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 

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


    • Recent Topics

    • Setting up property management in Zoho Books

      Hi, I run a property management business that manages property complexes. There are multiple owners, some owning more than one property on the same complex. My role is to manage the fees they pay for maintenance of common areas, such as the swimming pool

    • Reverse proxy

      We have a web application in the creator platform. When I launch a particular DNS, I would like that DNS to redirect to the web page of the application in creator app. Has anyone achieved it and if yes, please share how to do it.

    • Still client need to download .exe?

      Hello, the client for use zoho assist need everytime download .exe file and launch it?

    • Splitting a ticket's entire thread

      Hi, When you split a ticket it only splits the individual reply that you clicked "Split as new ticket" on. Is it not possible to split the entire ticket thread from that point into the new ticket (every reply from the split point forward)? Or is there

    • Editing the text on the Help Center home page

      Is it possible to edit the "Welcome to Help Center" message anywhere? This one: We'd like to be able to tailor it a little more ourselves.

    • WHMCS for Zoho Flow

      Can we use WHMCS for Zoho flow?

    • Online meetings through Calendar Booking form with options

      This is great to see and particularly for those users who don't have Zoho BOOKINGS. The shame of it all though is that it could have been better. Why do we have to set up separate booking forms for each type of meeting and for each online conferencing

    • Agents permission per department

      Hi Team, can I setup permission for each agent what they can do in each department, for example I want account department agents to only have view access to support department tickets and not allowed to assign or reply to clients. I am sure this would

    • CRM notes

      I want to be able to add notes to a task that do not necessarily get rolled up into an account or contact.   For example, I tasks to work on a Court Order for John Doe divorce account.  There might be lots of updates (in the form of notes) that employees

    • Introducing parent-child ticketing in Zoho Desk [Early access]

      Hello Zoho Desk users! We have introduced the parent-child ticketing system to help customer service teams ensure efficient resolution of issues involving multiple, related tickets. You can now combine repetitive and interconnected tickets into parent-child

    • Function #8: Add additional charges to invoices

      Here goes one of the highly sought-after custom functions in Zoho Books. If you find yourself needing to apply additional charges to customers on their invoices (say credit card surcharges, or fuel charges applicable to customers from a certain region,

    • Alternative / optional Position

      How do you create an alternative position or an optional position (article) in offers?

    • جمود في الصفحة عند حفظ عمل

      عندما اقوم باضافة ايقونة الى صفحة النموذج تجمد الصفحة ولا تعمل وتصبح مثل المظلة احدث الصفحة لا تعمل انتظر قليلا لا تعمل اقوم بنسخ رابط الصفحة والصقه في الرابط فيعمل

    • ZOHO Books Canadian payroll Integration

      Hello, I know ZOHO books doesn't have Canadian payroll and I dont believe its coming anytime soon. My question is there a Canadian payroll software that could be integrated with Zoho Books? Thank you HD

    • Zoho Desk Time Tracking and the Salary Privacy Issue

      Hello colleagues, Just wondering if anyone did hit the same wall? In the Desk, when the agent-specific hourly rates are enabled (Zoho Desk → Setup → Time Tracking → Billing Preferences), these Time Entries are being displayed in the Ticket History tab.

    • How to Delete, Disable, or Remove Streams from the Mail App?

      Is there a way to remove Streams from the mail app sidebar? I get too many notifications, it doesn't add any value to Zoho's functionality (especially since you can just make comments inside an email), and is distracting. I do not want notifications/alerts

    • Delay in MX updates

      Hi, I set MX Records 12 hours ago, and I am receiving email normally, but I still get notification MX record is not pointing correctly. Error: The MX records of your domain is not yet pointed to Zoho Mail. Why there is a delay in detecting MX records,

    • Bigin iOS and macOS app update: Link email messages to pipeline records.

      Hello everyone! In the latest version of the Bigin iOS(v1.11.9) and macOS(1.8.9) app, we have brought in support for an option to link email to pipeline records. This helps you to view emails specific to a deal, especially when a contact is associated

    • make.com integration

      Just wondering if anyone on Zoho One account connecting apps to Make.com We're on Canadian server (.com) and when connecting to Make.com, it keeps having error of Invalid Client ID. I have contacted both Zoho and Make and both sides said it's not an error

    • Article Numbers for KB articles

      Hello, I was wondering if it's possible to turn on article numbers/ part numbering for KB articles. If this is not already a feature, we'd like to request it. Frequently a solution will require multiple articles so tracking which articles are referenced

    • Refund Request ,Zoho Mail Subscription (zoho suport is not replying)

      Hi Zoho Team, I recently subscribed to the Zoho Mail yearly plan, but after evaluating it, I found that the interface does not suit my workflow. I’ve already canceled the subscription from my end. As I’m well within your 30-day refund window, I’m requesting

    • File Encryption - Zoho Desk iOS app update

      Hello, Everyone! We have now introduced the 'File Encryption' option within the Zoho Desk app as part of the HIPAA Compliance. This option allows the user to encrypt the attachments within the Desk mobile app, which acts as an additional layer of security.

    • Data encryption - Zoho Desk iOS

      Hello, Everyone! In the recent iOS version(v2.8.23) of the Zoho Desk app, we have supported data encryption. As a part of HIPAA Compliance, the Zoho Desk mobile app now allow users to encrypt the Desk mobile database as an additional layer of security.

    • Notify Admin when a user forgets to check-in or check-out at the designated time.

      Hello, I would like notify the Admin via email when a user forgets to check-in or check-out at the designated time. What is the best way to setup this email notification?

    • Assistance Needed with Prospect Conversion Issue

      Hi, I attempted to convert a prospect to an account, but received a pop-up notification indicating that the contact information matches an existing contact. I selected the option to add it to the existing contact, but it appears the prospect was not successfully

    • Mail Merge - unable to send more than 50 email

      Hi, I've subscribed to the pay email service because of the Mail Merge feature. However, I've found that this feature only allow to send up to 50 emails. I've to attach a screenshot for your reference. This limitation is not mentioned anywhere in service.

    • Zoholics Europe 2025: Your Ultimate Data Analysis (Zoho Analytics) Workshop Experience

      Why should you attend? This year, Zoholics Europe 2025 is putting data analysis centre stage. With a dedicated workshop designed to answer all your data-related questions, you’ll gain practical skills, real-time solutions, and expert insights that you

    • UK payroll entries

      Hey guys, Nett payroll payments are imported direct into the bank, using an external payroll system (will be glad for Zoho to have a UK payroll app) At present I have monthly recurring bills for HMRC which are auto entered & paid when due. This seems

    • Invoice status on write-off is "Paid" - how do I change this to "Written off"

      HI guys, I want to write off a couple of outstanding invoices, but when I do this, the status of the invoices shows as "Paid". Clearly this is not the case and I need to be able to see that they are written off in the customer's history. Is there a way

    • Reverse Charge Services (Non-EU) Showing Correctly in 84/85 and 67, But Missing in Box 46 - Germany

      Hi, I'm located in Germany and I’ve set up my expenses for non-EU services (e.g., OpenAI, DeepSeek) under the reverse charge mechanism (§ 13b UStG) in Zoho Books, and I noticed some discrepancies in the VAT Summary Report. What’s Correct: Reverse Charge

    • Zoho Live Chat/Support

      What is going on with Zoho support lately? I've tried to use the live chat feature 4 different times and it refuses to connect to any (despite waiting over 30 minutes one of the tries). I finally gave up and emailed my question nearly a week ago and still

    • Can we have a module to records Certificate No and TDS rates for Lower TDS Certificates by the vendors ?

      Can we have a module to records Certificate No and TDS rates for Lower TDS Certificates by the vendors ?

    • Tip #38- Track Organizational Changes: A Guide to Using Action Log Viewer- 'Insider Insights'

      Hello Zoho Assist Community! Ever needed to trace who did what and when within your remote support operations? Let’s say your support team is growing, and you want to monitor key activities like settings updates, user invites, module changes, or permission

    • Tip of the Week #67– Avoid confusion – Mark duplicate threads.

      When customers send the same message to multiple email addresses, such as support@ and sales@, your team may end up seeing the same message in different inboxes. This creates confusion, risks double replies, and clutters your workspace. Use the Mark as

    • Tax in Quote

      Each row item in a quote has a tax value.  At the total numbers at the bottom, there is also a Tax entry. If you select tax in both of the (line item, and the total), the tax doubles. My assumption is that the Tax total should be totalling the tax from

    • Final Reminder: Discontinuation of Older ASAP Widgets and Mobile SDK Support

      We launched the new ASAP Help Widget last year, introducing a unified and enhanced experience. Since then, older configurations have been placed in read-only mode, with all major updates and improvements built exclusively on the new version. As part of

    • Zoho Subscriptions -- Zoho Commerce integration

      Is there integration between Zoho Subscriptions and Zoho Commerce? I would like to create subscription plans in Zoho Subscritpions and list them for on my Zoho Commerce store.

    • Website show Blank white screen

      Customer called me to tell me my website is currently down upon review it shows a white screen however I can access everything via editor. JITCADCAM.com

    • How manufacturing analytics can transform your enterprise with Zoho Projects Plus

      Did you know that every single car is made up of 30,000 to 40,000 individual parts? All of these are manufactured meticulously in various facilities before being assembled into one. The global manufacturing industry spans a wide range from delivering

    • Projects custom colors replaced by default orange

      Since yesterday, projects uploaded to Zoho, to which I had assigned a custom color, have lost the customization and reverted to the default color (orange). Has anyone else had the same problem? If so, how did you resolve it?

    • Next Page