Kaizen #161: Global Sets using Zoho CRM APIs

 Hello all!

In this week, we will see how to work on the Global Sets using our Zoho CRM APIs. Global Picklist APIs were introduced in Zoho CRM API version 6.

In this post, we will cover the following

• Global Sets in Zoho CRM
• Advantages of the Global Sets
• Use case
• Create a Global Set using the POST Global Picklist API
• Use the Global Set with a Picklist Field in the Required Modules
• Update the Global Set Values Using the PATCH Global Picklist Field API
• Conclusion
  

Global Sets in Zoho CRM

Zoho CRM offers an efficient way to maintain a set of data that will be used commonly across the modules to maintain accuracy via the Global Sets or Global Picklists.

Global Sets or Global Picklists are collections of picklist values that can be associated with multiple picklists across modules. When you create Global Sets, you define a set of values that can be associated with fields in different CRM modules, ensuring uniformity in data input across your organization. Refer to this link to know more about Global Sets.

Advantages of Global Sets

• Consistency: The same list of values is available across multiple modules, reducing errors and inconsistencies in data entry.
• Time-saving: You do not have to update picklist values in each module manually. Once updated centrally, changes reflect across all associated fields in all modules.
• Scalability: Easily expand your picklist when your business grows, adding new values (e.g., Adding new showroom location for franchises) without repetitive work.
• Easy Management: Centralized management of picklist values means less administrative work.
  

Use case

Global Picklist for Showroom Locations at Zylker Electronic Franchise 

Zylker, an electronics business franchise, operates several showrooms across multiple cities, all managed in Zoho CRM. As the franchise expands, they need to add new showrooms to various modules such as Leads, Deals, and Services frequently.  Whenever a new showroom opens, they can update the Global Picklist, ensuring that all modules are updated instantly and preventing inconsistencies.

In these situations, different teams manually entering showroom locations in the picklist field can lead to mistakes like typos or different spellings of the same location.

By implementing a Global Picklist for "Showroom Location," Zylker ensures that all teams select from the same list of showroom locations.

Create a Global Set using the POST Global Picklist API

Create a Global Set with the desired values. 

Request URL:  {api-domain}/crm/{version}/settings/global_picklists

Request Method: POST

Request Body: 

{     "global_picklists": [         {             "display_label": "Showroom Location",             "description": "Use this picklist option to manage showroom locations across all modules in your CRM.",             "pick_list_values": [                 {                     "display_value": "New York Showroom",                     "sequence_number": 1,                     "actual_value": "New York Showroom"                 },                 {                     "display_value": "Los Angeles Showroom",                     "sequence_number": 2,                     "actual_value": "Los Angeles Showroom"                 },                 {                     "display_value": "Chicago Showroom",                     "sequence_number": 3,                     "actual_value": "Chicago Showroom"                 },                 {                     "display_value": "Houston Showroom",                     "sequence_number": 4,                     "actual_value": "Houston Showroom"                 }             ]         }     ] }

If the API call is successful, a global picklist will be created with the specified options. The following GIF demonstrates the newly created global picklist in the UI.

Use the Global Set with a Picklist Field in the Required Modules

Create picklist fields in the required modules, such as Leads and Contacts, and link the created Global Set with a picklist field in modules using the Create Custom Field API.

Follow the below steps to link the created Global Set with a picklist field in a module.

Step 1: Retrieve the unique ID of the Global Set 

Retrieve the unique ID of the created Global Set using the GET - Global Picklists API to link it with a picklist field. The below URL retrieves all Global Sets in your org.

Request URL: {api-domain}/crm/{version}/settings/global_picklists

Request Method: GET

Response:

The API retrieves all available Global Sets in the organization.

In this case, the "Showroom Location" field needs to be associated with the modules, and its unique ID is 5725767000004230002. Use the following request URL to view the specific global picklist field along with its options.

Request URL: {api-domain}/crm/{version}/settings/global_picklists/5725767000004230002

Request Method: GET

Response:

Step 2: Use the Global Set in the desired module

Create a new picklist field in the required modules and associate the "Showroom Location" Global Set with the picklist field.

• Leads - To track customer inquiries by showroom location.
• Deals - To monitor sales by showroom location.
• Sales Orders - To process orders based on showroom location.
• Service Requests - To handle customer service tickets by showroom location.
  

This post uses the "Leads" module as an example. Use the Create Custom Field API to associate the Global Set with the Leads module.

Request URL: {api-domain}/crm/{version}/settings/fields?module=Leads

Note: The module parameter is mandatory to create a field in a module.

Request Method: POST

Request Body:

{     "fields": [         //Associating the Showroom Location Global Set with the Leads module         {             "field_label": "Showroom",  //The Showroom field in the Leads module, where the "Showroom Location" Global Set is associated             "data_type": "picklist", //To associate a global picklist, use the data type "picklist"             "global_picklist": {                 "id": "5725767000004230002" //ID of the global picklist             }         }     ] }

Response in the UI:

Use the above process to create the Global Set across modules using the Create Custom Field API. 

Below are the request URLs to associate the field with other modules as per our use case:

{api-domain}/crm/{version}/settings/fields?module=Deals {api-domain}/crm/{version}/settings/fields?module=Sales_Orders {api-domain}/crm/{version}/settings/fields?module=Service_Requests

Update the Global Set Values Using the PATCH Global Picklist Field API

Any changes made to the Global Set will automatically reflect across all modules associated with it. Use the PATCH - Global Picklist Field API to update the values in a Global Set.

Request URL: 

{api-domain}/crm/{version}/settings/global_picklists/5725767000004230002

Request Method: PATCH

Request Body:

{     "global_picklists": [         {                          "pick_list_values": [                 {                     //"display_value": "New York Showroom",                      "id": "5725767000004230003",                      "type": "unused" // to move the option to the unused state                 },                 {                     "display_value": "Chicago Showroom",                     "sequence_number": 3,                     "actual_value": "Chicago Showroom",                     "id": "5725767000004230007",                     "type": "unused",                     "_delete": null // deleting the option from the global Field                 },                 // Creating a new option or adding a new showroom location to the Global Set                  {                     "display_value": "San Francisco Showroom",                     "actual_value": "San Francisco Showroom"                 },                 {                     "display_value": "Boston Showroom",                     "actual_value": "Boston Showroom"                 }             ]         }     ] }

Using the PATCH Global Picklist API, you can easily manage and perform various operations. In the above request, Zylker performed the following operations:

• Moving an Option to Unused State: The "New York Showroom" option is marked with "type": "unused", meaning the showroom is moved to the "unused" state, indicating the option is no longer active but has not been deleted from the system.
  
• Deleting an Option: The "Chicago Showroom" option is deleted from the picklist field using the  "_delete": null, meaning the option is removed or deleted from the system and is no longer valid.
  
• Adding New Options: In addition to the above operations, two new showrooms namely "San Francisco Showroom" and "Boston Showroom", are added to the field using the "display_value"(mandatory) and "actual_value" (optional), as Zylker expands its franchise to new cities and manages them across the modules.

Note: The updated value will replace its old value in areas such as Records, Criteria, Workflow Actions, and Field Dependency. 

Conclusion

Hence, the Global Sets help Zylker keep the showroom location list up-to-date and consistent across modules, making it easier to manage showroom locations in their CRM system.

We trust that this post meets your needs and is helpful. Let us know your thoughts in the comment section or reach out to us at support@zohocrm.com

Stay tuned for more insights in our upcoming Kaizen posts!

Cheers!!!

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