Add a Checkbox field (e.g., Sync_to_WorkDrive)

• Workflow: Runs On Edit when Sync_to_WorkDrive == true

Sample Deluge Function: Upload Files to WorkDrive Folder

1. leadInfo = zoho.crm.getRecordById("Leads", LEAD_ID);
2. workdriveFolderId =leadInfo.get("Workdrive_Folder_ID");
3. filesInTheFileUploadField = leadInfo.get("file");
4. info filesInTheFileUploadField ;
   
   
5. downloadedFiles = list();
6. for each  file in filesInTheFileUploadField
7. {
8. fileId = file.get("attachment_Id");
9. downloadFile = invokeurl
10. [
11. url :" https://www.zohoapis.com/crm/v8/Leads/"+LEAD_ID+"/Attachments/" + fileId
12. type :GET
13. connection:"stagehistory"
14. ];
15. info downloadFile;
16. downloadedFiles.add({"file": downloadFile, "fileName": file.get("file_Name")});
17. }
18. 
    
19. for each fileObj in downloadedFiles
20. {
21. header = Map();
22. header.put("Accept","application/vnd.api+json");
23. 
    
24. info fileObj ;
25. 
    
26. list_of_text=List();
27. list_of_text.add({"paramName":"filename","content":fileObj.get("fileName"),"stringPart":"true"});
28. list_of_text.add({"paramName":"parent_id","content":workdriveFolderId,"stringPart":"true"});
29. list_of_text.add({"paramName":"override-name-exist","content":"true","stringPart":"true"});
30. list_of_text.add({"paramName":"content","content":fileObj.get("file"),"stringPart":"false"});
31. 
    
32. uploadFile = invokeurl
33. [
34. url :"https://www.zohoapis.com/workdrive/api/v1/upload"
35. type : POST
36. files : list_of_text
37. headers : header
38. connection : "workdrive"
39. ];
40. info uploadFile;
41. }

---

Related Links  

1. Create Folder
2. Upload File

Notes: Refer to the following Guide - Article to learn the best practices for Optimizing the code and various ways to deploy Custom Function across Zoho CRM.

Custom Solution Created by Francis (Vishnu) | Zoho Partner Support

If you need any further clarifications, please don’t hesitate to contact - partner-support@zohocorp.com.

Additionally, we kindly ask all "Europe and UK partners" to reach out to partner-support@eu.zohocorp.com.