Custom Function : Automatically send the Quote to the related contact

Custom Function : Automatically send the Quote to the related contact

Scenario: Automatically send the Quote to the related contact. 

We create Quotes for customers regularly and when we want to send the quote to the customer, we have to send it manually.

We can automate this, using Custom Functions. Based on a criteria, you can trigger a workflow rule and the custom function associated to the rule and automatically send the quote to customer through an email.

Please note that the quote will be sent as an inline email content and not as a PDF attachment.

Please follow these steps:

  1. Log in to Zoho CRM with administrative privileges.
  2. Click Setup > Automation > Workflow > Create Rule.
  3. In the New Rule page, choose Quotes module from the drop-down list and provide other rule details.
  4. Under Execute On, choose Create or Edit and then click Next.
  5. Specify the Rule Criteria. The rule will triggered only when a record meets the criteria mentioned here.
  6. In the Actions section, click on the Add button for Call Custom Functions.
  7. In the Configure Custom Function popup, click Write your own.
  8. Specify a name for the function.
  9. Build the Deluge Script based on the code given below.



void workflowspace1.Myfunction(string quoteId)
{
resp = zoho.crm.searchRecordsByPDC("Quotes","quoteid",input.quoteId);
respstr=resp.toString();
respmap=respstr.toMap();
productmap=respmap.get("product");
jlist=productmap.toJSONList();
ContactName=respmap.get("Contact Name");
AccountName=respmap.get(("Account Name"));
Description=ifnull(respmap.get("Description"),"");
AccountID=respmap.get("ACCOUNTID");
ContactID=respmap.get("CONTACTID");
accresp = zoho.crm.searchRecordsByPDC(("Accounts"),("accountid"),AccountID);
accrespstr=accresp.toString();
accrespmap=accrespstr.toMap();
conresp = zoho.crm.searchRecordsByPDC("Contacts","contactid",ContactID);
conrespstr=conresp.toString();
conrespmap=conrespstr.toMap();
Mobile=ifnull(conrespmap.get("Mobile"),"");
Email=ifnull(conrespmap.get("Email"),"");
City=ifnull(accrespmap.get("City"),"");
Street=ifnull(accrespmap.get("Street"),"");
str="<br><br><br><table border='0' cellspacing='0' cellpadding='0' width='100%' style='background:#fff;padding:2px;'><tbody><tr><td><table border='0' cellspacing='0'cellpadding='0' width='100%' style='border-left:1px solid #dadada;border-right:4px solid#dadada;border-top:1px solid #dadada;border-bottom:4px solid #dadada;padding:10px;background-color:white;'><tbody><tr><td valign='top'><div style='font-family:Arial, Helvetica, sans-serif; font-size: 13px;'><span style='font-family: Verdana, arial, Helvetica,sans-serif; font-size: 12px;'>Hello there!&nbsp;</span><div style='font-family: Verdana, arial,Helvetica, sans-serif; font-size: 12px;'><br></div>";
str=((str + "<div style='font-family: Verdana, arial,Helvetica, sans-serif; font-size: 12px;'>Customer Name: ") + ContactName) + "&nbsp;</div><div style='font-family: Verdana, arial, Helvetica, sans-serif; font-size:12px;'><br></div>";
str=((str + "<div style='font-family: Verdana, arial, Helvetica, sans-serif; font-size:12px;'>Company Name: ") + AccountName) + "&nbsp;</div><div style='font-family: Verdana, arial,Helvetica, sans-serif; font-size: 12px;'><br></div>";
str=((str + "<div style='font-family: Verdana, arial,Helvetica, sans-serif; font-size: 12px;'>Mobile Number: ") + Mobile) + "&nbsp;</div><divstyle='font-family: Verdana, arial, Helvetica, sans-serif; font-size: 12px;'><br></div>";
str=((str + " <div style='font-family: Verdana, arial, Helvetica, sans-serif; font-size: 12px;'>Email Address:") + Email) + "&nbsp;</div><div style='font-family: Verdana, arial, Helvetica, sans-serif;font-size: 12px;'><br></div>";
str=((str + "<div style='font-family: Verdana, arial, Helvetica, sans-serif;font-size: 12px;'>City:&nbsp;") + City) + "</div><div style='font-family: Verdana, arial, Helvetica, sans-serif; font-size: 12px;'><br></div>";
str=((str + "<div style='font-family: Verdana, arial,Helvetica, sans-serif; font-size: 12px;'>Address:&nbsp;") + Street) + "</div><div style='font-family: Verdana, arial, Helvetica, sans-serif; font-size: 12px;'><br></div>";
str=((str + "<div style='font-family: Verdana, arial,Helvetica, sans-serif; font-size: 12px;'>Requirements :&nbsp;") + Description) + "</div><div style='font-family: Verdana, arial, Helvetica, sans-serif; font-size: 12px;'><br></div>";
str=str + " <div style='font-family: Verdana, arial, Helvetica, sans-serif; font-size: 12px;'>Kindly allocate the partner for the above case and also update us on the further progress of the above lead.&nbsp;</div>";
str=str + "<div style='font-family: Verdana, arial, Helvetica, sans-serif; font-size:12px;'>Regards, CNX Team</div><div style='font-family: Verdana, arial, Helvetica, sans-serif; font-size: 12px;'><br></div>";
str=str + "<table border='0' cellspacing='0'cellpadding='0' width='100%' style='font-family: Arial, Helvetica,sans-serif;font-size:11px;color:#000;'><thead><tr><td style='font-weight:bold;background-color:#eaeaea;border-top:2px solid gray;'>S.No.</td><td style='font-weight:bold;background-color:#eaeaea;border-top:2px solid gray;'>Product Details</td><td style='font-weight:bold;background-color:#eaeaea;border-top:2px solid gray;'>Qty</td><td align='right' style='font-weight:bold;background-color:#eaeaea;border-top:2px solid gray;'>List Price</td>  <td align='right' style='font-weight:bold;background-color:#eaeaea;border-top:2px solid gray;'>Total</td>  </tr> </thead>";
for each index j in jlist
{
mapvar=jlist.get(j);
finalMap=mapvar.toMap();
pdt=ifnull(finalMap.get("Product Name"),"");
qty=ifnull(finalMap.get("Quantity"),"");
listPrice=ifnull(finalMap.get("List Price"),"");
UnitPrice=ifnull(finalMap.get("Unit Price"),"");
TotalDis=ifnull(finalMap.get(("Total After Discount")),"");
qtyInStock=ifnull(finalMap.get("Quantity in Stock"),"");
Tax=ifnull(finalMap.get("Tax"),"");
netTotal=ifnull(finalMap.get("Net Total"),"");
discount=ifnull(finalMap.get(("Discount")),"");
Total=ifnull(finalMap.get("Total"),"");
str=str + "<tbody><tr><td style='border-bottom:2px dotted #dadada' valign='top'><b>" + (j  +  1) + "<br></b></td>";
str=str + "<td style='border-bottom:2px dotted #dadada'><b>" + pdt + "</b><br></td>";
str=str + "<td style='border-bottom:2px dotted #dadada' valign='top'>" + qty + "</td>";
str=str + "<td style='border-bottom:2px dotted #dadada' align='right' valign='top'>" + listPrice + "</td>";
str=str + "<td style='border-bottom:2px dotted #dadada' align='right' valign='top'>" + Total + "</td>";
str=str + "</tr></tbody>";
}
subtotal=ifnull(respmap.get("Sub Total"),"");
totaltax=ifnull(respmap.get("Tax"),"");
adjustment=ifnull(respmap.get("Adjustment"),"");
Grandtotal=ifnull(respmap.get("Grand Total"),"");
str=str + "<tbody><tr><td colspan='4' align='right'>Sub Total</td>";
str=str + "<td align='right'><b>" + subtotal + "</b></td></tr>";
str=str + "<tr><td colspan='4' align='right'>Tax</td>";
str=str + " <td align='right'>" + totaltax + "</td></tr>";
str=str + "<tr><td colspan='4' align='right'>Adjustment</td>";
str=str + "<td align='right'> " + adjustment + "</td></tr>";
str=str + "<tr><td colspan='4' style='border-bottom:2px solid #ccc' align='right'><b>Grand Total</b></td>";
str=str + "<td style='border-bottom:2px solid #ccc;border-top:2px solid #dadada;' align='right'><b>INR " + Grandtotal + "</b></td></tr></tbody></table><br><br></td></tr></tbody></table></td></tr></tbody></table>";
sendmail
[
from:zoho.adminuserid
to:Email
subject:"Quote Details"
message:str
content type:HTML
]
}

Note: This custom function is for the Quote module and you can modify it to send the automated email from the Sales Order and Invoices also. Also, we have used on the default Quote template model. If you want to change the quote layout, then you need to customize the custom function as per your requirement.

Please refer to the following link to know more about this feature:


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