Feature Availability: Latest user-based Enterprise plan.

Document Automation requires Zoho Writer credits. Click here for more details and purchase options.

To view and manage the existing Zoho Writer credits, navigate to User Profile > Admin Panel > Usage Report.

Use-case

As a project manager, you would want to create a Project Initiation Document (PID) to outline project objectives and capture critical information whenever a new project is created. You can automate this by associating a Custom Function to a Workflow Rule. This process involves the following steps:

1. Creation of Merge Template in Zoho Writer. (Refer to the steps mentioned in this help document)
   
2. Creation of a Custom Function in Zoho Projects.
   
3. Associate the Custom Function (created in Step 2) with a Workflow Rule. 

Likewise, you can use Zoho Writer Integration to digitally sign documents using Zoho Sign, automate the process of sending out documents to the clients or customers, and more. 

(Step 2) Create a Custom Function in Zoho Projects 

1. Go to Zoho Projects, then navigate to  > Developer Space > Custom Function. 
2. Click Create Custom Function and choose Merge and Store Documents using a Zoho Writer.
   
3. In the Create Project Custom Function page, enter the template ID, folder ID, and File name parameters in the arguments section.
   

Reference image to find template ID 

Reference image to find folder ID

Note: Go to the folder in which the document is added and then find the ID as in the image.

 

4. Update the deluge script with the following information:

1. ZWConnection: Zoho Writer Connection name
   
2. ZPConnection: Zoho Projects Connection name
   
3. templateId: Zoho Writer Template ID
   
4. folderId: Zoho WorkDrive Folder ID
   
5. fileName: Zoho Writer Document Name
   

Get a detailed info on creating a Custom Function with Merge and Store document function from this link.  

(Step 3) Associate the Custom Function (created in Step 2) with a Workflow Rule 

1. Go to Zoho Projects.  
   
2. Click the  icon at the top-right corner.
   
3. Select Workflow Rules under Project Automation.
   
4. Click New Workflow Rule and create a new workflow.
   
5. In a condition, add the action to Associate Custom Function.
   
6. Choose the following condition for the project initiation document to be generated.
   
1. When > Project is Created.
   
2. Condition 1 > Add Action > Select the custom function created in Step 2 and click Associate.
   
7. Click Save Rule. 

Now, whenever a new project is created, a project initiation document containing the project details will be generated. You can find this document in your project Comments section or in the respective WorkDrive folder.

Below is a PID document created through Zoho Writer integration in Zoho Projects: 

Benefits

1. Create Templates automatically.
   
2. Use placeholders to capture project information.
   
3. Send Documents for signing and store them in the WorkDrive.
   
4. Track the Writer document URL in the Comments within the respective module.
   
5. Associate the Zoho Writer Custom Functions to Workflow Rules in Project Automation / Task Automation.
   

Merge and Sign Documents Using Zoho Writer 

Set Up Merge Template and Custom Data Sources in Zoho Writer

1. Navigate to Zoho Writer.
   
2. Click File and select New Document to create a new document.
   
3. Enter the File name and click Automate in the left panel.
   
4. Select Merge template and Click Convert in the prompt message. 
   
5. Click Automate, and click  under MANAGE FIELDS.
   
6. Click Custom Data Sources > Connections > Go to Connections in the SELECT DATA SOURCE prompt. 
   
7. Click Create Connection and and set up a connection with Zoho Projects service using the scopes ZohoProjects.integrations.READ and ZohoProjects.portals.ALL.
   
8. Copy the Connection name to use it in the next steps.
   
9. Navigate to Zoho Writer once the Connection is established.
   
10. Click Gallery from the prompt, choose Project Tasks as the Custom Data Source.
    
11. Provide the Zoho Projects portal ID (Zoho Projects > click on your Profile > Organization ID) and the copied Zoho Projects connection name within the script.
    
12. You can also use Project Fields, Project Issues, and Project Milestones from the Gallery as a data source.
    
13. Click Save & Link function.
    
14. Create a template using the placeholders under MAIN FIELDS.

 

Create Merge and Sign Function in Zoho Projects

1. Navigate to Zoho Projects.
   

1. Click    in the upper-right corner of the top navigation band.
   
2. Navigate to Developer Space and select Tasks from Custom Functions drop-down.
   
3. Click the drop-down next to the Create Custom Function button.
   
4. Click Gallery Function.
   
5. Select Merge and Sign Documents Using Zoho Writer and click Create.
   
6. Navigate to Connections and set up a connection with Zoho Projects using the scopes: 
   

1. ZPConnection:
   
1. For Projects: ZohoProjects.projects.CREATE,ZohoProjects.projects.READ, ZohoProjects.milestones.READ, ZohoProjects.tasklists.READ, ZohoProjects.tasks.READ, ZohoProjects.users.READ, ZohoProjects.clients.READ
   
2. For Milestones: ZohoProjects.milestones.CREATE and ZohoProjects.milestones.READ
   
3. For Tasks: ZohoProjects.tasks.CREATE, ZohoProjects.tasks.READ
   
4. For Issues: ZohoProjects.issues.CREATE, ZohoProjects.issues.READ
   
   
2. ZWConnection: Use Zoho OAuth with scopes ZohoWriter.documentEditor.ALL and ZohoWriter.Merge.ALL.
   
   Note: Copy the connection names for use in the next steps.
7. Edit the Deluge script with the following details:
   
1. Template ID: Specify the template ID that you created in Zoho Writer. (e.g."cwc2rc9fdcf11de2b4b7084e551830c9c55dd")
   
2. File Name: Specify the file name for the merged and signed document. (e.g., "Budget Report approval")
   
3. Sign Message: Enter the message you want to include in the signed document.(e.g., "Report Approval").
   
4. Action Type: Specify the appropriate action type (e.g., "sign").
   
5. Language: Specify the language of the document (e.g., "en").
   
6. User Mail List: Provide the email addresses of the users you want to notify about the merged and signed document. (e.g; monica.hemsworth@zylker.com, chloe.n@zylker.com)
   
7. ZP connection name: Specify the Zoho Projects connection name created earlier.
   
8. ZW connection name: Specify the Zoho Writer connection name created earlier.
   
8. Click Save and Execute and enter a Task system ID in the Execute Function prompt to test the Custom Function.
   
9. Alternatively, click Save to proceed.
   
10. Associate this Custom Function to Project Workflow Rule / Task Workflow Rule. Once the Workflow Rule is executed, Zoho Sign will automatically send an email notification to the designated recipients with a Signature Request.
    
11. Open the email and follow the instructions to sign the document using Zoho Sign.
    

To execute this function successfully, you will need a Zoho Sign account.

Merge and Store Documents Using Zoho Writer

To execute this function successfully, you will need a Zoho WorkDrive account.