Automating Deal Handoff with Zia Assistant API, Workflow, Deluge, and Widget in Zoho CRM

Hello all! 

Welcome back to a fresh Kaizen week. 

In this post, we will explore how to automate the deal handoff process in Zoho CRM using Zia Assistant API + Workflow + Deluge + Widgets.

Here’s how the final output looks when a deal is reassigned

1. Deal owner reassignment

When a deal owner is updated, the workflow is triggered automatically in the background.

2. Instant deal summary for new owner

The newly assigned owner can instantly view a complete AI-generated summary using the Deal Summary button.

Now that we have seen the outcome, let’s understand the problem and how we built this solution step by step.

Table of Contents

1. Introduction
2. The Problem with Deal Handoffs
3. What if we could automate this entire process?
4. Use case
5. How the automation works?
6. How Zia Assistant API generates insights?
7. Prerequisites for using the Zia Assistant API
8. Implementation steps
1. Step 1: Create a custom field
2. Step 2: Create a Deluge Function
3. Step 3: Create a Workflow Rule
4. Step 4: Create and configure the Widget
   
9. Conclusion 

Introduction

In sales, you talk to customers every day - through calls, emails, follow-ups, and meetings. Every conversation has important information. What does the customer need? What problems are they facing? What did we already discuss? What should happen next?

Now think about this. A deal gets reassigned from one sales rep to another.

The problem with deal handoffs

When a deal is reassigned, the new owner often has no clear understanding of what has already been discussed with the customer, what commitments were made, or the current status of the deal.

To get up to speed, they usually need to navigate through multiple sections in the CRM, read through notes, go over email conversations, and piece together the deal history. This process takes time and requires significant effort.

Because of this, there is a high chance of missing important details, misunderstanding customer expectations, or delaying the next action. Ultimately, this impacts both the customer experience and the overall progress of the deal.

What if we could automate this entire process?

Instead of making the sales rep read everything manually, what if the system understood the deal by itself?

Imagine this flow:

1. As soon as the deal owner changes:
2. The system collects all related information
3. AI analyzes the complete context
4. A clear and structured summary is generated.
5. The new owner sees everything instantly.

That is exactly what we explored using Zia Assistant API (introduced in Zoho CRM Version 8 APIs) with Workflow + Deluge + Widget inside Zoho CRM.

Use case

When a deal is reassigned, the new owner should immediately understand the complete deal context without any manual effort. This reduces the chances of missing important information and helps them take action faster.

To achieve this, we use a combination of:

1. Workflow - to detect when a deal owner changes
2. Deluge Function - to collect all necessary CRM data
3. Zia Assistant API - to analyze the data and generate insights
4. Widget - to display the summary to the user

In many cases, the Zia Assistant API is used for question-and-answer scenarios or to extract insights from given text, manually. So, we automated the entire process within Zoho CRM from detecting the owner change to generating and displaying a structured deal summary instantly.

How the automation works?

1. A workflow rule continuously monitors changes in the Deal Owner field.
2. When the owner is updated:
1. The workflow triggers a Deluge function.
2. An email notification is sent to the newly assigned owner, informing them about the deal and where to view its complete summary (via the widget).
3. The function 
1. Collects all related data such as:
1. Deal notes
2. Account notes
3. Contact notes
4. Emails 
5. Deal updates
2. Combines all this information into a single context.
3. This data is sent to Zia Assistant API as context.
4. Zia processes the data and generates structured insights such as:
1. Summary
2. Customer pain points
3. Risks
4. Next steps
5. The generated response is then saved in a custom field called AI Handoff Summary in the Deals module.
6. Finally, a Widget displays this summary to the new owner in a clear and readable format. So, everything happens automatically in the background.

This way, the entire deal handoff process happens automatically in the background, without any manual effort.

How Zia Assistant API generates insights?

The Zia Assistant API works based on two main inputs:

1. Context (chat_history): This contains all the data we collected from the Deal and its associated Account and Contact's notes, emails, history, and Deal details.
   
2. Prompt: The prompt tells Zia what we want from that data.
   

            For example:

1. Give summary
2. Identify pain points
3. Highlight risks
4. Suggest next steps

Using the context and the prompt together, Zia analyzes the information and generates a structured and meaningful output.

Prerequisites for using the Zia Assistant API

Before using the Zia Assistant API inside the Deluge function, make sure that AI is enabled in Zoho CRM.

Follow these steps:

1. Go to Setup.
2. Navigate to Zia > Smart Prompt.
3. Enable any one of the available LLM vendors.
4. Note that except for Zia LLM, other vendors require a valid API key.                                                  

Implementation steps

1. Create a custom field

           Create a custom field: 

      First, create a custom field in the Deals module to store the AI-generated summary.

1. Field Type: Multi-line (Rich Text)
   
2. Field Name: AI Handoff Summary
   

      This field will store the response generated by the Zia Assistant API, which includes the complete deal summary, insights, and handoff details.

2. Create a deluge function

Before setting up the workflow, we first create a Deluge function that contains the entire automation logic.

      Steps to create the function

1. Go to Setup → Developer Hub → Functions
   
2. Click Create Function
   
3. Choose:
   
1. Category: Standalone
   
2. Name: Deal Handoff Summary
   
3. Function Name: DealHandoffSummary

Deluge code

void automation.DealHandoffSummary1(Int dealId, Map oldValue) {     info "Deal ID: " + dealId;     dealIdLong = dealId.toLong();     // STEP 1: Deal Details     dealData = zoho.crm.getRecordById("Deals", dealIdLong);     if (dealData == null) {         info "Deal not found";         return;     }     dealName = ifnull(dealData.get("Deal_Name"), "");     dealStage = ifnull(dealData.get("Stage"), "");     // NEW OWNER (Current Owner)     newOwnerName = "";     newOwnerEmail = "";     newOwnerId = "";     if (dealData.get("Owner") != null) {         newOwner = dealData.get("Owner");         newOwnerId = ifnull(newOwner.get("id"), "");         newOwnerName = ifnull(newOwner.get("name"), "");         newOwnerEmail = ifnull(newOwner.get("email"), "");         info "New Owner ID: " + newOwnerId;         info "New Owner Name: " + newOwnerName;         info "New Owner Email: " + newOwnerEmail;     }     // OLD OWNER (Previous Owner from Timeline)     oldOwnerName = "";     oldOwnerEmail = "";     oldOwnerId = "";     oldOwnerIdFromParam = oldValue.get("Owner");     userResp = invokeurl[         url: "https://www.zohoapis.com/crm/v8/users/" + oldOwnerIdFromParam type: GET connection: "zohocrm"     ];     info "User API response: " + userResp;     if (userResp.get("users") != null && userResp.get("users").size() > 0) {         userData = userResp.get("users").get(0);         oldOwnerEmail = ifnull(userData.get("email"), "");         // Also get name if not already captured         if (oldOwnerName == "") {             oldOwnerName = ifnull(userData.get("first_name"), "");         }         info "Old Owner Email: " + oldOwnerEmail;         info "Old Owner Name: " + oldOwnerName;     }     // OTHER FIELDS     accountIdStr = "";     if (dealData.get("Account_Name") != null) {         accountIdStr = dealData.get("Account_Name").get("id");     }     contactIdStr = "";     if (dealData.get("Contact_Name") != null) {         contactIdStr = dealData.get("Contact_Name").get("id");     }     closeDate = ifnull(dealData.get("Closing_Date"), "Not defined");     lastActivity = ifnull(dealData.get("Modified_Time"), "");     // CONTEXT BUILDING     contextText = "Deal Name: " + dealName + "\n";     contextText = contextText + "Stage: " + dealStage + "\n";     contextText = contextText + "Close Date: " + closeDate + "\n";     contextText = contextText + "Last Activity: " + lastActivity + "\n\n";     // Deal Notes     dealNotes = zoho.crm.getRelatedRecords("Notes", "Deals", dealIdLong);     if (dealNotes != null) {         for each note in dealNotes {             contextText = contextText + "\nDeal Note: " + ifnull(note.get("Note_Content"), "");         }     }     // Account Notes     if (accountIdStr != "") {         accNotes = zoho.crm.getRelatedRecords("Notes", "Accounts", accountIdStr.toLong());         if (accNotes != null) {             for each n in accNotes {                 contextText = contextText + "\nAccount Note: " + ifnull(n.get("Note_Content"), "");             }         }     }     // Contact Notes     if (contactIdStr != "") {         conNotes = zoho.crm.getRelatedRecords("Notes", "Contacts", contactIdStr.toLong());         if (conNotes != null) {             for each n in conNotes {                 contextText = contextText + "\nContact Note: " + ifnull(n.get("Note_Content"), "");             }         }     }     // Deal Emails     dealEmailsResp = invokeurl[         url: "https://www.zohoapis.com/crm/v8/Deals/" + dealId + "/Emails"         type: GET connection: "zohocrm"     ];     info dealEmailsResp;     if (dealEmailsResp.get("Emails") != null) {         emailCount = 0;         for each emailSummary in dealEmailsResp.get("Emails") {             // Optional: limit emails to avoid too many API calls. Limits should be defined based on the business use case.             if (emailCount >= 5) {                 break;             }             emailCount = emailCount + 1;             emailId = emailSummary.get("message_id");             subject = ifnull(emailSummary.get("subject"), "");             emailContent = "";             // Fetch full email content using Email ID             emailDetailResp = invokeurl[                 url: "https://www.zohoapis.com/crm/v8/Deals/" + dealId + "/Emails/" + emailId type: GET connection: "zohocrm"             ];             info emailDetailResp;             if (emailDetailResp.get("Emails") != null && emailDetailResp.get("Emails").size() > 0) {                 emailData = emailDetailResp.get("Emails").get(0);                 emailContent = ifnull(emailData.get("content"), "");                 // Optional: truncate long content. Limits should be defined based on the business use case.                 if (emailContent.length() > 1000) {                     emailContent = emailContent.subString(0, 1000);                 }             }             contextText = contextText + "\nDeal Email: " + subject + " - " + emailContent;         }     }     // CONTACT EMAILS (Related to Deal Contact)     if (contactIdStr != "") {         contactEmailsResp = invokeurl[             url: "https://www.zohoapis.com/crm/v8/Contacts/" + contactIdStr + "/Emails"             type: GET connection: "zohocrm"         ];         info "List=" + contactEmailsResp;         if (contactEmailsResp.get("Emails") != null) {             contactEmailCount = 0;             for each emailSummary in contactEmailsResp.get("Emails") {                 // Optional: limit to avoid too many API calls. Limits should be defined based on the business use case.                 if (contactEmailCount >= 5) {                     break;                 }                 contactEmailCount = contactEmailCount + 1;                 emailId = emailSummary.get("message_id");                 subject = ifnull(emailSummary.get("subject"), "");                 emailContent = "";                 // Fetch full email content                 emailDetailResp = invokeurl[                     url: "https://www.zohoapis.com/crm/v8/Contacts/" + contactIdStr + "/Emails/" + emailId type: GET connection: "zohocrm"                 ];                 info "Detail=" + emailDetailResp;                 if (emailDetailResp.get("Emails") != null && emailDetailResp.get("Emails").size() > 0) {                     emailData = emailDetailResp.get("Emails").get(0);                     emailContent = ifnull(emailData.get("content"), "");                     // Optional: truncate long content. Limits should be defined based on the business use case.                     if (emailContent.length() > 1000) {                         emailContent = emailContent.subString(0, 1000);                     }                 }                 contextText = contextText + "\nContact Email: " + subject + " - " + emailContent;             }         }     }     info "contextText : " + contextText;     // PREPARE ZIA PAYLOAD     chatEntry = Map();     chatEntry.put("role", "user");     chatEntry.put("content", contextText);     chatHistory = List();     chatHistory.add(chatEntry);     promptSettings = Map();     promptSettings.put("length", "Detailed Explanation");     promptSettings.put("style", "Professional");     assistantMap = Map();     assistantMap.put("chat_history", chatHistory);     assistantMap.put("prompt_settings", promptSettings);     // FINAL PROMPT with owner details     assistantMap.put("prompt", "Provide structured output.\n\n" + "SUMMARY:\n\n" + "CUSTOMER PAIN POINTS:\n  - \n\n" + "DEAL RISKS:\n  - \n\n" + "NEXT STEPS:\n  - \n\n" + "HANDOFF NOTES:\n" + "  - Previous Owner: " + oldOwnerName + " (" + oldOwnerEmail + ")\n" + "  - New Owner: " + newOwnerName + " (" + newOwnerEmail + ")\n" + "  - Account ID: " + accountIdStr + "\n" + "  - Contact ID: " + contactIdStr + "\n" + "  - Last activity: " + lastActivity + "\n" + "  - Close plan: Target close date " + closeDate + "\n\n" + "Ensure clarity and readability.");     payload = Map();     payload.put("assistant", assistantMap);     // CALL ZIA ASSISTANT API     response = invokeurl[         url: "https://www.zohoapis.com/crm/v8/zia/smart_prompt/assistant"         type: POST parameters: payload.toString() headers: {             "Content-Type": "application/json"         }         connection: "zohocrm"     ];     info "Zia API Response: " + response;     // EXTRACT RESPONSE     aiText = "";     if (response != null && response.get("assistant") != null) {         details = response.get("assistant").get("details");         if (details != null && details.get("data") != null) {             aiText = details.get("data");             info "AI Response extracted: " + aiText;         } else {             info "No data in details";         }     } else {         info "No assistant in response";     }     // SAVE TO CRM FIELD     if (aiText != "") {         updateMap = Map();         updateMap.put("AI_Handoff_Summary", aiText);         zoho.crm.updateRecord("Deals", dealIdLong, updateMap);         info "Summary saved to deal";     } else {         info "No AI text to save";     } }

      d.Once done, Save the function.

3.Create a Workflow Rule

      Now, we connect everything using a Workflow.

      To automate the deal handoff process, the Deluge function should run whenever the Deal Owner changes.

      This is achieved using a Workflow Rule in Zoho CRM.

      Steps to create Workflow Rule

         3.1 Go to Setup → Automation → Workflow Rules

         3.2 Click Create Rule

         3.3 Module: Deals

         3.4 Rule Name: Deal Summary                              

               

       

            3.5 Configure Trigger: When a record is Created or Edited.

1. Set Condition: Ensures it runs only during handoff
   
1. Field: Deal Owner
2. Condition: is modified. In our case, if the Deal Owner is not Logged in User, then the workflow should trigger.

           3.6 Add "Instant Actions"

1. Attach Deluge function:
   
1. Click + Action → Function
   
2. Select your function: Deal Handoff Summary
2. Send email to new deal owner: Click + Action → Email Notification
   

            Why do we send an email to the new owner?

            When a deal is reassigned, the new sales representative may not immediately notice the change.

            By sending an email notification:

1. The new owner is instantly informed that a deal has been assigned.
2. They know where to check the details through the widget (the widget implementation is explained in the next section). In our case, the complete deal information is available in the Deal Summary button widget on the Detail View page in the Deals module.
3. It helps reduce delays in taking action on the deal.

            3.7 Click Save.

4. Create and configure the Widget

Q. Why Widget?

After generating and storing the AI summary in CRM, the next step is to display it clearly to the user. For this, we use a Widget inside a button in the Deal’s Detail View page.

Even though the summary is stored in the AI Handoff Summary field in the Deals module, it is not easily readable in raw format, the newly assigned owner may not know where to find it, and it does not provide a good user experience.

A Widget solves this by presenting the summary in a clean and structured popup.

Q. How to create and host a Widget?

Refer to Creating a Widget in Zoho CRM and the JS SDK for more details on CLI installation, creating, packaging, and hosting a widget.       

Widget index.html

<!DOCTYPE html> <html> <head>     <script src="https://live.zwidgets.com/js-sdk/1.2/ZohoEmbededAppSDK.min.js"></script>     <style>         body {             margin: 0;             font-family: Arial, sans-serif;             background: #f5f7fb;         }         /* Container fills entire iframe */         .container {             width: 100%;             height: 100vh;             display: flex;             justify-content: center;             align-items: center;         }         /* Modal */         .modal {             width: 100%;             max-width: 800px;             height: 90vh;             background: #fff;             border-radius: 12px;             box-shadow: 0 10px 30px rgba(0, 0, 0, 0.2);             display: flex;             flex-direction: column;         }         /* Header */         .header {             padding: 16px 20px;             font-size: 18px;             font-weight: bold;             border-bottom: 1px solid #eee;         }         /* Content */         .content {             padding: 20px;             overflow-y: auto;             flex: 1;             font-size: 14px;             line-height: 1.6;         }         /* Section headings */         .section-title {             font-weight: bold;             margin-top: 15px;             margin-bottom: 5px;         }         /* Bullet points */         ul {             padding-left: 20px;             margin-top: 5px;         }         /* Footer */         .footer {             padding: 10px 20px;             border-top: 1px solid #eee;             text-align: right;         }         button {             padding: 8px 16px;             background: #0066ff;             color: white;             border: none;             border-radius: 6px;             cursor: pointer;         }     </style> </head> <body>     <div class="container" id="app"></div>     <script>         ZOHO.embeddedApp.on("PageLoad", function(data) {     let dealId = data.EntityId;     ZOHO.CRM.API.getRecord({         Entity: "Deals",         RecordID: dealId     }).then(function(response) {         if(response && response.data && response.data.length > 0)         {             let record = response.data[0];             let summary = record["AI_Handoff_Summary"]; //This is the Custom field we have created in the Deals module which stores the complete details about the Deal.             if(summary && summary !== "")             {                 renderUI(summary);             }         }     }); }); function formatText(text) {     // Convert sections into formatted HTML     let formatted = text         .replace(/Summary:/g, '<div class="section-title">Summary</div>')         .replace(/Customer Pain Points:/g, '<div class="section-title">Customer Pain Points</div>')         .replace(/Deal Risks:/g, '<div class="section-title">Deal Risks</div>')         .replace(/Next Steps:/g, '<div class="section-title">Next Steps</div>')         .replace(/Handoff Notes:/g, '<div class="section-title">Handoff Notes</div>')         .replace(/\n- /g, '<li>')         .replace(/\n/g, '<br>');     return formatted; } function renderUI(summary) {     let app = document.getElementById("app");     app.innerHTML = `         <div class="modal">             <div class="header">                 Zia Assistant Deal Handoff Summary             </div>             <div class="content">                 ${formatText(summary)}             </div>             <div class="footer">                 <button onclick="closeWidget()">Close</button>             </div>         </div>     `; } function closeWidget() {     document.getElementById("app").innerHTML = ""; } ZOHO.embeddedApp.init();     </script> </body> </html>

Q.How to configure the Widget as a Button in Detail View?

      1. Go to Setup → Customization → Modules and Fields

      2. Select the Deals module

      3. Click on the Buttons tab

      4. Click Create New Button

Configure button details

      5. Enter Button Name as Deal Summary

      6. Add a description (optional)

Define action

      7. In Define Action, select Open a Widget

      8. Choose the widget you created. In our case, it is Deal Summary

Set display location

      9. In Select Page, choose In Record

      10. In Select Position, choose Details

Select layout

      11. In Select Layout(s), choose the required layouts (or All Layouts)

Set Accessibility

      12.Enable the button for required user profiles

Save

      13. Click Save

Q. How the new owner views the summary?

Once everything is set up, here's how it works for the new owner:

1. A deal is reassigned to them.
2. They receive an email notification about the new deal.
3. They open the Deal record in CRM.
4. They see a new button called Deal Summary on the detail view.
5. They click the button.
6. A widget pops up showing the complete AI-generated summary.

Everything they need to know about the deal is right there in one place. No searching through notes. No scrolling through emails. Just a clean, readable summary.

The button is always available. They can click it anytime to refresh their understanding of the deal.

Conclusion 

With this approach, we automated the entire deal handoff process in Zoho CRM.

Instead of manually going through notes, emails, and history, the new deal owner gets a clear, structured summary instantly.

This not only saves time but also improves decision-making and ensures a smoother customer experience.

We trust that this post meets your needs and is helpful. Let us know your thoughts in the comment section or reach out to us at support@zohocrm.com

Stay tuned for more insights in our upcoming Kaizen posts!

Happy coding!!!

                     

Kaizen #233 - Generating AI-powered Follow-up Emails Using CRM Functions and Widgets

Related Reading

1. Kaizen Directory
   
2. Kaizen Index:
   
1. API Series
   
2. Function Series
3. Widget Series
3. Deluge Documentation
   
4. API Documentation:
   
1. Zia Assistant API
   
2. Workflow Rules API
   

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• 【開催報告】東京 Zoho ユーザー交流会 NEXUS vol.1 ～ データドリブン経営・少人数組織のCRM活用・AIエージェントの最前線 ～

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