Update contact name in meeting title

When you create meetings for a contact record in your CRM, you may have noticed that the title defaults to "New Meeting," which requires customization each time. What if you could automatically set the contact's name as the title instead? This ensures that the meeting title is always relevant and indicates who you are meeting with. It can also help team members quickly understand the context of a meeting just by looking at its title. Although there's no straightforward method or ready-made automation that does this in Zoho CRM, our low-code tools make it possible.

To update the meeting title to the corresponding contact's name during its creation, you can create a custom function and connect it to a workflow rule in the Meetings module. We also have a bonus idea for implementing this feature for the Tasks module. Read the sections below to learn more.

Permissions and availability

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

Requirements

• Create a workflow rule for the Meetings module that triggers every time a new meeting is created. Learn more
• Write a custom Deluge function that updates the meeting's contact name in its title and link it with the workflow rule. Learn more
• Test the workflow rule in a sandbox before deploying it in your production environment. Learn more

Create a workflow rule

Follow these steps to create a workflow rule that updates the meeting's contact name in its title:

1. Navigate to Setup > Workflow Rules > +Create Rule.
2. Select the Module as Meetings from the dropdown list.
3. Provide a name for the rule. For example: "Update contact name in title".
4. Add a description, if required, then click Next.
5. In the Execute this workflow rule based on section, do the following:
   1. Choose Record Action, and then select Create from the dropdown.
   2. Click Next.
6. In the Which meetings would you like to apply the rule to? section, select All Meetings and then click Next.
7. Under Instant Actions, select Function and Write your own.
8. Provide a name for the function, as well as a description, if necessary.
9. On the Deluge Script Editor, do the following:
   1. Copy and paste the code given below.
   2. Click Edit Arguments.
   3. Choose Meetings - Meeting Id, name it eventId, and then click Save.
   4. Click Save & Execute script.
10. Click Save on the workflow rule page.

The code

eventDetails = zoho.crm.getRecordById("Events", eventId);
info eventDetails;
contid = ifnull(eventDetails.get("Who_Id"),"");
if ( contid != "")
{
contDetails = zoho.crm.getRecordById("Contacts",contid.get("id"));
mp=map();
mp.put("Event_Title",ifnull(contDetails.get("Full_Name"),""));
update = zoho.crm.updateRecord("Events", eventId, mp);
info mp;
info update;
}

Tip

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

Test the solution

1. Navigate to the Contacts module.
2. Open a contact record for which you want to create a meeting.
3. On the Contact Details page, click the + icon alongside Open Activities in the Related List section, then select Meeting.
4. On the Meeting Information page, enter the meeting details as required, and click Save. You can skip entering the meeting title.
   The workflow rule will be triggered.
5. Check whether the meeting was created with the contact's full name in the title.

Idea

Similar to meetings, you can set a contact's name as the subject of its related task while creating it. Simply use the following code snippet in a workflow rule to achieve this.

taskDetails = zoho.crm.getRecordById("Tasks", input.taskId);
info taskDetails;
contid = ifnull(taskDetails.get("Who_Id"),"");
if ( contid != "")
{
contDetails = zoho.crm.getRecordById("Contacts",contid.get("id"));
mp=map();
mp.put("Subject",ifnull(contDetails.get("Full_Name"),""));
update = zoho.crm.updateRecord("Tasks", taskId, mp);
info mp;
info update;
}

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.