Zoho Cliq extension

Zoho Cliq extension

In a rapid work culture, there is rarely enough time to discuss things thoroughly. Communication is a key element in any workspace. Your team members are looking for the quickest way to get instant notifications on project updates chatting with their peers.  Adding Zoho Sprints extension in Zoho Cliq  helps you stay connected with your teammates and receive project notifications from the Sprint bot and in selected channels.

  1. Notifications are only triggered when a webhook is created. Webhook is available to users in Premier plan. Pricing Plan Details
  1. Admin, Manager, and Member have access to the extension. (Only the Admin and Manager can map projects to cliq channels.)
Helen Collins is a Zoho Sprints admin who is managing a team of 50 members. She works in the EU and all of her clients are in China. Her team's only source of communication is chat. She uses Zoho Cliq to communicate with her clients and all the sprint meetings are scheduled over video conferencing.

Challenge:  The client requirements are discussed over chat and later the relevant team creates a work item in Zoho Sprints.    


How can Helen overcome this challenge? Creating a task for every single conversation is a tedious work for the team members. An integration that could directly convert a conversation to a work item would make things easier for the team members. 

Solution: 
         Configure the Zoho Sprints workspace to the Sprints bot in Zoho Cliq 
         Map projects to dedicated channels
         Convert a chat message to a work item in Zoho Cliq
         Fetch work items details from Zoho Cliq
         Create sprint meetings directly from Zoho Cliq
         Quickly add log hours to the work items from Zoho Cliq

Install the Zoho Sprints app from Zoho Cliq

You can install the Zoho Sprints app from the Zoho Cliq marketplace.  
  1. Search for Zoho Sprints on https://marketplace.zoho.com/cliq 
  2. Choose the Zoho Sprints for Zoho Cliq app
  3. Click Install
  4. Confirm your Installation Details and click Install
  5. Select Allow Access
  6. Click Take me to Cliq.  
If you are a member, follow these steps to subscribe Zoho Sprints.  
  1. Enter Sprints in the search bar and choose Sprints Bot
  2. Click Subscribe
  3. Click Proceed to Allow.  
Your Sprints bot is now added to Zoho Cliq. You will now see some welcome cards that will help you through the process. 
Configure the Zoho Sprints workspace for the Sprints bot

After installation, you have to configure your Zoho Sprints workspace (i.e. portal) for the Sprints bot in Zoho Cliq. 
  1. Click Configure Team from the welcome card or click Configure at the bottom and select Configure Team
  2. Click Allow Access to request permission to access the Zoho OAuth account. 
  3. Click Accept  in the pop-up.  
  4. Choose your workspace from the drop-down. (Click Create to create a new workspace in Zoho Sprints.)
  5. Click Configure.  
 

Enable notifications 

Once your workspace is configured with the bot, you have to enable notifications for the activities across all the projects. 
  1. Click Proceed
  2. Select Allow Access. This will authorize your Sprints workspace to access the OAuth token
  3. Click Proceed to Allow.   
A webhook is created which will trigger notifications to the Sprints bot when activities are added across all the projects.  

Map projects to channels

You can map projects to particular channels with sprints bot.  
  1. Click  Map Projects or click Configure at the bottom and select Map More Projects.  
  2. Select the Project.  
  3. Choose All, Backlog or a particular sprint.  
    1. All - All the backlog and sprints in the selected project will be mapped to the channel. 
    2. Backlog - Only the backlog of the selected project will be mapped to the channel. 
    3. Particular sprint - Only the selected sprint in the project will be mapped to the channel. 
  4. Click Map Project.  
Once the mapping is done, the channel will receive all notifications related to the mapped fields of the project.  
Note:  If you have already mapped a particular project to a channel, you cannot map it to the same channel again. For example: Helen chooses the 'Marketing' project and the 'Social media' sprint and maps it to the 'Advertising' channel. This channel will receive notification on the sprint updates. She cannot map the same project and sprint to the channel 'Advertising' again, because it is already mapped. If she would like to receive notifications on all the updates made in the project, she can select All.  

  1. While mapping the projects to the channel, the sprint bot is automatically added to the channel. All the notifications are triggered relevant to the project. 
  2. You can also manually add the sprints bot to the channel and map the projects. 
  3. In case if you remove the sprints bot from the channel, further notifications will not be posted to the channel

Fetch work items

You can fetch a particular list of work items for all the projects in your bot.  
  1. Click Fetch Items at the bottom.  
  2. Choose your criteria in the Fetch Items form.  
  3. Click Fetch Item.  
  
You can also fetch work items by using the /items command. Just type in /items and click the /items - via Sprints Extension and choose the criteria in the Fetch Items form.  

Update work items  

  1. Click Details next to the required work item. 
  2. Click Edit and make the changes to the work item.  
  3. Select Update
  

Add log hours

  1. Click Add Log Hours
  2. Enter the AssigneeDurationDateNotes, and Billing Status.  
  3. Click the Add Log Hours button.  

Add item

You can also add a new work item directly from the bot. 
  1. Click Add Item at the bottom.  
  2. Enter the work item details in the form.  
  3. Click Add Item

You cannot add a work item from Cliq if mandatory custom fields are set for the item layout in Zoho Sprints. In this case, you can only add items from Zoho Sprints.  
Add meeting
Schedule a scrum meeting with your teammates directly from the bot.  
  1. Click Add Meeting at the bottom.  
  2. Enter the meeting details.  
  3. Click Add Meeting.  
  

Convert a chat message to a work item

Convert your conversations into work items with a click.
  1. Click Other Actions next to the chat message. 
  2. Select More.  
  3. Click Add Item - via Sprints Extension.  
  4. Choose the other details in the  Add Item  form.  
  5. Click Add Item.  
 

Bot notifications

Fields  
Add  
Update
Delete  
Reminder
Work Item
  
  
  
  
Work Item Comments
  
  

  
Sprint
  
  

  
Sprint Comments
  
  
  
  
Meetings
  
  
  

Log Hours
  
  
  
  
Project 
  
  
   
  

Channel notifications

Action   
Module   
Entity 
Add
   Backlog
  Bug 
Add
  Active Sprint 
Story, Task, and Bug   
Update 
   Backlog and Sprint
Work Item Date and Estimation Points   
Update
Sprint   
Start and End Dates   
Reminder
  Meeting 
Reminder notification




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