Smart Document Automation:: From Zoho Projects to Zoho Writer – Merge, Edit, and Share

Smart Document Automation:: From Zoho Projects to Zoho Writer – Merge, Edit, and Share

Hello Everyone, 

A custom function is a software code that can be used to automate a process and this allows you to automate a notification, call a webhook, or perform logic immediately after a workflow rule is triggered. This feature helps to automate complex tasks and calculations.

In this post, I will present a specific use case that demonstrates the integration between Zoho Projects and Zoho Writer.


Use Case:

Merge data from Zoho Projects into a predefined template in Zoho Writer.
Automatically generate a fillable document.
Share the document link with a designated user, either specified within Zoho Writer or Zoho Projects.
Include fillable fields within the merge template, allowing the recipient to complete the necessary information.

This functionality has been successfully implemented using Custom Functions. The following steps outline the setup process. Refer to the attached screenshots for additional context.

Step 1: Navigate to Zoho Writer → Automate → Merge Template
Step 2: Click on 'Convert'
Step 3: Select a data source to start merging
Step 4: Select 'Custom Source'
Step 5: Click on 'Use' next to the Projects Fields
Step 6: Once done, enter the Zoho Org ID i.e., ZOID within the portalID.
Step 7: Click on 'Connections' within the same page → Create a Connection with the mentioned scopes.
Step 8: Click on 'Manage Fields' → Drag and Drop the required fields.
Step 9: You can setup the Merge options as per your concern as in this screen shot
Step 10: Click on 'Merge & Share Fillable Link'
Step 11: Select the required field from the 'Fields & Buttons'
Step 12: Configure the 'Merge & share fillable link'
Step 13: Click on 'Configure from submit actions' → Webhook & Custom Functions → Execute Custom Functions.

The following functionality can be achieved using the code provided below. Additionally, two connections must be created as outlined

  1. Zoho Projects Connection :: Create a connection for the Zoho Projects service with the following scopes 'ZohoProjects.projects.READ, ZohoProjects.milestones.READ, ZohoProjects.tasklists.READ, ZohoProjects.tasks.READ, ZohoProjects.users.READ, and ZohoProjects.clients.READ'.

    Update the placeholder 'xxxxxxxxx' with the actual connection name in ZPConnection.

  2. Zoho OAuth Connection :: Create a connection for the Zoho OAuth service with the following scopes 'ZohoWriter.documentEditor.ALL and ZohoWriter.Merge.ALL'.

    Replace 'yyyyyyyyy' with the actual connection name in ZWConnection.

For detailed guidance on creating a connection, please refer to this link. The required code is provided below.

//connections for authentication
tomailaddress = "a@b.com";
ZPConnection = "xxxxxxxxx";
ZWConnection = "yyyyyyyyy";
projectsDomain = "https://projectsapi.zoho.com/";
writerDomain = "https://zohoapis.com/";
headers = Map();
// Mandatory header - Do not remove
headers.put("x-zoho-service","ZohoWriter");
//Domain url for Projects and Writer
projectsDetailsUrl = projectsDomain + "restapi/portal/" + portalId + "/projects/" + projectId + "/";
milestoneDetailsUrl = projectsDomain + "restapi/portal/" + portalId + "/projects/" + projectId + "/milestones/";
taskListDetailsUrl = projectsDomain + "restapi/portal/" + portalId + "/projects/" + projectId + "/tasklists/";
taskDetailsUrl = projectsDomain + "restapi/portal/" + portalId + "/projects/" + projectId + "/tasks/";
projectsUsersUrl = projectsDomain + "/api/v3/portal/" + portalId + "/projects/" + projectId + "/users";
clientUsersUrl = projectsDomain + "api/v3/portal/" + portalId + "/projects/" + projectId + "/clients/users";
mergeFieldsUrl = writerDomain + "/writer/api/v1/documents/" + templateId + "/fields";
mergeAndStoreUrl = writerDomain + "/writer/api/v1/documents/" + templateId + "/merge/sharetofill";
projectsCommentUrl = projectsDomain + "api/v3/portal/" + portalId + "/projects/" + projectId + "/comments";
getAllFields = invokeurl
[
url :mergeFieldsUrl
type :GET
connection:"writer"
];
if(!getAllFields.contains("error") && getAllFields.getJSON("merge").size() > 0)
{
values_map = Map();
projectDetails = invokeurl
[
url :projectsDetailsUrl
type :GET
headers:headers
connection:"connectionprojects"
];
if(!projectDetails.contains("error"))
{
projectFieldValues = projectDetails.getJson("projects").get(0);
projectCF = false;
if(projectFieldValues.contains("custom_fields"))
{
projectCF = true;
projectCustomfields = projectFieldValues.getJSON("custom_fields");
}
for each  mergeField in getAllFields.getJson("merge")
{
if(projectFieldValues.containsKey(mergeField.getJSON("id")))
{
if(mergeField.getJSON("id") == "TAGS")
{
tagList = List();
for each  tag in projectFieldValues.getJSON("TAGS")
{
tagList.add(tag.getJSON("name"));
}
values_map.put(mergeField.get("id"),tagList);
continue;
}
else
{
values_map.put(mergeField.get("id"),projectFieldValues.getJSON(mergeField.getJSON("id")));
continue;
}
}
// merge project customfields
if(projectCF == true)
{
for each  field in projectCustomfields
{
if(field.containsKey(mergeField.getJSON("id")))
{
values_map.put(mergeField.get("id"),field.getJSON(mergeField.getJSON("id")));
break;
}
}
}
// merge milestone details
if(mergeField.get("id") == "milestone_details")
{
milestoneDetilList = List();
MilestoneDetails = invokeurl
[
url :milestoneDetailsUrl
type :GET
headers:headers
connection:"connectionprojects"
];
if(!MilestoneDetails.contains("error"))
{
allMilestonedetails = MilestoneDetails.getJson("milestones");
for each  milestone in allMilestonedetails
{
milestoneDetilMap = Map();
for each  milestoneField in mergeField.getJSON("fields")
{
mergeFieldId = milestoneField.get("id");
mergeFieldName = mergeFieldId.subString("milestone_details.".length(),mergeFieldId.length());
//merge milestone fields
if(milestone.containsKey(mergeFieldName))
{
if(mergeFieldName == "tags")
{
tagList = List();
for each  tag in milestone.getJSON(mergeFieldName)
{
tagList.add(tag.getJSON("name"));
}
milestoneDetilMap.put(mergeFieldId,tagList);
continue;
}
else if(mergeFieldName == "status")
{
milestoneDetilMap.put(mergeFieldId,milestone.getJson("status_det").getJson("name"));
continue;
}
else
{
milestoneDetilMap.put(mergeFieldId,milestone.getJson(mergeFieldName));
continue;
}
}
}
milestoneDetilList.add(milestoneDetilMap);
}
values_map.put("milestone_details",milestoneDetilList);
}
}
// merge tasklist details
if(mergeField.get("id") == "tasklist_details")
{
taskListDetilList = List();
getTasklistDetails = invokeurl
[
url :taskListDetailsUrl
type :GET
headers:headers
connection:"connectionprojects"
];
if(!getTasklistDetails.contains("error"))
{
taskListdetails = getTasklistDetails.getJson("tasklists");
for each  tasklist in taskListdetails
{
taskListDetilMap = Map();
for each  taskListField in mergeField.getJSON("fields")
{
mergeFieldId = taskListField.get("id");
mergeFieldName = mergeFieldId.subString("tasklist_details.".length(),mergeFieldId.length());
//merge tasklist fields
if(tasklist.containsKey(mergeFieldName))
{
if(mergeFieldName == "tags")
{
tagDetails = List();
for each  tag in tasklist.getJson(mergeFieldName)
{
tagDetails.add(tag.getJSON("name"));
}
taskListDetilMap.put(mergeFieldId,tagDetails);
continue;
}
else
{
taskListDetilMap.put(mergeFieldId,tasklist.getJson(mergeFieldName));
continue;
}
}
}
taskListDetilList.add(taskListDetilMap);
}
values_map.put("tasklist_details",taskListDetilList);
}
}
// merge task details
if(mergeField.get("id") == "task_details")
{
taskDetilList = List();
getTaskDetails = invokeurl
[
url :taskDetailsUrl
type :GET
headers:headers
connection:"connectionprojects"
];
if(!getTaskDetails.contains("error"))
{
taskdetails = getTaskDetails.getJson("tasks");
for each  taskdetail in taskdetails
{
taskDetilMap = Map();
taskCFs = false;
if(taskdetail.contains("custom_fields"))
{
taskCFs = true;
taskCustomfields = taskdetail.getJSON("custom_fields");
}
for each  taskField in mergeField.getJSON("fields")
{
mergeFieldId = taskField.get("id");
mergeFieldName = mergeFieldId.subString("task_details.".length(),mergeFieldId.length());
//merge task fields
if(taskdetail.containsKey(mergeFieldName))
{
if(mergeFieldName == "tasklist" || mergeFieldName == "status")
{
taskDetilMap.put(mergeFieldId,taskdetail.getJson(mergeFieldName).getJson("name"));
continue;
}
else if(mergeFieldName == "tags")
{
tagDetails = List();
for each  tag in taskdetail.getJson(mergeFieldName)
{
tagDetails.add(tag.getJSON("name"));
}
taskDetilMap.put(mergeFieldId,tagDetails);
continue;
}
else
{
taskDetilMap.put(mergeFieldId,taskdetail.getJson(mergeFieldName));
continue;
}
}
else if(taskdetail.containsKey("details"))
{
if(mergeFieldName == "owners")
{
ownerDetail = List();
ownerList = taskdetail.getJson("details").getJSON("owners");
for each  owner in ownerList
{
ownerDetail.add(owner.getJson("name"));
}
taskDetilMap.put(mergeFieldId,ownerDetail);
continue;
}
}
else if(taskdetail.containsKey("log_hours"))
{
if(mergeFieldName == "billable_hours" || mergeFieldName == "non_billable_hours")
{
taskDetilMap.put(mergeFieldId,taskdetail.getJson("log_hours").getJSON(mergeFieldName));
continue;
}
}
//merge task customfields
if(taskCFs == true)
{
for each  taskCF in taskCustomfields
{
if(taskCF.containsKey(mergeFieldName))
{
taskDetilMap.put(mergeFieldId,taskCF.getJson(mergeFieldName));
break;
}
}
}
}
taskDetilList.add(taskDetilMap);
}
values_map.put("task_details",taskDetilList);
}
}
// merge projectUsers
if(mergeField.get("id") == "project_users")
{
projectUserList = List();
getProjectUsers = invokeurl
[
url :projectsUsersUrl
type :GET
connection:"connectionprojects"
];
if(!getProjectUsers.contains("error"))
{
projectUserdetails = getProjectUsers.getJson("users");
for each  userDetails in projectUserdetails
{
projectUsersMap = Map();
for each  userField in mergeField.getJSON("fields")
{
mergeFieldId = userField.get("id");
mergeFieldName = mergeFieldId.subString("project_users.".length(),mergeFieldId.length());
//merge projectusers fields
if(mergeFieldName == "role")
{
if(userDetails.get(mergeFieldName).size() > 0)
{
projectUsersMap.put(mergeFieldId,userDetails.getJSON(mergeFieldName).getJSON("name"));
continue;
}
}
else if(mergeFieldName == "profile")
{
if(userDetails.get(mergeFieldName).size() > 0)
{
projectUsersMap.put(mergeFieldId,userDetails.getJSON(mergeFieldName).getJSON("name"));
continue;
}
}
else
{
projectUsersMap.put(mergeFieldId,userDetails.getJSON(mergeFieldName));
continue;
}
}
projectUserList.add(projectUsersMap);
}
values_map.put("project_users",projectUserList);
}
}
// merge clients users
if(mergeField.get("id") == "client_users")
{
clientUserList = List();
getProjectClientUser = invokeurl
[
url :clientUsersUrl
type :GET
connection:"connectionprojects"
];
if(!getProjectClientUser.contains("error"))
{
clientUserdetails = getProjectClientUser.getJson("clients").getJSON("users");
for each  userDetails in clientUserdetails
{
clientUsersMap = Map();
for each  userField in mergeField.getJSON("fields")
{
mergeFieldId = userField.get("id");
mergeFieldName = mergeFieldId.subString("client_users.".length(),mergeFieldId.length());
// merge clientsUsers
if(!mergeFieldName == "profile")
{
clientUsersMap.put(mergeFieldId,userDetails.getJSON(mergeFieldName));
continue;
}
else
{
clientUsersMap.put(mergeFieldId,userDetails.getJSON("profile").getJson("name"));
continue;
}
}
clientUserList.add(clientUsersMap);
}
values_map.put("client_users",clientUserList);
}
}
}
mergeDataParams = Map();
mergeDataParams.put("merge_data",{"data":values_map});
mergeAndStore = invokeurl
[
url :mergeAndStoreUrl
type :POST
parameters:mergeDataParams
connection:"writer"
];
if(!mergeAndStore.containsKey("error") && mergeAndStore.containsKey("merge_report_url"))
{
   mailMessage =  "Fill in the document " + mergeAndStore.get("records").get(0).get("fillable_link");
sendmail
[
from :zoho.loginuserid
to :tomailaddress
subject :"Fillable document link"
message :mailMessage
]
}
return mergeAndStore;
}
else
{
return projectDetails;
}
}
else
{
return getAllFields;
}

Creating custom functions in Zoho Projects is a straightforward process, supported by comprehensive documentation. Zoho offers a variety of built-in functions that serve as useful starting points, and you can also define your own functions using Zoho’s scripting language, Deluge. Implementing these functions can significantly enhance efficiency and improve productivity.

Stay tuned for additional examples and custom function scripts.



      • Sticky Posts

      • Set Custom Business Calendars and Holidays for Global Teams

        Managing a project across diverse teams means accounting for more than just tasks and deadlines; it means acknowledging how and when each team actually works. Users might follow different working days or observe region-specific holidays that cannot be

      • Introducing Version-3 APIs - Explore New APIs & Enhancements

        Happy to announce the release of Version 3 (V3) APIs with an easy to use interface, new APIs, and more examples to help you understand and access the APIs better. V3 APIs can be accessed through our new link, where you can explore our complete documentation,

      • Restore Trashed Records Anytime Within 30 Days

        Access the recycle bin from the Data Administration tab under the settings page in Zoho Projects, which gives better control over the trashed data. When records like projects, phases, task lists, tasks, issues, or project templates are trashed, they are

      • Organize and Clone Task Custom Views

        We have rolled out two new enhancements to task custom views: Custom View Groups and Custom View Clone. Custom View Groups Similar to predefined view groups, we have introduced groups for custom views to help organize and categorize them. My Custom Views:

      • Flexible Milestone Invoicing

        If your Zoho Projects portal is integrated with Zoho Invoice/Books, you can now create an invoice for your milestones. You can enable it under Integration Preference and invoice milestones regardless of the project's billing type. For instance, consider

        • Recent Topics

        • Zoho Tables instead of Zoho Creator Spreadsheet reports <3

          That would make my day for sure. Zoho Creator is create, but miss data entering as AirTable/Spreadsheet can. Seeing Zoho putting effort in this makes me think maybe one day we could see a similar interface for Zoho Creator spreadsheet reports. B.

        • Zoho Sheet - Desktop App or Offline

          Since Zoho Docs is now available as a desktop app and offline, when is a realistic ETA for Sheet to have the same functionality?I am surprised this was not laucned at the same time as Docs.

        • Notebook Stack

          Hi Everyone I Hope you´re fine, I´m sorry if this idea was posted before (I made a search but I haven´t find anything related). So, Having the possibility of stacking notebooks would be an interesting way to order notebooks that correspond to the same

        • Writing on sketch cards is bugged when zoomed in

          When zoomed in, it writes a noticeable distance above or to the side of where you're actually trying to write. The further you're zoomed in, the more noticeable it is. Zooming is also entirely absent on the desktop version.

        • Swipe between notes on iPhone

          It'd be convenient if I could move from one note to the next in a notebook simply by swiping left to right.

        • Sales IQ chat is not working in signed android apk

          I have integrated ZOHO sales IQ support chat and i have followed each step and its working fine in my development build but when i create signed APK for it. Chat does not work in it and showing awaiting for detail. I previously asked the same query but

        • COQL order by COUNT not working

          Dear community, I am trying to get a list of deal amounts per planner working on it and sorted to get see who has the least amount of deals. For some reason, I am unable to use sort by in combination with a COUNT. My original code was: query = "select

        • I want to duplicate a report and name it something else

          Hi, I have created a report, and now want to reproduce it and call it something else. so that I will end up with TWO separate reports with different titles. Please tell me how do I copy / reproduce a report please

        • Zoho CRM: Sales Rep Professional Certification Program on Coursera

          We are happy to share that we have published the Zoho Sales Representative Professional Certificate in partnership with Coursera, a leading platform for online learning and career development that offers access to courses and degrees from leading universities

        • OS X Notebook quits immediately upon launch

          NoteBook for OS X (Sequoia, but also under Sonoma) always quits immediately upon launch (so I cannot use the "Attach user log" option). I've restarted my MacBook but the problem persists. If it helps, attached is a diagnostic report from Library>Log

        • Can External users upload files or images to WorkDrive?

          I want to know if it is possible for someone externally through a link and PW be able to upload files and images onto WorkDrive?

        • Multi-line fields character limits

          Is there a way to set the character limit higher on multi-line fields so that we are not losing information pasted into the field? When the text is entered or pasted, there is no error to say that the text is too large. After saving and going back to view most of the text is gone.   Also, when viewing the resume, the text is not wrapped in the multi line fields and can t be read without scrolling across the page.

        • Taz bot not working — What should I do to resolve this issue?

          I am experiencing issues with the Taz bot in Zoho Cliq—not receiving responses or it does not seem to work as expected. Could you please explain why the Taz bot might not be functioning and what steps I should take to resolve this issue? Thank you!

        • Zoho Calendar soft bounce on @hotmail.com and @yahoo.com email addresses

          Hello, our Zoho calendar recently does not send the calendar invites to emails with hotmail and yahoo domains and comes back with a "soft bounce". other domains like Gmail works fine. Also sending "email" to the same emails to the above domains work well

        • OneNote Migration

          I am trying to migrate two notebooks from OneNote. For five days now I have had no notification that migration has completed and the migration page show 50% complete - one notebook completed one not finished. It just stays like this. I am unable to cancel

        • Set various time slot reminders for task and event

          Hi I would like known if there is possibility to set various time reminders for a task or event like we have the possibility to do in google calendar or google task. For example I'am creating an event or task and I want to be alerted before 30min and

        • is it possible to add more than one Whatsapp Phone Number to be integrated to Zoho CRM?

          so I have successfully added one Whatsapp number like this from this User Interface it seems I can't add a new Whatsapp Number. I need to add a new Whatsapp Number so I can control the lead assignment if a chat sent to Whatsapp Phone Number 1 then assign

        • Zoho Calendar not functioning---cannot edit, add attendees, etc.

          Hello, My calendar is acting strange. I'm using Chrome as my browser and pop ups are not blocked (the calendar worked fine yesterday). When creating an event, I'm not able to "edit" the event and add attendees, etc. The link is non-responsive. I cannot

        • Spilt Axis for stacked column and line graph

          Each month around this time I prepare a business review deck. One of the biggest annoyances I have with Zoho, also happens to be something that most other platforms have provided for a long time now, and that is being able to create a chart with stacked

        • Pin a note on top

          Dear Zoho Notebook Team, Please highly consider adding ability to pin a note on top and arrange pinned notes. I have a lot of notes that I want to pin important ones on top and this feature is missing badly. Thank you.

        • Windows 11 app ver 2.2.8

          I have been trialing Zoho Notes syncing between my PC and iphone. No problems with iphone but the Windows 64 bit app ver 2.2.8 was very buggy and would lock up completely, needing a Control Alt Delete etc to close it down. It seemed to be connected to

        • Deluge Script: Onboarding → Access Form

          Hello everyone, Edit: Sorry, I think I put this topic in the wrong section. I’ve recently run into an issue that’s been giving me a bit of a headache for the past few weeks. Context: This is my first time using Deluge to create a script, but it’s not

        • ZOHO BOOKS - EXCESSIVELY SLOW TODAY

          Dear Zoho Books This is not the first time but it seems to be 3 times per week now that the system is extremely slow. I work on Zoho Books 95% of my day so this is very frustrating. Zoho you need to do something about this. I have had my IT guy check

        • Windows Device Authentication

          We have recently started using ManageEngine, and my boss saw a device management feature in the Zoho One directory. We thought it would either help give us more intergration into Zoho one through bringing ManageEngine services through Zoho one. Or, it

        • How can I change spell check language?

          I cannot find the way to change spell check language. My "display language" is English, and I want to have the same one for Spell Check, but it is Russian!!! How can I change it? In one of your explanations you mentioned that I have to choose it from

        • Mail is so slow - doesn't even work!

          Mail has been getting slower and slower - and today it's not even pulling up emails in either Inbox or Unread. This is beyond frustrating since email is a big part of business. Sent a request through the useless help portal - no response. Called the useless

        • User marked as SPAMMER. Mail Fetch has also been disabled for any active POP accounts.

          I am the administrator for joelles.com One of our accounts has been blocked saying this: User marked as SPAMMER. Mail Fetch has also been disabled for any active POP accounts. I cannot change the disabled account in the control panel as it says that it

        • My domain did not activate

          Hi, my domain (apsaindustrial.com.ar) did not activate, and the phone verification message never arrived. Please would you solve this problem? Thanks.

        • ME SALE ESTE ERROR: No fue posible enviar el mensaje;Motivo:554 5.1.8 Email Outgoing Blocked

          Ayuda!! Me sale este error al intentar enviar mensajes desde mi correo electronico de Zoho! Tampoco recibo correos pues cuando me envia rebotan. Ayuda, Me urge enviar unos correo importantes!! Quedo atenta MAGDA HERNANDEZ +5731120888408

        • Is there a way to sync Tags between CRM and Campaigns/Marketing Hub?

          I wonder if there is a way to synch the tags between CRM and Marketing-Hub / Campaigns?

        • how to see if a specific contact opened an email in zoho campaign?

          how to see if a specific contact opened an email in zoho campaign?

        • Rich Text For Notes in Zoho CRM

          Hello everyone, As you know, notes are essential for recording information and ensuring smooth communication across your records. With our latest update, you can now use Rich Text formatting to organize and structure your notes more efficiently. By using

        • Revenue Management: #8 Revenue Recognition in Educational & Training Institutions

          Educational Institutions and training centres typically collect course fees at the time of enrolment, sometimes for a one-day workshop and sometimes for a year-long certification course. You might also charge separately for course materials or evaluation.

        • How to Customize Task Creation to Send a Custom Alert Using JavaScript in Zoho CRM?

          Hello Zoho CRM Community, I’m looking to customize Zoho CRM to send a custom alert whenever a task is created. I understand that Zoho CRM supports client scripts using JavaScript, and I would like to leverage this feature to implement the alert functionality.

        • how to use validation rules in subform

          Is it possible to use validation rules for subforms? I tried the following code: entityMap = crmAPIRequest.toMap().get("record"); sum = 0; direct_billing = entityMap.get("direct_billing_details"); response = Map(); for each i in direct_billing { if(i.get("type")

        • Using files from Zoho CRM in Gemini/ChatGPT/Claude

          Hi all, I’ve got subscriptions to Gemini and a few other AI tools which I use for tasks like data enrichment, email composition, etc. In our workflow, we often receive various documents from clients — such as process workflows, BRDs/requirement documents

        • Enhancements to the formula field in Zoho CRM: Auto-refresh formulas with the "Now" function, stop formula executions based on criteria, and include formulas within formulas

          Dear Customers, We hope you're well! By their nature, modern businesses rely every day on computations, whether it's to calculate the price of a product, assess ROI, evaluate the lifetime value of a customer, or even determine the age of a record. With

        • Maximum file limit in zoho people LMS

          Dear Team, I am having approximately 4.9 GB of material, including PPTs and videos for uploading in zoho people LMS course. May I know what is the maximum limit limit for the course files Thanking you, With regards, Logeswar V Executive _ Operations

        • Displaying related quotes in sales order and back

          Hi, My colleague liked to see to which sales orders, the quote has been converted. Quote shows Invoices, but not SO. Same, they would like to see the quotes in the sales order, as they can see invoices, packages, shipment, How can we achieve this ? Thank

        • automations: Can I execute a step on a specific date?

          I have created a form in Zoho forms, and created a contacts list. I have also begun setting up an automation with the intention of sending the form to the contact list on a specific date every month (via email) for the entire year (essentially sending

        • Next Page