Auto-share notes via transitions

The Share to Customer feature in notes enables salespeople to share relevant messages about a record with their contacts through the client portal. For example, they can accept or reject a quote by leaving a note in the quote record and sharing it with the client. The client can log in to the portal to access the quote record and view the notes. It's a nifty feature, indeed.

However, what if quotes are accepted or rejected through a blueprint transition, and sharing a note explaining the decision to the customer is mandatory? In this case, you'll notice that the Share to Customer checkbox is unavailable during the transition. Adding a custom multi-line field is not ideal for leaving multiple notes either.

Since this scenario is a special requirement and not typical for all customers, you can use our low-code tools to achieve the desired outcome. You only need to write a custom function and connect it to the Rejection transition in your Blueprint rule to automatically share the notes entered with clients upon completing the transition.

Permissions and availability

• Users with Manage Automation permission can create and update Blueprints.
• Users with Manage Extensibility permission can create custom functions.
• Users with Manage Sandbox permission can manage the sandbox.

Requirements

• Create a blueprint for the Quotes module that comprises a transition for entering notes upon rejecting a quote. Learn more
• Write a custom Deluge function that shares the notes entered by salespeople upon completing the transition. Learn more
• Test the workflow rule in a sandbox before deploying it to your production environment. Learn more

Create a Blueprint

Create a blueprint comprising a transition for entering notes upon rejecting a quote.

1. Navigate to Setup > Blueprint > +Create Blueprint.
2. Provide a name for the blueprint. For example: "Share notes with customers".
3. Select the module as Quotes from the dropdown list.
4. Choose the layout and field (e.g. Quote Stage) for the process.
5. Add a description, if required, then click Next.
6. In the Blueprint Editor, drag and drop the States (stages) and connect the nodes between them.
7. Click the + button between two states and create a transition.
   Note: Add a new state called Rejected if it does not exist already, then click the + button to add a transition leading to it.
8. Select the During tab on the transition and then click +Add.
9. Choose Associated Items and then select Notes from the drop-down menu.
10. Select the After tab on the transition and then choose +Custom Actions.
11. Select New Function and then select Write your own.
12. Provide a name for the function, as well as a description, if necessary.
13. In the Deluge Script Editor, do the following:
    1. Copy and paste the code provided below.
    2. Click Edit Arguments.
    3. Choose Quotes - Quote Id, name it qId, and click Save.
    4. Click Save & Execute script.
14. Click Publish on the blueprint page.

The code

resp = zoho.crm.getRelatedRecords("Notes","Quotes",qId);
if(resp.size() > 0)
{
	note_id = resp.get(0).get("id");
	mp = map();
	mp.put("$is_shared_to_client",true);
	upd = zoho.crm.updateRecord("Notes",note_id,mp);
	info upd;
}

Tip

• Configure and test the function in a sandbox to ensure that further development doesn't disrupt your production environment.

Test the solution

1. Click the Quotes tab.
2. Open a quote record containing the transition that marks the quote as rejected.
3. Complete the blueprint transition by entering a note, then click Save.
4. Click Notes in the Related List section and edit the note you entered above.
5. Check whether the Share to customer option is selected, indicating that the note has been shared with the contact and is accessible on the client portal.

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.