Kaizen #188 - Building a Timer and Worklog Widget (Part 2)

Kaizen #188 - Building a Timer and Worklog Widget (Part 2)



Welcome back, Tech Wizards!

In Part 1, we developed a Timer Widget that logs active work sessions into the Timer Entries module. 

Now, let's enhance this functionality by transferring these entries into the Work Log subform within the Cases module using a workflow with Deluge function and APIs. We will also explore how to generate insightful reports from the Timer Entries module data.

Here is a consolidated view of the outcomes we aim to achieve through these sequential posts.



The following data model illustrates the modules and subforms involved in this use case to help you understand the structure more clearly.


Learn more about the Data Model and how it helps to simplify the understanding of complex processes.

Auto-Syncing Timer Entries to Case Work Logs

For automating the data transfer from the Timer Entries module to the Work Log subforms within Cases module, we will create a workflow rule with an instant action defined in Deluge function. 

Prerequisites

Create a subform named Work Log in the Cases module with the following fields. 

Field Name
Data Type
Actual Time Taken(in mins.)
Aggregate

(sum of Total Duration (in mins.) field in related case )
End Time
DateTime
Related to Case
Lookup to Cases
Related to Current Case
Checkbox
Start Time
DateTime
Timer Entry
Lookup to Timer Entries
Total Duration
Aggregate 

(sum of all the Total Duration (in mins.) field )
Total Duration (in mins.)
Number
Work Description
Multi Line

Follow the Building a Subform and  Working with Custom Fields help pages for creating the subform and fields in Zoho CRM UI, or you can also make Post Custom Fields API calls to create the custom fields in the subform. 

Step 1: Create a Workflow

  • Login to your Zoho CRM and go to Setup > Automation > Workflow Rules and click Create Rule.
  • Choose the Timer Entries module from the dropdown. Provide name and description for the workflow rule.
  • In the 'When' section of the workflow, choose the trigger as Record Action. In record action, define the trigger as when the End Time field is modified to any value. 
  • In the 'Condition' section, choose all timer entries. In the 'Instant Actions' section, select Function and choose Write your own

Step 2: Create a Deluge Function

  • In the pop box that appeared after choosing to write your own function. Fill in the following details as shown in the image and click Create.
  • A code editor will open, where you have to define the data transfer logic in Deluge. 

Code logic

The UpdateDataInWorkLog function automates the process of syncing a completed Timer Entry with its associated Cases in Zoho CRM by populating the Work_Log subform for each case.

Fetches Target Case Records

The function uses a predefined custom view (cvid) that we created in Part I of this post to retrieve a list of Case records that are eligible for update. It extracts their record IDs and prepares them for bulk processing.

paramMap = Map();
paramMap.put("cvid","5545974000011183885");
getRecordsResponse = invokeurl
[
type :GET
parameters:paramMap
connection:"crm_oauth_connection"
];
responseDataArray = getRecordsResponse.get("data");
idList = List();
for each  item in responseDataArray
{
idList.add(item.get("id"));
}
caseRecordsToUpdate = idList;

Retrieves Timer Entry Details

The selected Timer Entry (identified by recordId received through workflow trigger) is fetched to extract its key details like, Start and end times, Total time spent (duration), Work description, the Case it’s directly related to (if any).

record = zoho.crm.getRecordById("Timer_Entries",recordId,Map(),"crm_oauth_connection");
startTime = record.get("Start_Time");
endTime = record.get("End_Time");
totalTime = record.get("Total_Duration");
workDescription = record.get("Work_Description");
relatedToCaseId = "";
if(record.get("Related_to_Case") != null)
{
relatedToCaseId = record.get("Related_to_Case").get("id");
}

Prepares Work_Log Subform Entries

For each retrieved Case, a new subform entry is created in the Work_Log subform. This entry contains the time details, work description, and a reference to the Timer Entry. A flag (Related_to_Current_Case) marks whether the Timer Entry is directly associated with the Case.

caseRecordIds = caseRecordsToUpdate;
if(!caseRecordIds.isEmpty())
{
recordUpdateArray = List();
for each  caseRecordId in caseRecordIds
{
TimerArray = List();
TimerObj = Map();
TimerObj.put("Work_Description",workDescription);
TimerObj.put("Timer_Entry",recordId);
TimerObj.put("Related_to_Case",relatedToCaseId);
TimerObj.put("Start_Time",startTime);
TimerObj.put("End_Time",endTime);
TimerObj.put("Actual_Duration_in_mins",totalTime.toNumber());
info totalTime;
TimerObj.put("Related_to_Current_Case",caseRecordId == relatedToCaseId);
TimerArray.add(TimerObj);
recordUpdateObj = Map();
recordUpdateObj.put("id",caseRecordId);
recordUpdateObj.put("Work_Log",TimerArray);
recordUpdateArray.add(recordUpdateObj);
}

Bulk Updates Case Records

All Case records are updated in bulk via the Update Records API. Each gets its Work_Log subform updated or appended with the latest Timer Entry details.

updateRequestBody = {"data":recordUpdateArray};
updateResponse = invokeurl
[
type :PUT
parameters:updateRequestBody + ""
connection:"crm_oauth_connection"
];
}

Once done, click Save and associate the merge field (Timer Entry ID) with the function.


This workflow is triggered when the timer widget is stopped and the end time is updated in the corresponding timer entry record. 

Following is a GIF that illustrates how the data sync reflects in the case records.

Generating Reports from Timer Entries

With the Timer Entries and Work Log data in place, you can create comprehensive reports to analyze work patterns, SLA adherence, and productivity trends.
  1. Navigate to the Reports module and click Create Report.
  2. Choose Cases as the primary module and include the Work Log subform.
  3. Select the desired fields like Case Subject, Start Time, End Time, Total Duration, and Work Description. 
  4. Group data by fields like Case Owner or Status to gain insights into workload distribution and case progress.
  5. Apply filters as needed, such as date ranges or specific case statuses.

Refer to the Understanding and Building Report help page for more details. 

With the Timer Widget, automated data transfer to Work Logs, and insightful reporting, we have established a robust system to track and analyze multiple active work times within Zoho CRM.

If you have specific scenarios or challenges you'd like us to address in future Kaizen posts, feel free to share them in the comments or reach out to us at support@zohocrm.com.

Cheers!

------------------------------------------------------------------------------------------------------------------

Additional Reading 

------------------------------------------------------------------------------------------------------------------


      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

          • Kaizen #217 - Actions APIs : Tasks

            Welcome to another week of Kaizen! In last week's post we discussed Email Notifications APIs which act as the link between your Workflow automations and you. We have discussed how Zylker Cloud Services uses Email Notifications API in their custom dashboard.
          • Kaizen #216 - Actions APIs : Email Notifications

            Welcome to another week of Kaizen! For the last three weeks, we have been discussing Zylker's workflows. We successfully updated a dormant workflow, built a new one from the ground up and more. But our work is not finished—these automated processes are
          • Kaizen #152 - Client Script Support for the new Canvas Record Forms

            Hello everyone! Have you ever wanted to trigger actions on click of a canvas button, icon, or text mandatory forms in Create/Edit and Clone Pages? Have you ever wanted to control how elements behave on the new Canvas Record Forms? This can be achieved
          • Kaizen #142: How to Navigate to Another Page in Zoho CRM using Client Script

            Hello everyone! Welcome back to another exciting Kaizen post. In this post, let us see how you can you navigate to different Pages using Client Script. In this Kaizen post, Need to Navigate to different Pages Client Script ZDKs related to navigation A.
          • Kaizen #210 - Answering your Questions | Event Management System using ZDK CLI

            Hello Everyone, Welcome back to yet another post in the Kaizen Series! As you already may know, for the Kaizen #200 milestone, we asked for your feedback and many of you suggested topics for us to discuss. We have been writing on these topics over the

          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

                                  • Unveiling Cadences: Redefining CRM interactions with automated sequential follow-ups

                                    Last modified on 01/04/2024: Cadences is now available for all Zoho CRM users in all data centres (DCs). Note that it was previously an early access feature, available only upon request, and was also known as Cadences Studio. As of April 1, 2024, it's
                                  • customer data security

                                    We are exploring ways to enhance our within Zoho CRM. Our Goal: We want to fully integrate RingCentral with Zoho CRM to enable click-to-call functionality for our sales team. However, to comply with data privacy regulations and protect customer contact
                                  • Zoho Cliq not working on airplanes

                                    Hi, My team and I have been having this constant issue of cliq not working when connected to an airplane's wifi. Is there a reason for this? We have tried on different Airlines and it doesn't work on any of them. We need assistance here since we are constantly
                                  • Sync CRM inventory data with Zoho Books

                                    I just switched everything over to ZoHo books, but I am trying to find out why the CRM Estimates, Invoices, and Sales Orders created in ZoHo CRM are not then duplicated in ZoHo Books? I had Quickbooks before, and had to do everything twice, I thought
                                  • mask Customer phone number and agents cant see customer phone number

                                    Is there any way we can integrate Zoom Phone with Zoho CRM while ensuring that customer phone numbers remain masked? We need a solution where agents can make outbound calls but cannot see customer phone numbers. Please let us know if there is any solution
                                  • Email Reminders on Shared Calendars

                                    How do we turn off the setting that emails reminders to everyone who has accepted or declined a calendar invite? If 8 of us have been invited to the same meeting, we receive 8 notifications for every step of the process, from invitation to decision.
                                  • WebDAV / FTP / SFTP protocols for syncing

                                    I believe the Zoho for Desktop app is built using a proprietary protocol. For the growing number of people using services such as odrive to sync multiple accounts from various providers (Google, Dropbox, Box, OneDrive, etc.) it would be really helpful if you implemented standard protocols such as WebDAV / FTP / SFTP so that alternative inc clients can be used.
                                  • What's New in Zoho Inventory | Q2 2025

                                    Hello Customers, The second quarter have been exciting months for Zoho Inventory! We’ve introduced impactful new features and enhancements to help you manage inventory operations with even greater precision and control. While we have many more exciting
                                  • How to refresh a ticket view ?

                                    I am doing a widget where I send a rest api call to make a new draft to the ticket I am viewing. The issue is sometimes it refresh a ticket view and I can see inserted draft right away, but sometimes I do not see it even if it is inserted correctly and
                                  • Ugh! - Text Box (Single Line) Not Enough - Text Box (Multi-line) Unavailable in PDF!

                                    I provide services, I do not sell items. In each estimate I send I provide a customized job description. A two or three sentence summary of the job to be performed. I need to be able to include this job description on each estimate I send as it's a critical
                                  • Merge Items

                                    Is there a work around for merging items? We currently have three names for one item, all have had a transaction associated so there is no deleting (just deactivating, which doesn't really help. It still appears so people are continuing to use it). I also can't assign inventory tracking to items used in past transactions, which I don't understand, this is an important feature moving forward.. It would be nice to merge into one item and be able to track inventory. Let me know if this is possible.
                                  • Supervisor Rules - Zoho Desk

                                    Hi, I have set up a Supervisor Rule in Zoho Desk to send an email alert when a ticket has been on hold for 48 hours. Is there a way to change it so that the alert only sends once and not on an hourly basis? Thank you Laura
                                  • ResponseCode 421, 4.7.0 [TSS04] Messages from 136.143.188.51 temporarily deferred due to user complaints

                                    Had email bounce. Let me know if you can fix this. Thanks. Michael
                                  • 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
                                  • New Zoho triggers Google Dangerous flag due toabnormal charcters

                                    Just signed up and doing my first email test. I sent it to my google email account but it got flagged as Dangerous" due abnormal characters. My DNS setup looks ok. Page snips attached Help Please Thanks, Rick DC PowerWorld
                                  • Is there a API to fetch tasks in a Board/Section

                                    I am writing a scheduled function that retrieves all the tasks and send an reminder on cliq. I cannot seem to find a API to fetch tasks (by user / board / section) What are the way to fetch tasks?
                                  • Having trouble fetching contents of Zoho Connect Feeds using the API, requesting alternative API documentation.

                                    I'm trying to retrieve feed/post data from Zoho Connect using the API but facing challenges with the current documentation. What I've tried: OAuth authentication is working correctly (getting 200 OK responses) Tested multiple endpoints: /pulse/nativeapi/v2/feeds,
                                  • Adding an Account Name to Tasks/Reminders

                                    Does anyone know how to add the related account name to a task?  When we look at the list of activities and when the reminders pop up, there is no way of quickly seeing who the account is. 
                                  • Triggering Zoho Flow on Workdrive File Label

                                    Right now Im trying to have a zoho flow trigger on the labeling/classification of a file in a folder. Looking at the trigger options they arent great for something like this. File event occurred is probably the most applicable, but the events it has arent
                                  • SendMail to multiple recipients

                                    Hi, I'm trying to send an email to a list of recipients.  Right now the "to" field is directed to a string variable. (List variables won't work here). In the string variable, how can I make it work? trying "user@app.com;user2@app.com" or "user@app.com; user2@app.com" just failed to send the emails. Ravid
                                  • Populate drop down field from another form's subform

                                    Hello, I found how to do that, but not in case of a subform. I have a Product form that has a subform for unit and prices. A product might have more than one unit. For example, the product "Brocoli" can be sold in unit at 3$ or in box of 10 at 25 $. Both
                                  • Usar o Inventory ou módulo customizado no CRM para Gestão de Estoque ?

                                    Minha maior dor hoje em usar o zoho é a gestão do meu estoque. Sou uma empresa de varejo e essa gestão é fundamental pra mim. Obviamente preciso que esse estoque seja visível no CRM, Inicialmente fiz através de módulos personalizados no próprio Zoho CRM,
                                  • Signup forms behaviour : Same email & multiple submissions

                                    My use case is that I have a signup form (FormA) that I use in several places on my website, with a hidden field so I can see where the contact has been made from. I also have a couple of other signup forms (FormB and FormC) that slight differences. All
                                  • getting error in project users api

                                    Hello, I'm getting a "Given URL is wrong" error when trying to use the Zoho Projects V3 API endpoint for adding users to a project. The URL I'm using is https://projectsapi.zoho.com/api/v3/portal/{portalid}/projects/{projectid}/projectusers/ and it's
                                  • Change total display format in weekly time logs

                                    Hi! Would it be possible to display the total of the value entered in the weekly time log in the same format that the user input? This could be an option in the general settings -> display daily timesheet total in XX.XX format or XX:XX.
                                  • Different Company Name for billing & shipping address

                                    We are using Zoho Books & Inventory for our Logistics and started to realize soon, that Zoho is not offering a dedicated field for a shipping address company name .. when we are creating carrier shipping labels, the Billing Address company name gets always
                                  • How to display historical ticket information of the total time spent in each status

                                    Hi All, Hoping someone can help me, as I am new to Zoho Analytics, and I am a little stuck. I am looking to create a bar chart that looks back over tickets raised in the previous month and displays how much time was spent in each status (With Customer,
                                  • Zoho Community Weekend Maintenance: 13–15 Sep 2025

                                    Hi everyone, We wanted to give you a heads-up that Zoho Community will undergo scheduled maintenance this weekend. During this period, some community features will be temporarily unavailable, while others will be in read-only mode. Maintenance Window:
                                  • Agent Performance Report

                                    From data to decisions: A deep dive into ticketing system reports An agent performance report in a ticketing system provides a comprehensive view of how support agents manage customer tickets. It measures efficiency and quality by tracking key performance
                                  • Show both Vendor and Customers in contact statement

                                    Dear Sir, some companies like us working with companies as Vendor and Customers too !!! it mean we send invoice and also receive bill from them , so we need our all amount in one place , but in contact statement , is separate it as Vendor and Customer, 
                                  • Pourquoi dans zohobooks version gratuite on ne peut ajouter notre stock d'ouverture??

                                    Pourquoi dans zohobooks version gratuite on ne peut ajouter notre stock d'ouverture ??
                                  • How can I adjust column width in Zoho Books?

                                    One issue I keep running into is as I show or hide columns in reports, the column widths get weird. Some columns have text cut off while others can take a fourth of the page for just a few characters. I checked report layout guides and my settings, but
                                  • Invalid value passed for file_name

                                    System generated file name does not send file anymore - what is the problem?
                                  • Custom Function for Estimates

                                    Hey everyone, I was wondering if there was a way to automate the Subject of an estimate whenever one is created or edited: * the green box using following infos: * Customer Name and Estimate Date. My Goal is to change the Subject to have this format "<MyFirm>-Estimate
                                  • Search in module lists has detiorated

                                    Every module has a problem with the search function :-/
                                  • YouTube Live #1: AI-powered agreement management with Zia and Zoho Sign

                                    Hi there! We're excited to announce Zoho Sign’s first YouTube live series, where you can catch the latest updates and interact with our Zoho Sign experts, pose questions, and discover lesser-known features. We're starting off by riding the AI wave in
                                  • Search in module lists has detiorated

                                    Every module has a problem with the search function :-/
                                  • Sales Receipts Duplicating when I run reports why and how do we rectify this and any other report if this happens

                                    find attached extract of my report
                                  • Add Zoho Forms to Zoho CRM Plus bundle

                                    Great Zoho apps like CRM and Desk have very limited form builders when it comes to form and field rules, design, integration and deployment options. Many of my clients who use Zoho CRM Plus often hit limitations with the built in forms in CRM or Desk and are then disappointed to hear that they have to additionally pay for Zoho Forms to get all these great forms functionalities. Please consider adding Zoho Forms in the Zoho CRM Plus bundle. Best regards, Mladen Svraka Zoho Certified Consultant and
                                  • Bigin: filter Contacts by Company fields

                                    Hello, I was wondering if there's a way to filter the contacts based on a field belonging to their company. I.e.: - filter contacts by Company Annual Revenue field - filter contacts by Company Employee No. field In case this is not possibile, what workaround
                                  • Next Page