Nearing 200th Kaizen Post – We want to hear from you!
Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.
Hello everyone!
Welcome back to another post in the Kaizen series!
Queries in Zoho CRM can power much of what makes a customized CRM experience work—Canvas views, Kiosk pages, custom related lists, and more.
But writing effective queries goes beyond just “getting the data.” It’s about writing queries that are reusable, performant, and easy to maintain.
This Kaizen highlights some of the field-tested best practices to make your queries smarter and your CRM UI smoother.
1. Choose the right query type
Your choice of query type defines your flexibility, and matching the query type to the task reduces unnecessary complexity.
- Module-type queries work best when you need a quick fetch from a single module. For straightforward data retrieval, a simple Module query is often faster and easier to manage.
- COQL-type queries follow the SQL-like language model and allow you to filter, sort, and join data more deeply.
- REST API-type queries enable Zoho CRM to retrieve real-time data from external systems via GET requests, allowing you to display externally computed or stored information within CRM views.
2. Name your queries clearly and consistently
- Avoid query names like Get_Contacts_Test or Canvas_Query_1 as they become confusing over time.
- Instead, use names that reflect what the query actually returns and where it is used. For example, Open_Deals_By_Owner_For_Canvas, Upcoming_Activities_By_Account. This helps you or your team find and reuse queries faster.
3. Use nested lookups selectively
- Use nested lookups in COQL-type queries selectively to balance power and performance. Nested lookups in COQL help in reducing the number of API calls by fetching related records in the same query, but use only the lookup fields that are truly necessary when using queries in UI components or optimizing for speed.
- Limit yourself to the lookup fields your UI or logic actually needs. For example, do not retrieve Account.Owner.Territory.Name if you're only displaying the account name.
- If multiple nested fields are needed for display, consider flattening the data using serializers to keep the query clean and efficient.
4. Limit returned record count for list views
- For queries used in related lists or Canvas, fetch only the required number of records/rows to keep your UI focused and efficient.
- For example, in a Canvas View, it is best to fetch only the immediately relevant records like the latest notes, top deals, most recent activities etc,. This ensures that the data is concise, relevant, loads the UI quickly, and remains user-friendly across devices.
5. Use Variables to keep queries reusable
- Hard-coding values like record IDs or user names limits reusability.
- Instead, define variables like {{User_ID}}, {{Record_ID}}, or {{Account_ID}}, and pass them dynamically. This means you can use the same query across multiple records, users, or components.
6. Blend static and dynamic filters
- Not all values need to be variables.
- If a certain condition will always be true like 'Status = Open', hard-code it. But for user-specific and record-specific values, create variables. This mix of static and dynamic variables in your filters makes your query both specific and versatile.
7. Avoid fetching unnecessary fields
- Avoid selecting all fields by default. Fetching unnecessary fields increases response size and adds clutter.
- Limiting the field selection makes the query easier to maintain, especially when working with nested lookups and across modules.
- Smaller and focused responses are easier to format and bind in the UI components leading to better data handling.
- Even though CRM handles larger data well, brevity in the query leads to faster rendering and, ultimately, a better user experience.
8. Use serializer to format your output
- Don’t pass raw API data directly into your UI. Use serializers to clean, rename, and shape your response.
- For example, merge first and last names into a single full name field in the serializer.
- This keeps the UI logic clean and puts formatting responsibility where it belongs—inside the query layer.
9. Customize the schema after your query
- Zoho CRM auto-generates a schema for your query output, but it may not reflect exactly how they're used in your interface.
- Rename keys to reflect how they’re used in your interface, remove unused fields, and flatten nested objects where possible.
- A clean and relevant schema makes data binding faster and reduces errors.
10. Understand your return type: Map vs Table
- Use a Map when returning a single record (like in a summary view).
- Use a Table when returning a list (like in a data grid or related list).
- Using the wrong type and misalignment can break your Canvas component, show blank widgets or broken layouts.
11. Map queries to the right components
Design your queries with the target component in mind. This ensures clarity, reusability, and context-driven results.
- In Canvas, use queries to control what each widget displays.
- In Kiosk, tie queries to user flows or form submissions.
- In Custom Related Lists, pass record-level variables like {{Deals.Deal_ID}} for contextual filtering.
12. Use record ID-based filters properly
- Filtering with ID variables is common and useful, but too many queries filtered by IDs can lead to firing many API calls and consuming more API credits.
- Reuse queries and batch where possible.
13. Standardize REST API outputs with the 'crmAPIResponse' object
- REST API type queries give you flexibility, but may not return the response in the format that your UI expects.
- Use the 'crmAPIResponse' object to standardize the output, extract what you need, and define fallback values in case something is missing.
- This control in the output structure allows you to fit the output to your schema and maintain consistency across your queries.
14. Use Queries to supercharge related lists
- Queries can now power custom Related Lists where you are not limited to predefined module relationships.
- Use parent record variables to filter child records, apply sorting logic, and format fields for a clean display.
- Keep the row count reasonable for performance and readability.
15. Always test and monitor
Before going live
- Try the query to preview data, validate filters, and confirm variable substitution. It’s far easier to fix errors here than once the query is embedded in a Canvas view or live layout. Include user role and profile tests where needed.
- Check how schema or field updates affect the output.
- Log serializer issues or failed REST calls during development.
Good queries don’t just fetch data—they shape the user experience. Whether you’re building a dashboard or a simple record view, thoughtful query design ensures you deliver the right information, fast, and in the format that makes sense to your users.
We hope you liked today's post. We will see you next week with another one!
Cheers!
Recent Topics
OAUTH2 isn't working with Power Automate and N8N (Zoho Desk)
Hello, I am trying to set up an OAuth2 connection to the Zoho Desk API, but the authentication flow fails immediately. I am experiencing this issue in two separate platforms: Microsoft Power Automate (using a Custom Connector) and n8n. Instead of being
Kit Items Breaking Automations - "Provide mapped components for all kit items"
This has been brought up in other threads, but I believe this issue warrants its own topic. Whenever a sales document (Estimate, Sales Order, Invoice) is created or manipulated programmatically, trying to include a Kit as an Item throws this error: "Provide
Show item Cost value on Item screen
The Item screen shows Accounting Stock and Physical Stock. It would be very helpful if value information could be displayed here as well, for instance Cost Price. Currently, to find the Cost Price (as used for inventory valuations) from inside the item
Mark shipment as delivered via api
Hellloooo again Zoho guys !! More help required if you would be so kind, pleeeezz..... var options = { 'method' : 'post', 'contentType' : 'application/json', 'muteHttpExceptions' : true }; var myPackNo = encodeURIComponent('###################');
Setting Alternative units for an item.
Hello Team, How to create alternate units for an item. We are placing orders for stocks in boxes. One box contain 24 items. At the time of selling we have two categories of buyers wholesalers and retailers. So the sales will be in PCS and in boxes also.
Zoho Inventory search when adding items to SO/PO, etc.
I do not see that Zoho Inventory searches within the item name for an item lookup. We have many products with variants. So when I search for a product, say a lighting system, and it comes in different sizes and colors, I can only get those products where
Item Group Attributes
Hello, I would like to see more attributes under grouped items. We sell car parts, there are several suppliers for the same part but under different brands. We want to group them together but the attributes under groups are lacking. For example, the products
Remove HTML Format - Deluge
Hello @all if you want to delete the HTML format from the text please follow the script. Data = "Text"; info Data..replaceAll("<(.|\n)*?>" , "").replaceAll(" " , " "); Apart from this if you require anything please let me know Thanks & Regards Piyush
Using multiple languages in template
I wanted to add the company name in the template in arabic. I found a way through the header and footer option, except when i print the quotation the arabic disappears both in the top and bottom of the page. I have attached pictures of the before and
ADDING 5% VAT TO PURCHASE ORDERS GENERATED ON ZOHO BOOKS UAE
Please guide on how to add 5% VAT to Purchase Orders generated on ZOHO Books UAE edition.
Import from /csv file, some items fail with the error "Specify Tax Or Tax Exemption".
Hello! I am trying to import a csv file of all of my expenses for a complete financial year. I get errors for some items with the error message "Specifiy Tax or Tax Exemption". These errors only occur on lines where I have "Postage" as the expense account.
About maximum number of requests per minute
Hi, Our company has integrated Zoho inventory and we're using the shipping order creation and update functions and so on. Currently we're receiving "For security reasons you have been blocked for some time as you have exceeded the maximum number of requests
Approval - Report/Views
Hi, On Zoho Desk - Is there a way to report on pending approvals, or a view or similar?
"Zoho CRM Integration" option is missing in Zoho Social Settings
I am trying to integrate my Zoho Social account with my Zoho CRM account. I am on the Professional Trial plan and my user role is "Brand Admin". However, I cannot find the "Zoho CRM Integration" or "Lead Generation" option anywhere in my Zoho Social settings.
Zoho CRM still doesn't let you manage timezones (yearly reminder)
This is something I have asked repeatedly. I'll ask once again. Suppose that you work in France. Next month you have a trip to Guatemala. You call a contact there, close a meeting, record that meeting in CRM. On the phone, your contact said: "meet me
Error 553
Não estou conseguindo enviar ou receber e-mail, sempre dando o erro 553, sendo que há mais de um mês o domínio está pago e liberado. Preciso de um suporte urgente
Automate insurance document workflows with Zoho Writer
Insurance companies have to deal with creating and managing complex documents and forms, such as policy applications, explanation of benefits documents, brochures, renewals, and claim forms. Handling all of this manually is hugely time and effort intensive,
Create PDFs with Text so that we can copy from a generated PDF
Currently, any information that a user enters into a field cannot be highlighted and copied from the PDF that Zoho Sign renders. For example, if someone were to provide a phone number in a Zoho Sign text field, you would not be able to copy the phone
How To Insert Data into Zoho Table using Api
Hi Community, I have created a table inside zoho tables. How do I insert data into table using API. Please tell the exact endpoint and payload , I just have to insert data into table columns. Also tell how to find tableid, viewid, baseid etc. which are
How do I delete a folder in Marketing Automation?
Folders are used across contact lists and segments, and email templates. How do I delete a folder once it's been created?
Portal Approval Process
Hi Zoho team and fellow users, I am seeking a method to establish a multi-step approval process between a Zoho user and a portal user (Custom Portal) to review and approve requests through the Custom Portal. For instance, within this setup, one of the
Narrative 8: Intelligent in-app support that's instantly available anytime and anywhere
Behind the scenes of a successful ticketing system - BTS Series Narrative 8: Intelligent in-app support that's instantly available anytime and anywhere The App Support Across Platforms (ASAP) add-on for Zoho Desk is an independent application that integrates
Navigation issue — unable to return to Customer page after opening Receipt from Transactions
Steps to reproduce: Open a Customer record. Go to Transactions tab and open a Receipt by clicking its receipt number. After viewing the receipt, clicking browser Back or closing the receipt does not reliably return me to the original Customer record (I
Thermal Printer Option Needed for Delivery Challan Templates
Currently in Zoho Books, the Delivery Challan template only supports A4 and A5 page sizes. However, in many businesses (especially retail and hardware), we use thermal printers (like 3-inch or 4-inch rolls) to print delivery challans. It would be very
Separate Default Payment Modes for Receipts vs. Payments
Right now, when I set a default Payment Mode via a customer invoice or Payments Received screen, that same mode shows up for vendor payments (Purchases → Payments Made). 🔹 Request: We need different default modes for: Customer receipts (e.g., default
Update/Change GSTIN in GST Settings of zohobooks
We are trying to update our GSTIN under the GST settings section of our Zohobooks account Initially, we had entered a dummy GSTIN (123456789123456) to generate a sample invoice before obtaining our official GST registration. After receiving our actual
Link Payment Mode and Paid Through Accounts
For most users, it's very difficult for them to understand that the Payment Mode is totally independent of the Paid Through account when paying bills. It seems (and is) redundant for them to have to select what is basically the same thing twice. The current
Lets enable business to choose the default payment mode
Lets enable business to choose the default payment mode so that we do not have choose payment mode again and again for each and every transsctions
Add Attachment Support to Zoho Flow Mailhook / Email Trigger Module
Dear Zoho Support Team, We hope you are well. We would like to kindly request a feature enhancement for the Mailhook module in Zoho Flow. Currently, the email trigger in Zoho Flow provides access to the message body, subject, from address, and to address,
South African Payment Gateways
Since the "Demise" of Wave many South African users have moved over to Zoho and yet for years users have been requesting Integration with a South African Payment Gateway to no avail. Payfast was the most commonly requested gateway as it supports recurring
Has anyone verified if Zoho is PCI compliant?
We are planning on using Zoho to process payments via Authorize.net. We have everything set up and are attempting to complete the PCI DSS SAQ-A requirement for our merchant account. This requires us to prove Zoho has completed the SAQ-D for Service Providers. We need a way to verify compliance, or a copy of an attestation of compliance signed by the appropriate officer at Zoho. I assume I'm not the first person to use Zoho to process payment, and therefore not the first to require this information
Support for Custom Fonts in Zoho Recruit Career Site and Candidate Portal
Dear Zoho Recruit Team, I hope you're doing well. We would like to request the ability to use custom fonts in the Zoho Recruit Career Site and Candidate Portal. Currently only the default fonts (Roboto, Lato, and Montserrat) are available. While these
Bigin Plugin for Outlook
Could we get this added? The Gmail version already exists, and I would like to avoid having to make a switch.
Date does not fit the field
Hi There. I am having fun learning zoho sign API. Today I noticed the "Signed Date" field does not fit, or alternatively the font is to large for the auto field space. See screenshot below. The signed date field is created by putting {{Signdate}} on the
Tip of the Week #69 – Automate your Zoho TeamInbox tasks with n8n integration.
Don’t waste time repeating the same tasks—like sending follow-up emails or adding new contacts. Let automation save the day. With n8n, an open-source automation tool, you can connect your favorite apps and let them handle the busywork for you. You don’t
Multi Page/Step Forms in creator
Greetings i was wondering if it's possible to create multipage/step forms on creator similar to what we have on zoho forms. is that possbile? Thanks
Package Geometry
how can i add the dimensions and weight capacity of the available boxes to be default in the system everytime we use it ?
How to create a Master Kanban Board that syncs with Child Projects?
Hello, We're currently using Zoho Sprints for managing our interdepartmental teams, and we're looking to enhance our workflow using Kanban boards as part of a company-wide productivity improvement initiative. Our goal is to implement a project structure
Writer.. Broken?
Hello, Writer has been really good to me during the months I've used it, up until now. I usually launch the app by tapping the icon and I could immediately pick up where I left off. Now I'm greeted by a loading circle not reaching 100% and I only have the option to create a new account. By pressing that button it now switches to a login screen and I can access my account. However, it seems (only speculating ofc) to be stuck in cell-phone mode? everything looks scrambled. I can't access any of
How to access Recruit Variables in a Deluge function?
I have set up Recruit Variables in Zoho Recruit, and I would like to know how to retrieve these variables from within a Recruit custom function (Deluge). Could someone please explain the correct way to access them? I tried the following code, but it did
Next Page