How To Create Google Doc In Zoho Crm Deluge

Integrating Google Docs with Zoho CRM can streamline your document management process, enabling seamless collaboration and centralized storage for your team. By leveraging Deluge, Zoho’s scripting language, you can automate the creation of Google Docs directly from Zoho CRM, saving time and boosting productivity. This article provides a step-by-step guide to setting up this integration using Deluge, tailored for Technofog’s audience looking to enhance their CRM workflows.

Why Integrate Google Docs with Zoho CRM?

Before diving into the technical steps, let’s explore the benefits of this integration:

Centralized Document Management: Store all client-related documents, such as proposals or contracts, within Zoho CRM for easy access.
Real-Time Collaboration: Enable multiple team members to edit Google Docs simultaneously, fostering efficient teamwork.
Automation: Use Deluge to automate document creation, reducing manual tasks and ensuring consistency.
Seamless Access: Link Google Docs to CRM records, allowing quick retrieval without switching platforms.

Prerequisites

To follow this tutorial, ensure you have:

A Zoho CRM account with administrative access.
A Google Workspace account with Google Drive enabled.
Basic familiarity with Zoho Deluge scripting.
The Google Workspace integration installed in Zoho CRM.

Step-by-Step Guide to Creating a Google Doc with Deluge

Step 1: Set Up Google Workspace Integration

To enable Google Docs creation within Zoho CRM, you first need to connect your Google Workspace account.

Log in to Zoho CRM: Use your admin credentials to access your Zoho CRM account.
Navigate to Integrations: Click the Setup icon (gear) in the top-right corner, then go to Marketplace under the Integrations section.
Install Google Workspace: Search for Google Workspace in the Marketplace, click Install, and follow the prompts to authorize Zoho CRM to access your Google account. Ensure you grant permissions for Google Docs and Google Drive.
Verify Connection: Once authorized, confirm the integration is active by checking the Connections section in Zoho CRM Setup.

Step 2: Create a Deluge Script to Generate a Google Doc

Deluge allows you to automate the creation of a Google Doc and link it to a specific CRM record. Below is a sample script to create a Google Doc for a lead record.

Access Deluge Editor: In Zoho CRM, go to Setup > Developer Space > Functions and click + New Function. Name your function, e.g., CreateGoogleDoc.
Write the Deluge Script: Use the following script as a template to create a Google Doc and link it to a lead record.

1. Configure the Connection: Ensure the google_docs_connection is set up in Zoho CRM’s Connections (Setup > Connections > Google). This connection authenticates API calls to Google Drive.

// Input: Lead ID
leadId = input.leadId;
leadDetails = zoho.crm.getRecordById(“Leads”, leadId);

lastName = leadDetails.get(“Last_Name”);
company = leadDetails.get(“Company”);

docName = “Proposal for ” + company + ” – ” + lastName;
docData = Map();
docData.put(“document_name”, docName);

// Create Google Doc
response = invokeurl
[
url: “https://www.googleapis.com/drive/v3/files”
type: POST
headers: {“Content-Type”:”application/json”}
parameters: {“name”: docName, “mimeType”: “application/vnd.google-apps.document”}
connection: “google_docs_connection”
];

docId = response.get(“id”);

// Link the Doc to CRM
linkData = Map();
linkData.put(“Title”, docName);
linkData.put(“Document_ID”, docId);
linkData.put(“Parent_Id”, leadId);
linkData.put(“Module”, “Leads”);

zoho.crm.createRecord(“Attachments”, linkData);

// Return the Doc URL
docUrl = “https://docs.google.com/document/d/” + docId;
return “Google Doc created: ” + docUrl;

Step 3: Trigger the Script

You can trigger the Deluge script in several ways, such as through a workflow, custom button, or manual execution.

1. - Workflow Automation: Create a workflow rule in Zoho CRM to trigger the CreateGoogleDoc function when a lead reaches a specific stage (e.g., “Proposal Sent”).
    1. Go to Setup > Automation > Workflow Rules > Create Rule.
    2. Set the condition (e.g., Lead Status = “Proposal Sent”).
    3. Add an action to execute the CreateGoogleDoc function, passing the lead ID.
  - Custom Button: Add a custom button to the Lead module to manually trigger the script.
    1. Go to Setup > Customization > Modules and Fields > Leads > Links and Buttons.
    2. Create a button that calls the CreateGoogleDoc function with the lead ID as a parameter.

Step 4: Test the Integration

1. 1. Open a lead record in Zoho CRM.
  2. Trigger the script (via workflow or button).
  3. Verify that a new Google Doc is created in your Google Drive and linked to the lead record in the Attachments or Documents tab.
  4. Check the document’s name and ensure it matches the format defined in the script (e.g., “Proposal for [Company] – [Last Name]”).

Step 5: Enhance the Script (Optional)

You can extend the script’s functionality based on your needs:

1. - Pre-fill Content: Use the Google Docs API to insert predefined text or templates into the new document.
  - Multiple Records: Modify the script to create documents for multiple records in a batch process.
  - Error Handling: Add try-catch blocks to handle API errors gracefully.

Example enhancement for pre-filling content:

// Add content to the Google Doc contentUpdate = Map(); contentUpdate.put(“requests”, [{“insertText”: {“location”: {“index”: 1}, “text”: “Dear ” + lastName + “,\n\nThank you for your interest in ” + company + “.\n”}}]); invokeurl [ url: “https://docs.googleapis.com/v1/documents/” + docId + “:batchUpdate”, type: POST, headers: {“Content-Type”:”application/json”}, parameters: contentUpdate, connection: “google_docs_connection” ];

Best Practices

1. - Secure Connections: Regularly review and refresh the Google Workspace connection to maintain security.
  - Test Thoroughly: Test the script in a Zoho CRM sandbox environment to avoid disrupting live data.
  - Document Naming: Use clear, consistent naming conventions for Google Docs to ensure easy retrieval.
  - Monitor API Limits: Be mindful of Google Drive and Docs API quotas to avoid rate-limiting issues.

Troubleshooting

1. - Connection Errors: Ensure the google_docs_connection is correctly configured and authorized.
  - Document Not Linking: Verify that the Parent_Id and Module fields in the linkData map match the target record and module.
  - API Errors: Check the response from the invokeurl task for error messages and consult Google’s API documentation for details.

Conclusion

By integrating Google Docs with Zoho CRM using Deluge, Technofog clients can automate document creation, streamline workflows, and enhance collaboration. This powerful combination centralizes document management and reduces manual tasks, allowing your team to focus on building stronger customer relationships. For further customization or advanced integrations, contact Technofog’s support team for tailored solutions.

For more information on Zoho CRM integrations, visit Zoho’s official help documentation.

Search