Implementation: Fetching and Attaching FSM Service Reports to CRM

1. /*
2. This script retrieves a service report PDF from Zoho FSM (Field Service Management),
3. attaches it as a note to the related Work Order in FSM, and then attaches the same PDF
4. to the corresponding Deal in Zoho CRM.
5. */
6. 
   
7. // Get the Service Appointment ID
8. sa_id = service_appointment.get("id");
9. 
   
10. // Get the Work Order ID from the Service Appointment
11. wo_id = service_appointment.get("Work_Order").get("id");
12. 
    
13. // Retrieve the Work Order details using its ID
14. wo = zoho.fsm.getRecordById("Work_Orders",wo_id);
15. 
    
16. // Get the Deal ID associated with the Work Order
17. deal_id = wo.get("data").get(0).get("ZCRM_Deals").get("ZCRM_Deals_Id");
18. 
    
19. // Fetch the service report associated with the Service Appointment
20. response = invokeurl
21. [
22. url :"https://fsm.zoho.eu/fsm/v1/Service_Appointments/" + sa_id + "/Service_Reports"
23. type :GET
24. connection:"fsmtofsm" // FSM connection name
25. ];
26. info response; // Log the response for debugging
27. 
    
28. // Extract the file ID of the Service Report PDF
29. file_id = response.get("data").get(0).get("Service_Report_PDF").get(0).get("file_Id");
30. 
    
31. // Create a note in the Work Order in FSM
32. params = Map();
33. params.put("Note_Title","Service Report"); // Set the note title
34. params.put("Note_Content","Service Report PDF"); // Set the note content
35. datalist = List();
36. datalist.add(params);
37. data = Map();
38. data.put("data",datalist);
39. info data; // Log the data being sent for the note
40. 
    
41. note = invokeurl
42. [
43. url :"https://fsm.zoho.eu/fsm/v1/Work_Orders/" + wo_id + "/Notes"
44. type :POST
45. parameters:data.toString()
46. connection:"fsmtofsm" // FSM connection name
47. ];
48. info note; // Log the note creation response
49. 
    
50. // Extract the ID of the newly created note
51. note_id = note.get("data").get(0).get("details").get("id");
52. 
    
53. // Attach the Service Report PDF to the created note in FSM
54. filemap = Map();
55. filemap.put("File_Id",file_id);
56. filemap.put("File_Name","Service_report.pdf"); // Set the file name
57. flist = list();
58. flist.add(filemap);
59. final_map = Map();
60. final_map.put("data",flist);
61. info final_map; // Log the data for the attachment
62. 
    
63. attachment = invokeurl
64. [
65. url :"https://fsm.zoho.eu/fsm/v1/Notes/" + note_id + "/Attachments"
66. type :POST
67. parameters:final_map.toString()
68. connection:"fsmtofsm" // FSM connection name
69. ];
70. info attachment; // Log the attachment response
71. 
    
72. // Fetch the attached note (this section seems redundant as we already have the note_id)
73. notest_resp = zoho.fsm.getRelatedRecords("Notes","Service_Appointments",sa_id);
74. info notest_resp;
75. 
    
76. // Get the file ID of the attached file (again, redundant)
77. attachment = notest_resp.get("data").get("0").get("$attachments").get("0").get("$file_id");
78. 
    
79. // Download the file (This is done to prepare the file for CRM attachment)
80. fileResp = invokeurl
81. [
82. url :"https://fsm.zoho.eu/fsm/v1/files?file_id=" + attachment
83. type :GET
84. connection:"fsmtofsm1" // Different FSM connection? Check if needed.
85. ];
86. info fileResp; // Log the file download response
87. 
    
88. filename = "Service report" + ".pdf";
89. fileResp.setFileType("pdf");
90. fileResp.setFileName(filename);
91. 
    
92. // Attach the downloaded PDF to the Deal in Zoho CRM
93. attachtodeal = zoho.crm.attachFile("Deals",deal_id,fileResp,"crmconnection1"); // CRM connection name
94. info attachtodeal; // Log the CRM attachment response
95. 
    
96. /*
97. Key Improvements and Explanations:
98. 
    
99. * Comments added to explain each step of the script.
100. * Redundant code (fetching the note and attachment again) is pointed out.  It can be removed for efficiency.
101. * Connection names are highlighted - ensure they are correct.
102. * Logging (info statements) are crucial for debugging.  Keep them or add more if needed.
103. * The script assumes the necessary connections ("fsmtofsm", "fsmtofsm1", "crmconnection1") are already configured in Zoho Creator.
104. * The redundant fetching of the note and attachment (lines 75-84) can be optimized.  The `note_id` and `file_id` are already available, so you can directly use them to construct the final `fileResp` for CRM attachment.  This avoids an unnecessary API call.
105. */

Step by Step Explanation

1. Fetch the Service Appointment ID and Work Order ID

• Extract the id of the Service Appointment (sa_id).

• Retrieve the associated Work Order ID (wo_id).

• Fetch the Work Order details using the zoho.fsm.getRecordById API.

• Extract the related Deal ID from the Work Order.

2. Fetch the FSM Service Report

• Make a GET API request to retrieve the service report attached to the Service Appointment.

• Extract the file ID of the service report PDF.

3. Create a Note in the Work Order

• Create a note in Zoho FSM under the corresponding Work Order using the POST API request.

• Store the newly created note ID.

4. Attach the Service Report to the Note

• Prepare the attachment payload with the file ID and file name.

• Use the POST API request to attach the service report PDF to the Work Order note.

5. Retrieve the Note with the Attached File

• Fetch the related records (Notes) for the Service Appointment.

• Extract the file ID of the attached service report.

6. Download the Service Report File

• Use the GET API request to download the service report file using the extracted file ID.

• Set the file type to pdf and name it appropriately.

7. Attach the Service Report to the CRM Deal

• Use the zoho.crm.attachFile function to attach the service report to the corresponding deal in Zoho CRM.

• Confirm the attachment by logging the response.