Automation#18: Automatically Fetch Values from Contacts to the Tickets Module

Automation#18: Automatically Fetch Values from Contacts to the Tickets Module



Hello Everyone,

Welcome to this week's edition, where you can seamlessly sync fields from the Contacts to the Tickets module. For efficient business operations, it's crucial to have details mapped across different modules.
Zylker Secure offers antivirus services with various pricing plans for its customers. Each plan purchased is stored in the Customer module. Every time a customer submitted a query, it was challenging to refer to the plan and process the requirements accordingly. Zylker Secure solved this by mapping pricing plan data from the customer record to the tickets module. This automatic sync streamlined their business operations. Let's see how to implement this automation in your Desk portal.

Prerequisites
1. Create a custom field in the Ticket and Contact layout.
    1.1 Go to Setup >> Customization >> Layouts and Fields.
    1.2 Choose the required Department and select the Ticket layout under it.
    1.3 Create a
custom field in the Ticket layout. Click Save.
    1.4 In Layouts, choose Contacts from the drop-down list for the same department.
    1.5 Click on the Contact layout and create the same custom field type in the Contacts layout.
          Click Save.  
NotesNote: The field type in the Contacts layout must match the field type in the Tickets layout. For example, if one layout has a single line field, the other must also have a single line field. Similarly, if one has a picklist field, the other must have a matching custom picklist field.

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 from the drop-down menu under Module.
4. Enter a Rule Name and Description for the rule.
5. If you want to activate the rule right away, select the Active checkbox. Else, create the rule and activate it later.
6. Click Next.
In the Execute on section, follow these steps:
7. Select the Create checkbox to execute this rule every time a new ticket is created.  
8. Click Next.
9. Leave the Criteria blank and click Next.
10. In the Actions section, click the + icon and select New next to Custom Functions.
11. Enter a Name and Description for the custom function.
12. Under Argument Mapping, give a desired Method Name. Map the arguments as below: 
12.1. In the Argument Name field, type ContactID, and from the Value drop-down list select Contact Id under Contact Sections.
12.2. In the Argument Name field, type TicketID, and from the Value drop-down list select Ticket Id under Ticket Sections.
13. In the script window, insert the Custom Function given below:
  1. orgId = "6*********0"; // replace orgId
  2. ticketAPIName = "cf_name"; // replace API name of the custom field in Tickets layout
  3. contactAPIName = "cf_name"; // replace API name of the custom field in Contacts layout
  4. getContact = zoho.desk.getRecordById(orgId,"contacts",ContactID);
  5. customFields = getContact.getJSON("cf");
  6. updateTicket = zoho.desk.update(orgId,"tickets",TicketID,{"cf":{ticketAPIName:customFields.getJSON(contactAPIName)}});
  7. info updateTicket;
Note: In line 1, place your OrgId. To access your OrgId, go to Setup >> Developer Space >> API.
In line 2, replace the value with the API name of the custom field created in the Tickets layout.
In line 3, replace the value with the API name of the custom field created in the Contacts layout.
 
To access API name of the custom field, Go to Setup>>Customization>>Layouts and Fields >> Fields List. Select the module, and you can find the API name of the custom field created.
14. Click Save to save the custom function.
15. Click Save again to save the workflow.

Implementation
When a ticket is created, the custom field in the Tickets layout is updated automatically by fetching the value from the custom field in the Contacts layout.
 
See you next week with another custom function coming your way!


      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

                                  • SAML in Zoho One vs Zoho Accounts

                                    What is the difference between setting up SAML in Zoho Accounts: https://help.zoho.com/portal/en/kb/accounts/manage-your-organization/saml/articles/configure-saml-in-zoho-accounts ... vs SAML in Zoho One?: https://help.zoho.com/portal/en/kb/one/admin-guide/custom-authentication/setting-up-custom-authentication-with-popular-idps/articles/zohoone-customauthentication-azure
                                  • How do I change the order of fields in the new Task screen?

                                    I have gone into the Task module layout, and moving the fields around does not seem to move them in the Create Task screen. Screenshot below. I have a field (Description) that we want to use frequently, but it is inconveniently placed within the More
                                  • Zoho Inventory. Preventing Negative Stock in Sales Orders – Best Practices?

                                    Dear Zoho Inventory Community, We’re a small business using Zoho Inventory with a team of sales managers. Unfortunately, some employees occasionally overlook stock levels during order processing, leading to negative inventory issues. Is there a way to
                                  • CRM gets location smart with the all new Map View: visualize records, locate records within any radius, and more

                                    Hello all, We've introduced a new way to work with location data in Zoho CRM: the Map View. Instead of scrolling through endless lists, your records now appear as pins on a map. Built on top of the all-new address field and powered by Mappls (MapMyIndia),
                                  • Desk DMARC forwarding failure for some senders

                                    I am not receiving important emails into Desk, because of DMARC errors. Here's what's happening: 1. email is sent from customer e.g. john@doe.com, to my email address, e.g info@acme.com 2. email is delivered successfully to info@acme.com (a shared inbox
                                  • Ticket layout based on field or contact

                                    Hi! I want to support the following use-case: we are delivering custom IT solutions to different accounts we have, thus our ticket layouts, fields and languages (priority, status field values should be Hungarian) will be different. How should I setup
                                  • Deactivated Zoho One account can sign in

                                    I am concerned by the fact that deactivated users in Zoho One have the ability to sign in even after their account has been deactivated (not deleted). these inactive identities have no access to individual Zoho apps or data. based on my experience they
                                  • How can I reset the password for a user in Zoho Projects

                                    We need to reset the password for a user in Zoho Projects. I am the admin portal owner and there was nothing to be found to do this. very confusing.
                                  • No funcionan correctamente el calculo de las horas laborales para informe de tickets

                                    Hola, estoy intentando sacar estadísticas de tiempo de primera respuesta y resolución en horario laboral de mis tickets, pero el calculo de horas en horario laboral no funciona correctamente cree los horarios con los feriados : Ajusté los acuerdos de
                                  • How can I add a comment to an existing ticket via API?

                                    I need to add comments/notes to the history of an existing ticket using the API without overwriting the original ticket description. Thanks!
                                  • Notification to customers when I use a Zoho function

                                    Hi all, I tried searching the community but couldn't find anything about it. I noticed that the customer receives the notification of reopening the old ticket but does not receive the notification of opening a new ticket when I use the function: "separate
                                  • Internal Error When Accessing Team Inbox.

                                    All our users are seeing this error in teaminbox. Because its a critical tool kindly resolve this issue ASAP.
                                  • Marketer's Space: Proven tips to improve open rates – Part III

                                    Hello Marketers! Welcome back to another post in Marketer's Space! This is the final post in the "open rate series". In the first and second parts, we discussed topics ranging from sender domains to pre-headers—but we're not done yet. A few more important
                                  • MCP no longer works with Claude

                                    Anyone else notice Zoho MCP no longer works with Claude? I'm unable to turn this on in the claude chat. When I try to toggle it on, it just does nothing at all. I've tried in incognito, new browsers, etc. - nothing seems to work.
                                  • Change Number Field to Decimal Field

                                    Hi, It would be nice to be able to change the field type without having to delete it and create a new one, messing up the database and history. Thanks Dan
                                  • Allow Text within a Formula

                                    Hi, I would like to be able to use this for others things like taking an existing Date Field and copying its value, so by entering getDay(Date)&"-"&getMonth(Date)&"-"&getYear(Date) it results in 01-02-2026. And then when the Date is changed so is this
                                  • Zoho Social - Feature Request - Reviewer Role

                                    Hi Social Team, I've come across this with a couple of clients, where they need a role which can review and comment on posts but who has no access to create content. This is a kind of reviewer role. They just need to be able to see what content is scheduled
                                  • Zoho Books/Inventory - Update Marketplace Sales Order via API

                                    Hi everyone, Does anyone know if there is a way to update Sales Orders created from a marketplace intigration (Shopify in this case) via API? I'm trying to cover a scenario where an order is changed on the Shopify end and the changes must be reflected
                                  • Zoho Inventory / Finance Suite - Add feature to prevent duplicate values in Item Unit field

                                    I've noticed that a client has 2 values the same in the Unit field on edit/create Items. This surprised me as why would you have 2 units with the same name. Please consider adding a feature which prevents this as it seems to serve no purpose.
                                  • Zoho CRM for Everyone's NextGen UI Gets an Upgrade

                                    Hello Everyone We've made improvements to Zoho CRM for Everyone's Nextgen UI. These changes are the result of valuable feedback from you where we’ve focused on improving usability, providing wider screen space, and making navigation smoother so everything
                                  • Kaizen #224 - Quote-driven Deal Reconciliation Using Zoho CRM Functions and Automation

                                    Hello everyone! Welcome back to another instalment in the Kaizen series. This post covers quote-driven deal reconciliation, emphasizing Functions and Automation to address practical sales challenges. Business Challenge Sales organizations often mark deals
                                  • Dependent / Dynamic DropDown in ZohoSheets

                                    Has anyone figured out a way to create a Dropdown, the values of which is dependent on Values entered in the other cell ?
                                  • Zoho Inventory - Composite Items - Assembly - Single Line Item Quantity of One

                                    Hi Zoho Inventory Team, Please consider relaxing the system rules which prevent an assembly items from consisting of a single line item and outputting a quantity of 1. A client I'm currently working with sells cosmetics and offers testers of their products
                                  • Directly Edit, Filter, and Sort Subforms on the Details Page

                                    Hello everyone, As you know, subforms allow you to associate multiple line items with a single record, greatly enhancing your data organization. For example, a sales order subform neatly lists all products, their quantities, amounts, and other relevant
                                  • BARCODE PICKLIST

                                    Hello! Does anyone know how the Picklist module works? I tried scanning the barcode using the UPC and EAN codes I added to the item, but it doesn’t work. Which barcode format does this module use for scanning?
                                  • Zoho Inventory - Allow Update of Marketplace Generated Sales Orders via API

                                    Hi Inventory Team, I was recently asked by a client to create an automation which updated a Zoho Inventory Sales Order if a Shopify Order was updated. I have created the script but I found that the request is blocked as the Sales Order was generated by
                                  • How do I create an update to the Cost Price from landed costs?

                                    Hi fellow Zoho Inventory battlers, I am new to Zoho inventory and was completely baffled to find that the cost price of products does not update when a new purchase order is received. The cost price is just made up numbers I start with when the product
                                  • Manage control over Microsoft Office 365 integrations with profile-based sync permissions

                                    Greetings all, Previously, all users in Zoho CRM had access to enable Microsoft integrations (Calendar, Contacts, and Tasks) in their accounts, regardless of their profile type. Users with administrator profiles can now manage profile-based permissions
                                  • Zoho OAuth Connector Deprecation and Its Impact on Zoho Desk

                                    Hello everyone, Zoho believes in continuously refining its integrations to uphold the highest standards of security, reliability, and compliance. As part of this ongoing improvement, the Zoho OAuth default connector will be deprecated for all Zoho services
                                  • VoC in Zoho CRM is now data savvy: Explore response drilldown, summary components and participation in CRM criteria

                                    VoC has all the goods when it comes to customer intelligence—which is why we're constantly enhancing it. We recently added the following: A customer drilldown component that shows you the list of prospects and customers behind a chart's attribute Expanded
                                  • How do I bulk archive my projects in ZOHO projects

                                    Hi, I want to archive 50 Projects in one go. Can you please help me out , How can I do this? Thanks kapil
                                  • Error 0x800CCC0F Outlook

                                    Hello, i cannot send or receive email in outlook. can you please help. 'Sending' reported error (0x800CCC0F) : 'The connection to the server was interrupted. If this problem continues, contact your server administrator or Internet service provider (ISP).'
                                  • Passing the CRM

                                    Hi, I am hoping someone can help. I have a zoho form that has a CRM lookup field. I was hoping to send this to my publicly to clients via a text message and the form then attaches the signed form back to the custom module. This work absolutely fine when
                                  • Can I add Conditional merge tags on my Templates?

                                    Hi I was wondering if I can use Conditional Mail Merge tags inside my Email templates/Quotes etc within the CRM? In spanish and in our business we use gender and academic degree salutations , ie: Dr., Dra., Sr., Srta., so the beginning of an email / letter
                                  • Zoho vault instal on windows

                                    I am trying to use Zoho Vault Desktop for Windows, but I am unable to complete the sign-in process. Problem description After logging in to my Zoho account and clicking Accept on the authorization page, nothing happens. The application does not proceed
                                  • Zoho Browser??

                                    hai guys, this sounds awkward but can v get a ZOHO BROWSER same as zoho writer, etc. where i can browse websites @ home and continue browsing the same websites @ my office, as v have the option in Firefox, once i save and close the browser and again when i open it i will be getting the same sites. If u people r not clear with my explanation, plz let me know. Thanks, Sandeep  
                                  • Let’s Talk Recruit: LinkedIn Cheatsheet

                                    Welcome to the first edition of Let’s Talk Recruit for 2026. We are kicking off the year by revisiting one of the most asked about topics in Zoho Recruit. How our LinkedIn integrations actually work and how recruiters can get the most value from them.
                                  • Zoho Forms API

                                    Is there any way to get all form entry list using API? Looking forward to hear from you
                                  • Creating a Chart from a Report

                                    In Zoho Analytics, is it possible to create a chart from a Pivot View report? We are looking to use Zoho Analytics to replace Excel for Sales reports and would like to be able to show both the table and the chart together.
                                  • Ability to Set Client Name During Portal Invitation

                                    Hi Zoho Team, We would like to suggest an important enhancement to the Zoho Creator Client Portal functionality. Zoho Creator recently introduced the option to set a client’s display name in the Client Portal settings, which is very helpful for creating
                                  • Next Page