If your business employs a field sales team, consultants, or salespeople who meet customers in person or virtually, using the check-out option in meeting records to indicate their completion is a smart choice. The check-out option enables you to record the exact time your salespeople left or concluded a customer appointment, which is beneficial for billing and time-tracking purposes. However, if you take a cursory look at your CRM, you'll notice there's no such check-out feature, thus making it impossible to track whether your salespeople are conducting the meetings. So how can you stay updated on your customer meetings? Fortunately, our low-code tools are handy in this scenario.
Using a custom button equipped with a function, you can automatically check out of a meeting and update its custom date/time field with the check-out time. Read on to learn how to accomplish this task in less than 30 minutes.
Permissions and availability
- Users with the Modules Customization permission can add custom fields and buttons.
- Users with the Manage Extensibility permission can write custom functions.
- Users with the Manage Sandbox permission can manage the sandbox.
Requirements
- Add a Date/Time field in the Meetings module. This is where the function will record the check-out time when the button is clicked. Learn more
- Create and link the button with a custom function, as detailed in the "Create a custom button" section below. Learn more
- Test the workflow rule in a sandbox before deploying it in your production environment. Learn more
Add a custom field
The first step is to add a custom date/time field to the Meetings module.
- Navigate to Setup > Customization > Modules and Fields.
- Click the Meetings module to open the layout editor.
- Drag and drop the Date/Time field from the New Fields tray to the desired section of the layout.
- Name the date/time field (e.g., "Check-out Time") and define its properties as required.
- Once you have finished, click Save and Close.
Create a button
The next step is to add a custom button to the Meetings module.
- Navigate to Setup > Customization > Modules and Fields > Meetings > Buttons > Create New Button.
- Provide a name for the button. For example: "Check out of Meeting".
- Add a description (optional).
- Set the action to be performed as Function.
- The button's page and position will be preset to "In Record" and "Details," respectively.
- Choose the layouts where you want the button to be placed.
- Click Choose to configure a function and select Write your own.
- Provide a name for the function, along with a display name if necessary, and then click Create.
- On the Deluge Script Editor, do the following:
- Copy and paste the code provided below.
- Click Edit Arguments.
- Enter the name as id, select the value as Meetings - Meeting Id, then click Save.
- Save the function.
- Select the profiles who can view this custom button.
- Click Save.
The code
current = zoho.currenttime.toString("yyyy-MM-dd'T'HH:mm:ss'+00:00'");
info current;
mp = Map();
mp.put("Check_out_Time",current);
update = zoho.crm.updateRecord("Events",id,mp);
info update;
return "Checked out of meeting successfully";Notes
- Replace "xxxxx" with the name of the custom date/time field you specified while creating the field (see the Create a custom field section above).
- Replace "+00:00" with your GMT time zone offset, e.g., "+05:30" for IST.
- Make sure to use the accurate API names for their corresponding fields (e.g., "Check-out Time") in the code snippet. Learn more
- You can customize the success message displayed when a user checks out of a meeting.
- The script above is an example of how to check out of a meeting and update its custom date/time field with the check-out time. You can use this code to update the current time in a field of a record in any other module, such as Deals, by modifying the module name and parameters accordingly.
Tip
- Configure and test the function in a sandbox to ensure that further development doesn't disrupt your production environment.
Test the solution
- Navigate to the Meetings module.
- Open a meeting record from which you want to check out.
- On the Meeting Details page, click the button you added to the page in the top-right corner.
The meeting record should be considered as checked out. - Check whether its custom date/time field has been updated with the check-out time.
Did you find this useful? Try it out and let us know how it works. Share this with your team if they'd benefit from it! If you have questions, please don't hesitate to contact us.
More info
- ModuleMeetings
- Trigger PointCustom Button
- EditionEnterprise and above
- ComplexityMedium
- Implementation Time30 minutes
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