Demo configuration for storing documents in Zoho CRM with Account selection on the device panel

The configuration for delivering documents to Zoho CRM with Account selection on the device panel is performed in two steps:

1. Configuration of the REST API destination

2. Configuration of the Advanced List with Accounts

The configuration can be further tailored to match the customer’s specific requirements.

1. Configuration of RestAPI destination

1. Open the Document Workflow in the OptimiDoc Cloud Admin Portal and navigate to the Destinations tab.

2. Select REST API as the destination type.

3. Fill in the required REST API configuration details as follows:

   • User-specific
     Enable User-specific to ensure that each user can see only their own accounts and that documents are stored using their individual credentials.

   • Authentication type

     • OAuth 2.0
       OptimiDoc Cloud uses OAuth 2.0 authentication to access the Zoho APIs.

     • Authentication endpoint URL
       Enter the Zoho OAuth authorisation endpoint URL.

     • Token endpoint URL
       Enter the Zoho OAuth token endpoint URL.

     • Client ID
       Enter the value obtained during client registration in the Zoho API Console.

     • Client Secret
       Enter the value obtained during client registration in the Zoho API Console.

     • Scopes
       Enter ZohoCRM.modules.ALL.

       

       
       

   • Request Configuration
     Zoho CRM allows documents to be stored using a single REST API call. The API specification is available here:
     Upload an Attachment API | Zoho CRM API | V8

     • Destination URL

       https://www.zohoapis.eu/crm/v8/Accounts/[custid]/Attachments
       

       Use the correct Zoho API domain according to the value obtained during the registration of OptimiDoc Cloud in the Zoho API Console.
       
       [custid] - This parameter is dynamically populated with the selected Account ID from the Advanced List on the device panel.

     • Name of file form field - enter file

     • Delivery method - select POST

     • Delivery body type - select Multipart

     • Check Use authentication for request

       

• Click Save.

2. Configuration of the Advanced List with Accounts

Zoho API provides an endpoint for searching records within the Accounts module (Search Records | Zoho CRM API | V8). Each API call returns a maximum of 200 records.

To configure the Advanced List in OptimiDoc Cloud, follow the steps below.

Step 1: Create an Advanced List

1. Open the OptimiDoc Cloud Admin Portal.

2. Navigate to Advanced Lists.

3. Click Add Advanced List.

Step 2: Configure Parameters

Populate the fields as follows:

• Name
  Specify a meaningful name for the list.

• Description
  Provide an optional description.

• Type
  Online list

• Import format
  JSON

• Import record path
  data

• Import value path
  id

• Import label path
  Account_Name

• Is preloaded
  Unchecked

• Show values in list
  Unchecked

Step 3: Define the List Source

Set the List source URL as:

https://www.zohoapis.eu/crm/v8/Accounts/search?fields=Account_Name&criteria=Account_Name:starts_with:[filtername]

Where:

• [filtername] is a manually defined parameter within the document workflow.

• This parameter is used to filter account names dynamically.

Note:
Since the Zoho API returns a maximum of 200 records per request, applying a filter is necessary to ensure relevant and manageable results.

Step 4: Additional Settings

• Is POST
  Unchecked

• Authentication type
  From workflow - API

3. Adding the Advanced List and Filtering Parameter to the Document Workflow

To enable account filtering within the document workflow, both the filtering parameter and the Advanced List must be configured.

Step 1: Open the Document Workflow

1. Open the OptimiDoc Cloud Admin Portal.

2. Navigate to Document Workflow.

3. Switch to the Parameters tab.

Step 2: Add Parameters

Click Add Parameter twice to create two parameters.

Step 3: Configure the Filtering Parameter

Configure the first parameter as follows:

• Name
  Enter a user-friendly display name.

• Key
  filtername (must match the value used in the Advanced List configuration)

• Type
  Text

Step 4: Configure the Advanced List Parameter

Configure the second parameter as follows:

• Name
  Enter a display name (e.g. Customers)

• Key
  custid (must match the key expected in the destination system)

• Type
  Advanced list

• Default value
  Select the previously created Advanced List

• Is required
  Enabled