Episode III : Powering Automation: Custom Functions in Action

Episode III : Powering Automation: Custom Functions in Action

Hello Everyone,

In our previous episodes, we explored custom functions and the Deluge programming language. If you’ve been wondering why the Episode series have been quiet, here’s the reveal!
On our community, we've been showcasing custom functions integrated with various automation tools on the Automation Series – to perform specific operations. Over the past few weeks, we’ve introduced how custom functions work within different automation types.


In this episode, we’ll explore the five key automations in Zoho Desk that support custom functions:
  • Workflows
  • Macros
  • Schedules
  • Blueprint
  • Guided Conversation
Do you remember how we closed Episode II with this line:
Quote
"To make a custom function work, it must be integrated with Automation"?
The automation tools within Zoho Desk shape your processes to fit your business needs. Now, let’s dive in and explore how they can work your way.

Workflow Rules : Automate with Ease

Workflow rules in Zoho Desk are simple yet powerful tools that trigger actions based on specific execution points like ticket create, edit, customer reply and criteria. With a steady stream of queries from both new and existing customers, automation is key. Depending on customer needs and ticket volume, you may want to:
  • Auto-assign tickets
  • Update fields
  • Add tags
  • Send instant replies
Workflow rules help streamline these routine tasks, boosting both efficiency and response times.
For more complex automation, you can enhance workflows using custom functions, enabling tailored operations that go beyond standard actions.
Here's an example of how custom functions can elevate your workflows and make your support process smarter and more efficient. Automation #4 - Auto Delete Tickets based on Rules  

Blueprint : Define your process

Every organization operates with defined processes and department structures to be consistent, efficient, and offer customers a fulfilling experience. While much of this is documented and shared through verbal training, there can be gaps, especially while onboarding new agents.
That’s where Zoho Desk's Blueprint comes in. It lets you build a structured flow, guiding agents through every step of ticket handling: assigning, resolving, seeking approvals, or escalating, ensuring consistency without overwhelming them.
This workflow framework supports:
  • Clear status transitions
  • Better customer communication
  • Efficient hand-offs between teams
  • Time tracking and compliance
The intuitive drag-and-drop interface allows you to set conditions, actions, and transitions. You can also enhance the process using Custom Functions to automate approvals, share tickets, and perform advanced operations tailored to your needs.
The "After Transition" section in Blueprint helps you trigger tasks, alerts, updates, or custom functions.
Let’s explore how to use Custom Functions with Blueprint in Zoho Desk here: Automation#36: Auto-create time-entry after performing the Blueprint transition  

Macros :Perform Single Action

When you need to update a field, send bulk emails, or create tasks for multiple tickets with a single click, Macros are the go-to solution.
In cases where a group of customers is affected by the same issue or waiting for an update, following up individually can be time-consuming. Macros help you handle these repetitive actions efficiently, saving time and effort.
You can also enhance Macros with custom functions, enabling more advanced, tailored operations beyond the standard actions:

Schedule actions : Schedules in Zoho desk

Schedules let you automate actions at a specific date and time, with the option to repeat them as needed. They are ideal for time-based automation and work seamlessly with custom functions.
You can either link existing custom functions from the gallery or create new ones directly within Schedules to handle tailored tasks.
To learn how to configure schedules, refer Creating and Managing Schedules in Zoho Desk.
To learn to configure custom function with Schedules, try this out: Automation#28 Notify Agents on Article Expiry  

Guided Conversations : Formatter

Self-service empowers customers, and Zoho Desk’s Guided Conversation (GC) feature makes it easy to create interactive, kiosk-style support flows. You can embed these conversations across messaging platforms like WhatsApp, LINE, Messenger, the Help Center, and ASAP, allowing users to find answers from your Knowledge Base.
GC includes blocks to:
  • Connect with an agent
  • Create tickets
  • Integrate with Zoho products
Guided Conversations support Custom Functions within the Webhook block, enabling advanced automation and personalized responses.
Here’s an example of how to configure a Custom Function within a Guided Conversation: Automation#23: Automate Guided Conversations in Zoho Desk with Business Hours  

Let’s wrap things up!

We hope this gave you a clear view of how to configure custom functions within Zoho Desk's automation tools. Whether it's Workflows, Macros, Schedules, Blueprint, or Guided Conversations—each one opens new possibilities for making your support process smarter and smoother.
If there’s a topic you’re curious about or would love to see us cover next on the community, drop your ideas in the comments below. We’d love to hear you speak and write to us.

​
Happy automating!
See you in the next post,
Lydia | Zoho Desk
 

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