No Ability to Rename Record Template PDFs in SendMail Task

No Ability to Rename Record Template PDFs in SendMail Task

As highlighted previously in this post, we still have to deal with the limitation of not being able to rename a record template when sent as a PDF using the SendMail Task. This creates unnecessary complexity for what should be a simple operation, and I'm hoping the Zoho team can address this in a future update. 

The Issue According to the official SendMail documentation, you can attach Record Templates as PDFs using the following syntax:
sendmail
[
    from: zoho.adminuserid
    to: input.customer_email
    subject: "Invoice"
    message: "Please find your invoice attached"
    Attachments: template:Invoice_Template:Form_Name record_id as PDF
]
However, the PDF filename is automatically generated based on the template name and cannot be customized or renamed programmatically. This creates unnecessary complexity for what should be a simple operation, and I'm hoping the Zoho team can address this in a future update. The Issue According to the official SendMail documentation, you can attach Record Templates as PDFs using the following syntax:
sendmail
[
    from: zoho.adminuserid
    to: input.customer_email
    subject: "Invoice"
    message: "Please find your invoice attached"
    Attachments: template:Invoice_Template:Form_Name record_id as PDF
]
However, the PDF filename is automatically generated based on the template name and cannot be customized or renamed programmatically. The Problem When clients require specific PDF naming conventions (e.g., "ClientName_Invoice_2024.pdf" instead of "Invoice_Template.pdf"), there is no straightforward solution.
Workaround Approach Implementation Problems Status
Manual Export User exports PDF manually and uploads to file field - Not acceptable for automated workflows
- Defeats purpose of automation
- Poor user experience
✗ Not viable for production
Email-to-Form API Send PDF to another form, fetch via GET API, rename, then send - Does NOT work "On Add → On Success"
- Timing/race condition issues
- Only works manually updating record
- Requires additional forms and complexity
✗ Unreliable without delays
Scheduled Workaround Use scheduled task to trigger GET request and rename - Introduces unnecessary delays
- Overcomplicated for simple task
- Requires schedule management
⚠ Works but highly inefficient
Example of Current Complexity To accomplish what should be a simple filename rename, developers must implement this convoluted workaround:
// STEP 1: Send PDF to intermediate form via email
sendmail
[
    from: zoho.adminuserid
    to: "capture_form@creator.zoho.com"
    subject: "Temp PDF"
    Attachments: template:Invoice_Template:Form_Name record_id as PDF
]

// STEP 2: Schedule a task (not immediate!)
// Wait for email to process...

// STEP 3: Fetch the file via API
file_response = invokeUrl
[
    url: api_endpoint
    type: GET
    connection: "creator_connection"
];

// STEP 4: Rename using setFileName
file_response.setFileName("CustomFileName.pdf");

// STEP 5: Finally send with renamed file
sendmail
[
    from: zoho.adminuserid
    to: input.customer_email
    subject: "Invoice"
    Attachments: file:file_response
]
This entire process requires:
  • Additional form creation
  • API connection setup
  • Schedule configuration
  • Complex error handling
What Should Happen Instead
Proposed Solution: Add a simple filename parameter to the SendMail attachment syntax:
sendmail
[
    from: zoho.adminuserid
    to: input.customer_email
    subject: "Invoice"
    Attachments: template:Invoice_Template:Form_Name record_id as PDF filename:"Custom_Name.pdf"
]
Or allow variable-based naming:
pdf_name = input.Client_Name + "_Invoice_" + input.Invoice_Number + ".pdf";

sendmail
[
    from: zoho.adminuserid
    to: input.customer_email
    subject: "Invoice"
    Attachments: template:Invoice_Template:Form_Name record_id as PDF filename:pdf_name
]
This single parameter would eliminate hours of workaround development and make PDF naming consistent with client requirements.
Real-World Impact
This limitation affects any business process requiring:
  • Branded invoices with client-specific naming conventions
  • Compliance documents with standardized filename formats (e.g., "CompanyName_ISO_Certificate_2024.pdf")
  • Automated reports sent to clients who need predictable filenames for their filing systems
  • Quote/proposal systems where filename needs to include reference numbers
  • Any professional service where PDF naming impacts client experience

Developer Impact: What should take 30 seconds (adding a filename parameter) instead requires hours of workaround implementation, creating technical debt and maintenance overhead.

Request to Zoho Team

Can this be addressed in a future update?

This is a frequently requested feature that impacts professional presentation and client satisfaction. The current implementation forces developers to choose between:

1. Default Naming
Accept generic template-based filenames that don't meet client requirements
2. Complex Workarounds
Spend hours implementing unreliable solutions with scheduled tasks and API calls

We shouldn't have to make this choice for such a basic requirement.

Community Input Requested: Has anyone else encountered this limitation or found a more reliable workaround? This has been an ongoing frustration, and I know many developers would benefit from a native solution.


📚 Documentation References:


      Zoho Campaigns Resources


        • Desk Community Learning Series


        • Digest


        • Functions


        • Meetups


        • Kbase


        • Resources


        • Glossary


        • Desk Marketplace


        • MVP Corner


        • Word of the Day


        • Ask the Experts


          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 to update custom multi-user field in Zoho Projects?

                                    I'm trying to update custom multi-user fields in Zoho Projects via a Deluge function in CRM. The code I have so far is below. It works for updating standard project fields and single-line custom fields, but it does not work to update multi-user fields.
                                  • Tip of the Week #75– Manage your social media messages from a single shared inbox.

                                    Are you tired of jumping between apps or browser tabs to reply to your business's Facebook and Instagram DMs? Handling customer messages on social media might seem simple, but switching between multiple platforms can easily lead to lost messages, duplicate
                                  • Zoho Map integration tasks have changed - you need to "Locate all instances of Zoho Map integration tasks in your Deluge scripts by searching for the v1 marker... before 16 January 2026"

                                    The Zoho Map deluge integration task has been changed (as at 21 October 2025) to provide a more structured, JSON-like response. This change affects all three Zoho Map integration tasks (Geocode, Reverse Geocode, and Distance Between). More details can
                                  • 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
                                  • Zoho Analytics & Zoho Creator - Modified Time value

                                    I'm trying to use the Zoho Creator system field 'modified time' in Zoho Analytics, but it's consistently showing 12 hours 'out' In Zoho Creator In Zoho Analytics Is this a constant difference that I just need to correct with a timezone change - or is
                                  • 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
                                  • Portal For Different Apps

                                    I found some older threads on this but didn't see anything very recent. I'm new to Zoho One so forgive me if my terminology is off a bit. I was hoping set up a single point of entry into Zoho One. So, many of the apps could be found in one single place
                                  • Calls undetected

                                    Zoho Voice records indicate my last call ended at 6:00 PM. All incoming and outgoing calls occurred between 6:00 PM and 7:00 PM.
                                  • Unable to Select Authenticated Domain as Sender

                                    We’ve already authenticated our domain, but it’s still not appearing in the sender list when we try to run a campaign. Could you please check what might be causing this issue?
                                  • Forever FREE Business Email with Zoho Mail

                                    Forever FREE Business Email with Zoho Mail: is it available?
                                  • Zoho Projects - Project Details on the Project Menu

                                    Hi Project's team, I've helped may businesses setup and use Zoho Project and one thing I see time and time again is confusion on where to find the Project Details information. I would be much more intuitive if Project Details was on the menu before Dashboard.
                                  • Introducing WhatsApp integration in Bigin

                                    Greetings! In today's business landscape, messaging apps play a significant role in customer operations. Customers can engage with businesses, seek support, ask questions, receive personalized recommendations, read reviews, and even make purchases—all
                                  • Zia Conversation Summary: Context at a glance for every customer interaction

                                    Hello everyone! Every customer conversation tells a story—but in CRM, that story is rarely in one place. A sales rep moving between multiple leads has to reopen long email threads, check call remarks, and revisit meeting notes just to remember what was
                                  • Zoho Projects - Show Task List as dropdown field on Task records

                                    Hi Project's Team, I noticed today that there is no field on a task record related to the task list it belongs to. A dropdown would be helpful for quickly moving tasks between lists while in a task. I know that you can go to "Other Actions" and choose
                                  • Changing the Default Search Criteria for Finding Duplicates

                                    Hey everyone, is it possible to adjust the default search criteria for finding and merging duplicate records? Right now, CRM uses some (in my opinion nonsensical) fields as search criteria for duplicate records which do nothing except dilute the results.
                                  • My followed tickets extension is not working under the All departments view

                                    Hi. I've installed the My followed tickets extension. However, when I try to open the extension under the all departments view, I get the following message: 'Sorry, this extension is not supported in the All Departments view.' How can I solve this p
                                  • Ticket Time Entry to Timesheet

                                    The title just about sums it up. I have searched here and not found anything relevant, but If I overlooked, then please set me straight.  We have staff that do nothing but close tickets in desk all day long. These tickets represent their timesheet. Is there a way to have this information sync or for a tech to go into their timesheet themselves and sync it with their tickets of the same timeframe?? We waste a ton of time doing timesheets and the old "Clock in/Clock out" isnt detailed enough for us!!
                                  • Calls undetected.

                                    The call is not showing on the call log.
                                  • Calls undetected

                                    Zoho is not reading calls made.
                                  • Multi-currency and Products

                                    One of the main reasons I have gone down the Zoho route is because I need multi-currency support.  However, I find that products can only be priced in the home currency, We sell to the US and UK.  However, we maintain different price lists for each. 
                                  • Archiving Contacts

                                    How do I archive a list of contacts, or individual contacts?
                                  • Missing information data Zoho inventory

                                    there some missing data in Zoho inventory connection. pick list stock counts bin location we have requested it via mail and the support team doesn’t gove feedback. has anyone achieve to get these info or to ask other ya les
                                  • Calendar Events Issues

                                    Not able to view scheduled events on my calendar
                                  • Extensions 101 webinar series: Build, integrate, and monetize with extensions

                                    Attention developers! Are you ready to take your extension development skills to the next level? We're excited to bring back the Extensions 101 webinar series with an expanded lineup of Zoho products and an introduction to more platform features. Last
                                  • Custom Related List Inside Zoho Books

                                    Hello, We can create the Related list inside the zoho books by the deluge code, I am sharing the reference code Please have a look may be it will help you. //..........Get Org Details organizationID = organization.get("organization_id"); Recordid = cm_g_a_data.get("module_record_id");
                                  • Where are recordings stored?

                                    I have hosted a couple of test meeting, used the "record" button to start and stop the recording but I am unable to find where are those recordings saved?  Can anybody help? Thanks
                                  • Zoho Desk's integration with Microsoft PowerBI delivers advanced analytics insights

                                    Hello everyone, Gaining advanced insights through reports and dashboards is one of the critical requirements of every business. In addition to key metrics tracked in Zoho Desk, such as agent performance, SLA adherence, and ticket lifecycle, businesses
                                  • Create static subforms in Zoho CRM: streamline data entry with pre-defined values

                                    Last modified on (9 July, 2025): This feature was available in early access and is currently being rolled out to customers in phases. Currently available for users in the the AU, CA, and SA DCs. It will be enabled for the remaining DCs in the next couple
                                  • IMAP error message in Zoho mail

                                    I cannot send emails today. Everything fine for years until today. Get a message: "You are yet to enable IMAP for your account. Please contact your administrator". Does anyone know how to correct this?
                                  • Enhancements to Zoho Map integration tasks

                                    Hello everyone, We're excited to announce enhancements to the Zoho Map integration tasks in Deluge, which will boost its performance. This post will walk you through the upcoming changes, explain why we're making them, and detail the steps you need to
                                  • IMAP stopped working today

                                    Hello! I've been a paid customer for more than 10 years, IMAP was always working fine. But today this is the error I've got on my iPhone: I've tried toggling the IMAP for my account (Mail -> Settings -> Mail accounts) off and on again, but that did not
                                  • Are custom portals accessible on the Zoho learn smartphone app?

                                    In other words, can users external to my organisation, once signed up, use the app in the same way as internal users? Thanks
                                  • 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
                                  • Conditional Layouts On Multi Select Field

                                    How we can use Conditional Layouts On Multi Select Field field? Please help.
                                  • Multiple columns in a form

                                    I am evaluating Zoho Creator. However, I am seeing almost no layout control on a form.  Just a basic 1 or 2 column format that is then imposed on the entire form.  That's not going to work for many, many real world cases. We need multiple columns per line, and we need each line/section to occupy a single column or be able to span the columns.   Someone please tell me that I'm missing something and the capability is actually there.  
                                  • Global search

                                    Hi! I think it would be great to have a global search that would give you results from all records of a database, no only for a single field of a single form as we have now. Thanks!
                                  • Any insights about API/v2? Having problem for a while.

                                    I don't know why it is throwing a 404 error, my report name is correct. Has someone had this issue and how you fix it?
                                  • Edit QR code with redirect to form

                                    Guten morgen, wir haben ein Formular Reklamation_erstellen. Dort soll ein QR Code erstellt werden, der im Lieferschein angezeigt wird. Beim Scannen auf dem soll das jeweilige Formular zum BEARBEITEN geöffnet werden. Leider bekomme ich es nur so hin, dass
                                  • Getting all the ingredients together for baking an app

                                    Good day everyone. After reading a lot of the help docs and watching videos, I now started on my app. To prevent hours and hours wasted on going down the wrong track, I would like some clarification on the following. But first some background: I have
                                  • Help Needed with Configuring ZC Microservice

                                    I'm attempting to create a simple microservice, but am running into problems with scope and auth. Using Custom API Builder, here's my setup: 1. Method: GET 2. Auth: OAuth2 3. User Scope: All users 4. Response: Standard 5. Function: A function that returns
                                  • Next Page