Automation #15: Automatically Adding Static Secondary Contacts

Automation #15: Automatically Adding Static Secondary Contacts



Rockel is a top-tier client of Zylker traders. Marcus handles communications with Rockel and would like to add Terence, the CTO of Zylker traders to the email conversations. In this case, the emails coming from user address rockel.com should have Terence looped in automatically as the secondary contact.

Like Zylker, many users have the requirement to include secondary contacts while communicating with their customers. Here's for you the custom function to automatically add static secondary contacts while responding to an email.

Prerequisite
1. Enable Secondary Contacts (CCs) in Tickets
Navigate to Setup >> Customization >> General Settings >> Tickets >> Secondary Contacts (CCs) in Tickets >> Configure(If not enabled) or Edit Configuration(If enabled), select the department to which you want to implement the automation.


2. Create a Connection
To establish a connection, perform the following steps:

      2.1 Go to
Setup and choose Connections under Developer Space.
      2.2 Click
Create Connection.
      2.3 Select
Zoho Desk under Default Connection.
      2.4 Give the connection name as
secondarycontact.
      2.5 Under
Scope choose the below scope values:
            Desk.search.READ
            Desk.tickets.READ
            Desk.tickets.UPDATE
            Desk.tickets.CREATE
            Desk.contacts.READ
            Desk.contacts.UPDATE
      2.6 Click Create and Connect.
      2.7 Click
Connect and click Accept.
Connection is created successfully.

Create a Workflow Rule
1. Go to Setup, choose Workflows under Automation.
2. Under Workflows, click Rules >> Create Rule.
In the Basic Information section
3. Select Tickets under Module.
4. Enter a Rule Name and Description for the rule.
5. To activate the rule, select the Active checkbox. Click Next.
In the Execute on section, follow these steps:
6. Select Create checkbox to execute this rule every time a new ticket is created. Click Next.
7. In the Criteria section, specify the criteria as "Email contains @zylker.com" and click Next
8. In the Actions section, click the + icon and select New next to Custom Functions.
9. Enter a name and description for the custom function.
10. Under Argument Mapping, give a desired Method Name. Map the arguments as below 
   10.1 In the Argument Name field, type ticketId, and from the Value drop-down list select Ticket Id under Ticket Information.
   10.2 In the Argument Name field, type ticketContactId, and from the Value drop-down list select Contact Id under Contacts Information.
   10.3 In the Argument Name field, type orgId, and from the Value drop-down list select specify custom value and enter your Zoho Desk. OrgId. To get Zoho Desk OrgId, navigate to Setup >> Developer Space >> API.                  
11. In the script window, insert the Custom Function given below:
  1. //--------------- User Input -----------------
  2. Email = "STATIC_EMAIL_ID"; // Static email ID
  3. deskURL = "https://desk.zoho.com";
  4. //-----------------------------------------------
  5. logs = Collection();
  6. secondaryContacts = list();
  7. ticketDetails = zoho.desk.getRecordById(orgId, "tickets", ticketId, "secondarycontact");
  8. logs.insert("ticketDetails": ticketDetails);
  9. secondaryCC = ticketDetails.get("secondaryContacts");
  10. if (secondaryCC != "" && secondaryCC != null)
  11. {
  12. secondaryContacts = secondaryCC.toList(",");
  13. }
  14. searchParam = Map();
  15. searchParam.put("from", 0);
  16. searchParam.put("limit", 1);
  17. field1 = "email:" + Email;
  18. encryptEmail = zoho.encryption.urlEncode(field1);
  19. searchParam.put("field1", encryptEmail);
  20. contactSearch = invokeurl
  21. [
  22. url: deskURL + "/api/v1/contacts/fieldSearch"
  23. type: GET
  24. parameters: searchParam
  25. connection: "secondarycontact"
  26. ];
  27. logs.insert("contactSearch": contactSearch);
  28. if(contactSearch != null && contactSearch.get("data") != null && contactSearch.get("data").size() > 0)
  29. {
  30. contactId = contactSearch.get("data").get(0).get("id");
  31. }
  32. else
  33. {
  34. createConatctParam = Map();
  35. lastName = Email.getPrefixIgnoreCase("@");
  36. createConatctParam.put("lastName", lastName);
  37. createConatctParam.put("email", Email);
  38. createContact = invokeurl
  39.     [
  40.      url: deskURL + "/api/v1/contacts"
  41.      type: POST
  42.      parameters: createConatctParam.toString()
  43.      connection: "secondarycontact"
  44.     ];
  45. logs.insert("createContact": createContact);
  46. contactId = createContact.get("id");
  47. }
  48. logs.insert("contactId": contactId);
  49. if(contactId != null && contactId != ticketContactId)
  50. {
  51. secondaryContacts.add(contactId);
  52. updateParam = Map();
  53. updateParam.put("secondaryContacts", secondaryContacts);
  54. updateTicket = invokeurl
  55.     [
  56.         url: deskURL + "/api/v1/tickets/" + ticketId
  57.         type: PATCH
  58.         parameters: updateParam.toString()
  59.         connection: "secondarycontact"
  60.     ];
  61. logs.insert("updateTicket": updateTicket);
  62. }
  63. info logs ;
Note: In Line 1 Email = "STATIC_EMAIL_ID", replace the "STATIC_EMAIL_ID" with the email address you prefer to be added in the secondary contact automatically. eg:  Email = "terence@zylker.com"
12. Click Save to save the custom function
13. Click Save again to save the workflow.

We hope this custom function fosters your experience with Zoho Desk. Stay tuned for regular updates and insights on our automation features in this space.


      Zoho Campaigns Resources


        • Desk Community Learning Series


        • Digest


        • Functions


        • Meetups


        • Kbase


        • Resources


        • Glossary


        • Desk Marketplace


        • MVP Corner


        • Word of the Day


        • Ask the Experts


          • Sticky Posts

          • Register for Zoho Desk Beta Community

            With the start of the year, we have decided to take a small step in making the life of our customers a little easier. We now have easy access to all our upcoming features and a faster way to request for beta access. We open betas for some of our features
          • Share your Zoho Desk story with us!

            Tell us how you use Zoho Desk for your business and inspire others with your story. Be it a simple workflow rule that helps you navigate complex processes or a macro that saves your team a lot of time; share it here and help the community learn and grow with shared knowledge. 
          • Tip #1: Learn to pick the right channels

            Mail, live chat, telephony, social media, web forms—there are so many support channels out there. Trying to pick the right channels to offer your customers can get pretty confusing. Emails are most useful when the customer wants to put things on record. However, escalated or complicated issues should not be resolved over email because it's slow and impersonal.  When you need immediate responses, live chat is more suitable. It's also quick and convenient, so it's the go-to channel for small issues. 
          • Welcome to Zoho Desk Community - Say hello here!

            Hello everyone! Though we have been here for a while, it’s time to formally establish the Zoho Desk Community; we’re really happy to have you all here! This can be the place where you take a moment to introduce yourself to the rest of the community. We’d love to hear all about you, what you do, what company or industry you work for, how you use Zoho Desk and anything else that you will like to share! Here’s a little about me. I am Chinmayee. I have been associated with Zoho since 2014. I joined here
          • Webinar 1: Blueprint for Customer Service

            With the launch of a host of new features in Zoho Desk, we thought it’ll be great to have a few webinars to help our customers make the most of them. We’re starting off with our most talked about feature, Blueprint in Zoho Desk. You can register for the Blueprint webinar here: The webinar will be delivered by our in-house product experts. This is a good opportunity to ask questions to our experts and understand how Blueprint can help you automate your service processes. We look forward to seeing

          Zoho CRM Plus Resources

            Zoho Books Resources


              Zoho Subscriptions Resources

                Zoho Projects Resources


                  Zoho Sprints Resources


                    Zoho Orchestly Resources


                      Zoho Creator Resources


                        Zoho WorkDrive Resources



                          Zoho CRM Resources

                          • CRM Community Learning Series

                            CRM Community Learning Series


                          • Tips

                            Tips

                          • Functions

                            Functions

                          • Meetups

                            Meetups

                          • Kbase

                            Kbase

                          • Resources

                            Resources

                          • Digest

                            Digest

                          • CRM Marketplace

                            CRM Marketplace

                          • MVP Corner

                            MVP Corner




                            Zoho Writer Writer

                            Get Started. Write Away!

                            Writer is a powerful online word processor, designed for collaborative work.

                              Zoho CRM コンテンツ




                                ご検討中の方

                                  • Recent Topics

                                  • How do you do ticket add ons in Backstage?

                                    Hi Everyone, If you wanted to have general admin tickets and allow for add ons, like camping, or car or Carbon offset. What would you do? Peace Robin
                                  • From Zoho CRM to Paper : Design & Print Data Directly using Canvas Print View

                                    Hello Everyone, We are excited to announce a new addition to your Canvas in Zoho CRM - Print View. Canvas print view helps you transform your custom CRM layouts into print-ready documents, so you can bring your digital data to the physical world with
                                  • validation rules doesn't work in Blueprint when it is validated using function?

                                    I have tried to create a validation rule in the deal module. it works if I try to create a deal manually or if I try to update the empty field inside a deal. but when I try to update the field via the blueprint mandatory field, it seems the validation
                                  • Pull cells from one sheet onto another

                                    Hello all! I have created an ingredients database where i have pricing and information and i want to pull from that database into a recipe calculator. I want it to pull based on what ingredient I choose. The ingredients database has an idea and i want
                                  • Emails Failing with “Relaying Issues – Mail Sending Blocked” in ZeptoMail

                                    Hello ZeptoMail Support Team, We are facing an email delivery issue in our ZeptoMail account where emails are failing with the status “Process failed” and the reason “Relaying issues – Mail sending blocked.” Issue Details Agent Name: mail_agent_iwwa From
                                  • How does Zoho handle support operations for our EU users?

                                    Dear Zoho users, We have some news and reminders about how we handle support operations for Zoho users in the EU Data Center. This is part of our broader commitment to ensuring GDPR compliance and providing secure data handling for all users. We'd like
                                  • Layout Adjustment.

                                    Hello Latha, Hope you are doing well. I wanted to check with you about adjusting the layout columns in the Service Report from the backend, as currently there is no capability for us to customize the layout from our end. Below is the output that I am
                                  • Anyone in Australia using Zoho Books AND has their account with NAB?

                                    Hi I have an account with both NAB and Suncorp. Suncorp transaction come in the next day however NAB transactions take 4-5 business days to appear. eg: A deposit made today in my Suncorp will be imported into Zoho tomorrow. A deposit made today to the NAB account will be imported maybe Saturday (Friday overnight). I have contacted both Zoho and NAB but noone seems to know why. I was just wondering if anyone else in Australia uses NAB and has this issue (or doesn't) maybe we could compare notes and
                                  • Zoho Often Lag

                                    Desk Team, We've noticed that Desk, Creator & other apps seems to lag more these days. We often refresh multiple times.
                                  • Importing into the 'file upload' field

                                    Can you import attachments into the file upload field. I would expect it to work the same way as attachments do, But can't seem to get it to work. Moderation Update: The option to import into File Upload and Image Upload fields has been supported. Read
                                  • Layout Rules Don't Apply To Blueprints

                                    Hi Zoho the conditional layout rules for fields and making fields required don't work well with with Blueprints if those same fields are called DURING a Blueprint. Example. I have field A that is used in layout rule. If value of field A is "1" it is supposed to show and make required field B. If the value to field A is "2" it is supposed to show and make required field C. Now I have a Blueprint that says when last stage moves to "Closed," during the transition, the agent must fill out field A. Now
                                  • Zoho Desk blank screen

                                    opened a ticket from my email, zoho desk comes up blank, nothing loads. our receptionist also gets the same thing under her login on her computer. our sales rep also gets same thing on zoho desk at his home on a different computer. I tried clearing cache/history/cookies,
                                  • Optimum CRM setup for new B2B business

                                    Can some advise the most common way to setup Zoho CRM to handle sales for a B2B company? Specifically in how to handle inbound/outbound emails. I have spent hours researching online and can't seem to find an accepted approach, or even a tutorial. I have
                                  • filter on sheets mobile (iOS, iPadOS) does not work

                                    I have this issue on every spreadsheet, whether imported or created natively in Zoho Sheets. I can use on desktop without issue: desktop screenshot on iOS the filter dropdowns are not there and there is no way to add them mobile iPadOS looks the same
                                  • Canva Integration

                                    Hello! As many marketing departments are streamlining their teams, many have begun utilizing Canva for all design mockups and approvals prior to its integration into Marketing automation software. While Zoho Social has this integration already accomplished,
                                  • Can't edit Segments

                                    Happening with 2 different Zoho One environments, in different browsers. Please fix.
                                  • Error 554 Email Outgoing Error

                                    Our email address (info@tvbhouston) was recently migrated to a new domain host on WordPress, and our SSL certificate is still pending. We would like to continue using your service, but we are currently unable to send emails. Could you please re-enable
                                  • Transfer ownership of files and folders in My Folders

                                    People work together as a team to achieve organizational goals and objectives. In an organization, there may be situations when someone leaves unexpectedly or is no longer available. This can put their team in a difficult position, especially if there
                                  • Consumer Financing

                                    Does Zoho currently have a payment gateway (such as Stripe, Square, etc) which offers financing for customers? So, let's say the estimate we give the customer is greater than what they can afford at the time, but we can sell the service now, letting them
                                  • Subform edits don't appear in parent record timeline?

                                    Is it possible to have subform edits (like add row/delete row) appear in the Timeline for parent records? A user can edit a record, only edit the subform, and it doesn't appear in the timeline. Is there a workaround or way that we can show when a user
                                  • Zoho CRM - Option to create Follow-Up Task

                                    When completing a Zoho CRM Task, it would be very helpful if there was an option to "Complete and Create Follow-Up Task" in the pop-up which appears. It could clone the task you are closing and then show it on the screen in edit mode, all the user would
                                  • Deluge function to copy parent record file upload field to child record file upload field

                                    I'm stuck trying to write a deluge function that is triggered via automation in child record "Appointments," confirms if a file is in file upload "Report" field of parent "Contacts" record via Contacts lookup field "Contact_Name". If no file is in parent
                                  • Make panel configuration interface wider

                                    Hi there, The same way you changed the custom function editor's interface wider, it would be nice to be able to edit panels in pages using the full width of the screen rather than the currently max-width: 1368px. Is there a reason for having the configuration panel not taking the full width? Its impossible at this width to edit panels that have a lot of elements. Please change it to 100% so we can better edit the layouts. Thanks! B.
                                  • Image Compression Options

                                    Much better if we have level of options to compress the image [20%, 40%...] We are dealing with service reports daily that has before and after photos (image field)- the file size too large and one thing, the current limit is 10mb or 15mb for report
                                  • How to hide or archive a blog post temporarily in Zoho commerce website builder?

                                    I would like to temporarily hide or archive a blog post in zoho commerce website builder so that it doesnt appear on my website till I enable it again. I tried to look for this option but could not find it.  It only allows me to permanently delete a blog
                                  • How to mix different types of inputs (such as dropdown list and textbox)

                                    Hi, I'm creating a form called "Room Reservations" for a company. I created a "table" using "Matrix Choice". I created "Room 1", "Room 2" and "Room 3" with the "Questions". I would then like to create two columns with the "Answers", one called "Department"
                                  • How to Convert NSF to PST Format Effortlessly? - SYSessential

                                    It is highly recommended to obtain the error-free solution of the SYSessential NSF to PST converter to convert NSF files from Lotus Notes. Using this professional software, it becomes easier to convert all NSF database items, including emails, journals,
                                  • Zoho Commerce - Poor Features Set for Blogging

                                    Hi Zoho Commerce team, I'm sure you will have noticed that I have been asking many questions about the Blogs feature in Commerce. I thought that it would be useful if I share my feedback in a constructive way, to highlight the areas which I feel need
                                  • Pass shipping info to payment gateway Zoho Books to Authorize.net

                                    For some reason the integration from Zoho books to Authorize.net does not pass the shipping address. Authorize.net is ready to receive it, but zoho books does not send it
                                  • Massive Zoho Books failure

                                    We have not received any communication or notification from Zoho, but we have detected that Zoho Books is not working for all our users. We cannot access or use Zoho Books. This is critical. We are trying to contact Zoho on the Spain telephone number,
                                  • Does the Customer “Company Name” field appear anywhere in the Zoho Books UI outside of PDFs?

                                    Hi everyone, I’m trying to understand how the Company Name field is actually used in Zoho Books. There is a Company Name field on the customer record, but when viewing transactions like a Sales Order in the normal UI (non-PDF view), that field doesn’t
                                  • Email outbox is now available in the sandbox

                                    Hello all! Testing emails without visibility has always been a blind spot in the sandbox. With the new Outbox, that gap is closed. You can now view and verify every email triggered from your sandbox, whether it’s through workflows, approvals, or mass
                                  • Looking For Recruit Developer

                                    Hi everyone, I am looking for a Zoho Certified Developer to assist with a development project for MetalXpert. We are building a software system designed to bridge the gap between a candidate mobile app and an employer web portal using Zoho Recruit as
                                  • sales IQ issue on website

                                    i integrated the zoho sales IQ code on the website but it is comming in distroted form i am sharing the screenshot below the website is bulit in wix platform
                                  • I need to know the IP address of ZOHO CRM.

                                    The link below is the IP address for Analytics, do you have CRM's? IP address for Analytics I would like to know the IP address of ZOHO CRM to allow communication as the API server I am developing is also run from CRM. Moderation Update: The post below
                                  • Important Update: Google Ads & YouTube Ads API Migration

                                    To maintain platform performance and align with Google's newest requirements, we are updating the Google Ads and YouTube Ads integrations by migrating from API v19 to the newer v22, before the official deprecation of v19 on February 11, 2026. Reference:
                                  • Blocklist candidates in Zoho Recruit

                                    We’re introducing Block Candidate, which helps recruiters to permanently restrict a candidate from applying to current/future job openings. Once the candidate is blocked, they will no longer be able to participate in the recruitment process. This will
                                  • Admin asked me for Backend Details when I wanted to verify my ZeptoMail Account

                                    Please provide the backend details where you will be adding the SMTP/API information of ZeptoMail Who knows what this means?
                                  • Zoho Desk - Upsert Ticket

                                    Hi Desk Team, It is common to request more information from end-users. Using forms is a great way to ensure all the required information is collected. It would be great if there were an "upsert" option on the Zoho Form -> Zoho Desk integration which would
                                  • Client Side Scripts for Meetings Module

                                    Will zoho please add client side scripting support to the meetings module? Our workflow requires most meeting details have a specific format to work with other software we have. So we rely on a custom function to auto fill certain things. We currently
                                  • Next Page