Zoho CRM: Schedule a Task: Timesheet Reminder

: Joel Lipman; Zoho; 02 December 2021; Hits: 2898

What?
A quick article to demonstrate code that creates a task in CRM based on the time logged against an Event/Meeting.

Why?
As developers, we're keep account of our time and we are currently logging time in our CRM. We're meant to do 40 hours, not just for Management, but for deducting from project and support bundles.

How?
The following snippet of code is on a CRM schedule set to run every Friday at 08:00 in the morning and will create a task if time logged is too low and will remind via Popup at about 4pm (16:00). You will need a connector (I've called mine joel_timesheet) and I've given it the following scopes:

ZohoCRM.modules.ALL
ZohoCRM.users.READ
ZohoCRM.coql.READ

copy raw

//
// set to the number of hours minus the ones to be logged on Friday (40 - 8)
v_RemindeMeAtHoursLogged = 32;
//
// set to the Account record of our organization
v_OrgAccountRecord = 123456789012345678;
//
// loop through all users
r_Users = zoho.crm.getRecords("users");
if(!isnull(r_Users.get("users")))
{
	for each  r_User in r_Users.get("users")
	{
		// loop through active users
		if(r_User.get("status") == "active")
		{
			v_Email = ifnull(r_User.get("email"),"");
			v_LastName = ifnull(r_User.get("last_name"),"");
			//
			// single out this person (can be removed after testing)
			if(v_LastName.containsIgnoreCase("Lipman"))
			{
				//
				// get user id
				v_UserID = r_User.get("id");
				//
				// startofweek is a sunday but we want to start counting from Monday 00:00
				v_FirstDateOfWeek = zoho.currentdate.toStartOfWeek().addDay(1).toString("yyyy-MM-dd");
				//
				// build up COQL Query
				v_CoqlQuery = "select Start_DateTime, End_DateTime from Events where Created_By='" + v_UserID + "' and (";
				v_CoqlQuery = v_CoqlQuery + "Start_DateTime>='" + v_FirstDateOfWeek + "T00:00:00+00:00' and ";
				v_CoqlQuery = v_CoqlQuery + "End_DateTime<='" + zoho.currentdate.toString("yyyy-MM-dd") + "T00:00:00+00:00') order by Start_DateTime";
				//
				// send request to CRM API
				m_Params = Map();
				m_Params.put("select_query",v_CoqlQuery);
				r_LoggedEvents = invokeurl
				[
					url :"https://www.zohoapis.eu/crm/v2/coql"
					type :POST
					parameters:m_Params.toString()
					connection:"joel_timesheet"
				];
				//
				// now loop through returned logged events and calculate total time (counting in milliseconds)
				v_TotalSeconds = 0;
				if(!isnull(r_LoggedEvents.get("data")))
				{
					for each  r_Data in r_LoggedEvents.get("data")
					{
						v_StartTime = r_Data.get("Start_DateTime").subString(0,10) + " " + r_Data.get("Start_DateTime").subString(11,16);
						v_EndTime = r_Data.get("End_DateTime").subString(0,10) + " " + r_Data.get("End_DateTime").subString(11,16);
						// 
						// convert to seconds 
						v_NowEpoch = v_StartTime.toTime().toLong();
						v_NextEpoch = v_EndTime.toTime().toLong();
						v_UnixSeconds = (v_NextEpoch - v_NowEpoch) / 1000;
						v_TotalSeconds = v_TotalSeconds + v_UnixSeconds;
					}
				}
				//
				// convert to hours:minutes
				v_Hours = floor((v_TotalSeconds / 60) / 60);
				v_RemainingSeconds = v_TotalSeconds - v_Hours * 60 * 60;
				v_Minutes = floor(v_RemainingSeconds / 60);
				//
				// if hours is less than expected, create a task
				if(v_Hours < v_RemindeMeAtHoursLogged)
				{
					m_CreateTask = Map();
					m_CreateTask.put("$se_module","Accounts");
					m_CreateTask.put("Owner",v_UserID);
					//
					// search for a contact record with this users email (for the task - doesn't matter if blank)
					v_CrmContactID = 0;
					l_Search = zoho.crm.searchRecords("Contacts","Email:equals:" + v_Email);
					for each  r_Result in l_Search
					{
						if(!isnull(r_Result.get("Email")))
						{
							if(r_Result.get("Email").equalsIgnoreCase(v_Email))
							{
								v_CrmContactID = r_Result.get("id").toLong();
							}
						}
					}
					if(v_CrmContactID != 0)
					{
						m_CreateTask.put("Who_Id",v_CrmContactID);
					}
					//
					// set the what_id to the account record of our organization
					m_CreateTask.put("What_Id",v_OrgAccountRecord);
					m_CreateTask.put("Subject","Timesheet Reminder: Log 40 Hours this Week");
					//
					// if this function was run before Friday, get Friday's date
					v_FridayDate = zoho.currentdate.toStartOfWeek().addDay(5).toString("yyyy-MM-dd");
					m_CreateTask.put("Due_Date",v_FridayDate);
					m_CreateTask.put("Status","Not Started");
					//
					// create a nice description
					v_GrammarHour = if(v_Hours == 1,"","s");
					v_DisplayLogTime = v_Hours + " hour" + v_GrammarHour;
					if(v_Minutes > 0)
					{
						v_GrammarMins = if(v_Minutes == 1,"","s");
						v_DisplayLogTime = v_DisplayLogTime + " and " + v_Minutes + " minute" + v_GrammarMins;
					}
					v_Description = "This is your friendly reminder that you've only logged " + v_DisplayLogTime + " this week.  ";
					v_Description = v_Description + "Please try to log your events daily so that you don't forget what you were doing.";
					m_CreateTask.put("Description",v_Description);
					//
					// set a reminder for 4pm this Friday
					v_ReminderStr = "FREQ=NONE;ACTION=POPUP;TRIGGER=DATE-TIME:" + v_FridayDate.toString("yyyy-MM-dd'T'16:00:00") + "+00:00";
					m_ReminderAlarm = Map();
					m_ReminderAlarm.put("ALARM",v_ReminderStr);
					m_CreateTask.put("Remind_At",m_ReminderAlarm);
					//
					// display request to admin
					info m_CreateTask;
					//
					// create task
					r_CreateTask = zoho.crm.createRecord("Tasks",m_CreateTask);
					info r_CreateTask;
				}
				//
				// break to check this "Lipman" user but remove after testing
				break;
			}
		}
	}
}

//
// set to the number of hours minus the ones to be logged on Friday (40 - 8)
v_RemindeMeAtHoursLogged = 32;
//
// set to the Account record of our organization
v_OrgAccountRecord = 123456789012345678;
//
// loop through all users
r_Users = zoho.crm.getRecords("users");
if(!isnull(r_Users.get("users")))
{
for each r_User in r_Users.get("users")
{
// loop through active users
if(r_User.get("status") == "active")
{
v_Email = ifnull(r_User.get("email"),"");
v_LastName = ifnull(r_User.get("last_name"),"");
//
// single out this person (can be removed after testing)
if(v_LastName.containsIgnoreCase("Lipman"))
{
//
// get user id
v_UserID = r_User.get("id");
//
// startofweek is a sunday but we want to start counting from Monday 00:00
v_FirstDateOfWeek = zoho.currentdate.toStartOfWeek().addDay(1).toString("yyyy-MM-dd");
//
// build up COQL Query
v_CoqlQuery = "select Start_DateTime, End_DateTime from Events where Created_By='" + v_UserID + "' and (";
v_CoqlQuery = v_CoqlQuery + "Start_DateTime>='" + v_FirstDateOfWeek + "T00:00:00+00:00' and ";
v_CoqlQuery = v_CoqlQuery + "End_DateTime<='" + zoho.currentdate.toString("yyyy-MM-dd") + "T00:00:00+00:00') order by Start_DateTime";
//
// send request to CRM API
m_Params = Map();
m_Params.put("select_query",v_CoqlQuery);
r_LoggedEvents = invokeUrl
[
url :"https://www.zohoapis.eu/crm/v2/coql"
type :POST
parameters:m_Params.toString()
connection:"joel_timesheet"
];
//
// now loop through returned logged events and calculate total time (counting in milliseconds)
v_TotalSeconds = 0;
if(!isnull(r_LoggedEvents.get("data")))
{
for each r_Data in r_LoggedEvents.get("data")
{
v_StartTime = r_Data.get("Start_DateTime").subString(0,10) + " " + r_Data.get("Start_DateTime").subString(11,16);
v_EndTime = r_Data.get("End_DateTime").subString(0,10) + " " + r_Data.get("End_DateTime").subString(11,16);
//
// convert to seconds
v_NowEpoch = v_StartTime.toTime().toLong();
v_NextEpoch = v_EndTime.toTime().toLong();
v_UnixSeconds = (v_NextEpoch - v_NowEpoch) / 1000;
v_TotalSeconds = v_TotalSeconds + v_UnixSeconds;
}
}
//
// convert to hours:minutes
v_Hours = floor((v_TotalSeconds / 60) / 60);
v_RemainingSeconds = v_TotalSeconds - v_Hours * 60 * 60;
v_Minutes = floor(v_RemainingSeconds / 60);
//
// if hours is less than expected, create a task
if(v_Hours < v_RemindeMeAtHoursLogged)
{
m_CreateTask = Map();
m_CreateTask.put("$se_module","Accounts");
m_CreateTask.put("Owner",v_UserID);
//
// search for a contact record with this users email (for the task - doesn't matter if blank)
v_CrmContactID = 0;
l_Search = zoho.crm.searchRecords("Contacts","Email:equals:" + v_Email);
for each r_Result in l_Search
{
if(!isnull(r_Result.get("Email")))
{
if(r_Result.get("Email").equalsIgnoreCase(v_Email))
{
v_CrmContactID = r_Result.get("id").toLong();
}
}
}
if(v_CrmContactID != 0)
{
m_CreateTask.put("Who_Id",v_CrmContactID);
}
//
// set the what_id to the account record of our organization
m_CreateTask.put("What_Id",v_OrgAccountRecord);
m_CreateTask.put("Subject","Timesheet Reminder: Log 40 Hours this Week");
//
// if this function was run before Friday, get Friday's date
v_FridayDate = zoho.currentdate.toStartOfWeek().addDay(5).toString("yyyy-MM-dd");
m_CreateTask.put("Due_Date",v_FridayDate);
m_CreateTask.put("Status","Not Started");
//
// create a nice description
v_GrammarHour = if(v_Hours == 1,"","s");
v_DisplayLogTime = v_Hours + " hour" + v_GrammarHour;
if(v_Minutes > 0)
{
v_GrammarMins = if(v_Minutes == 1,"","s");
v_DisplayLogTime = v_DisplayLogTime + " and " + v_Minutes + " minute" + v_GrammarMins;
}
v_Description = "This is your friendly reminder that you've only logged " + v_DisplayLogTime + " this week. ";
v_Description = v_Description + "Please try to log your events daily so that you don't forget what you were doing.";
m_CreateTask.put("Description",v_Description);
//
// set a reminder for 4pm this Friday
v_ReminderStr = "FREQ=NONE;ACTION=POPUP;TRIGGER=DATE-TIME:" + v_FridayDate.toString("yyyy-MM-dd'T'16:00:00") + "+00:00";
m_ReminderAlarm = Map();
m_ReminderAlarm.put("ALARM",v_ReminderStr);
m_CreateTask.put("Remind_At",m_ReminderAlarm);
//
// display request to admin
info m_CreateTask;
//
// create task
r_CreateTask = zoho.crm.createRecord("Tasks",m_CreateTask);
info r_CreateTask;
}
//
// break to check this "Lipman" user but remove after testing
break;
}
}
}
}