Kaizen #110 Record Locking APIs in Zoho CRM

Kaizen #110 Record Locking APIs in Zoho CRM

Hello everyone!

Welcome to Kaizen! In the previous Kaizen post, we discussed Record Locking Configuration APIs. In this post, we will discuss Record Locking APIs in Zoho CRM.
Record locking refers to the restrictions applied to a record to prevent changes to its data. Records can be locked manually or automatically. Record Locking Configuration APIs are used to set the configuration required for record locking.

Locking Information Module

When record locking configuration is enabled for any module, a new module will be created in the CRM with the API Name Locking_Information__s that contains the details related to locking information. Details related to this module can be retrieved using the Modules API (endpoint: /settings/modules) and corresponding fields can be fetched via Fields META API (endpoint: /settings/fields?module=Locking_Information__s). The fields of Locking_Information__s  module are:

Name
Data Type
Description
Locked_Reason__s  
textarea
Reason for locking the record.
Lock_Source__s
picklist
Indicates whether the record was manually locked or automatically locked. Possible values: Automatic, Manual
Locked_For__s
multi module lookup
This field contains the details of the name and id of the record which is locked and also the api_name and id of the the record's module.
Locked_Time__s
datetime
Time the record was locked.
Locked_By__s
user lookup
Details of the user who locked the record(manual locking). 
id
bigint
ID of record locking information.This id is referred as record_locking_id in the below APIs
Record_Locking_Rule_Id__s
bigint
ID of the record locking rule inside the module's record locking configuration
Record_Locking_Configuration_Id__s
bigint
ID of the record locking configuration.
Feature_Type__s
picklist
Represents feature type (possible value:record_locking)

When a record gets locked in any module, corresponding details are stored in the Locking_Information__s module as a new record.  
The ID key inside the Locked_For__s json object in Locking_Information__s module points to the locked record.

   "Locked_For__s": {
                "module": {
                    "api_name": "Deals",
                    "id": "5843104000000002181"//id of Deals module
                },
                "name": "Commercial Press",
                "id": "5843104000001068086"//id of locked record i.e.{record_id}
            }

Deleting the record inside Locking_Information__s module unlocks the locked record.
However, these actions have to be performed using Locking_Information__s Related Record APIs of the record.
URL Pattern for the same is
{api-domain}/crm/{version}/{module_api_name}/{record_id}/Locking_Information__s [POST]
{api-domain}/crm/{version}/{module_api_name}/{record_id}/Locking_Information__s/{record_locking_id}[GET/PUT/DELETE]

With this API, you can retrieve the locking information of locked records.
Request URL:
{api-domain}/crm/{version}/{module_API_name}/{record_id}/Locking_Information__s/{record_locking_id}
OR
{api-domain}/crm/{version}/{module_API_name}/{record_id}/Locking_Infortmation__s?fields={field_name_1},{field_name_2}

HTTP Method: GET
Please note that the fields parameter is mandatory when you are not passing the record locking id in the endpoint.

Consider that the record locking configuration for deals module is configured to automatically lock a record when it reaches the closed lost stage. A deals record in closed lost stage gets automatically locked. You can obtain the details of the locking information using this API.
Sample Request URL to fetch the locking information of a record in Deals module:
[GET] {api-domain}/crm/v5/Deals/5843104000001068077/Locking_Information__S?fields=Locked_For__s,Locked_Reason__s,Lock_Source__s,Locked_Time__s,Locked_By__s,Record_Locking_Rule_Id__s,Record_Locking_Configuration_Id__s,Owner,Parent_Id
Response Body:
{
    "data": [
        {
            "Locked_By__s": null,
            "Locked_For__s": {
                "module": {
                    "api_name": "Deals",
                    "id": "5843104000000002181"
                },
                "name": "Commercial Press",
                "id": "5843104000001068077"
            },
            "$field_states": null,
            "Locked_Reason__s": null,
            "$editable": false,
            "$sharing_permission": "read_only",
            "Lock_Source__s": "Automatic",
            "Locked_Time__s": "2023-10-23T17:46:17+05:30",
            "Record_Locking_Configuration_Id__s": "5843104000001068044",
            "Record_Locking_Rule_Id__s": "5843104000001068069",
            "id": "5843104000001072001",
            "Feature_Type__s": "record_locking",
            "$zia_visions": null
        }
    ]
}

Lock Records API

In certain scenarios, even if the record does not meet the configured locking criteria, you call the below API to manually lock it to prevent any changes to the record.
Request URL:
{api-domain}/crm/{version}/{module_API_name}/{record_id}/Locking_Information__s
HTTP Method: POST

For instance, you are handling a deal and want to temporarily prevent any modifications to the deal information because the deal is in the last round of negotiations. You can choose to manually lock the record using the Lock Records API.
Sample Request URL for manually locking deals record: 
[POST] {api-domain}/crm/v5/Deals/5843104000001068086/Locking_Information__s
Request Body:
{
    "data": [
        {
            "Locked_Reason__s": "last round of negotiations "
        }
    ]
}

Update Record Locking Information API 

The locked reason for a manually locked record can be updated using Update Record Locking Information API.
Request URL:
{api-domain}/crm/{version}//{module_API_name}/{record_id}/Locking_Information__s/{record_locking_id}
HTTP Method: PUT

Consider that you want to modify the locked reason for the above locked record. 
Sample Request URL to modify locked reason for the above locked deal:
[PUT] {api-domain}/crm/v5/Deals/5843104000001068086/Locking_Information__s/5843104000001068094
Request Body:
{
    "data": [
        {
            "Locked_Reason__s": "awaiting final approval"
        }
    ]
}

Unlock Records API

This API can be used to unlock a manually locked record.
Request URL:
{api-domain}/crm/{version}/{module_API_name}/{record_id}/Locking_Information__s/{record_locking_id}
HTTP Method: DELETE 

Consider that you want to unlock the above deal to move it to closed won stage. You can unlock the deal using this API.
Sample Request URL to unlock the above deal:
[DELETE] {api-domain}/crm/v5/Deals/5843104000001068086/Locking_Information__s/5843104000001068094
Response Body:
{
    "data": [
        {
            "code": "SUCCESS",
            "details": {
                "id": "5843104000001068094"
            },
            "message": "relation removed",
            "status": "success"
        }
    ]
}

We hope you found this article useful. We will be back next week with another interesting topic. If you have any questions, write to us at  support@zohocrm.com  or let us know in the comment section.
Please take a look at our Kaizen collection here.

Cheers!



    • Sticky Posts

    • Kaizen #197: Frequently Asked Questions on GraphQL APIs

      🎊 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.
    • Kaizen #198: Using Client Script for Custom Validation in Blueprint

      Nearing 200th Kaizen Post – 1 More to the Big Two-Oh-Oh! 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.
    • Celebrating 200 posts of Kaizen! Share your ideas for the milestone post

      Hello Developers, We launched the Kaizen series in 2019 to share helpful content to support your Zoho CRM development journey. Staying true to its spirit—Kaizen Series: Continuous Improvement for Developer Experience—we've shared everything from FAQs
    • Kaizen #193: Creating different fields in Zoho CRM through API

      🎊 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.
    • Client Script | Update - Introducing Commands in Client Script!

      Have you ever wished you could trigger Client Script from contexts other than just the supported pages and events? Have you ever wanted to leverage the advantage of Client Script at your finger tip? Discover the power of Client Script - Commands! Commands
    • Recent Topics

    • Unable to explore desk.zoho.com

      Greetings, I have an account with zoho which already has a survey subscription. I would like to explore desk.zoho.com, but when I visit it while logged in (https://desk.zoho.com/agent?action=CreatePortal) I just get a blank page. I have tried different
    • Offline support for mobile app

      Accessing your files and folders from your mobile devices is now quicker and simpler, thanks to the power of offline support. Whether on an Android or iOS device, you can use the Offline function to save files and folders, so you can review them even
    • Zoho Desk KB article embedded on another site.

      We embed KB articles from Zoho Desk on another site (our application). When opening the article in a new tab, there is no issue, but if we choose lightbox, we are getting an error "To protect your security, help.ourdomain.com will not allow Firefox to
    • Transitioning to API Credits in Zoho Desk

      At Zoho Desk, we’re always looking for ways to help keep your business operations running smoothly. This includes empowering teams that rely on APIs for essential integrations, functions and extensions. We’ve reimagined how API usage is measured to give
    • List of packaged components and if they are upgradable

      Hello, In reference to the article Components and Packaging in Zoho Vertical Studio, can you provide an overview of what these are. Can you also please provide a list of of components that are considered Packaged and also whether they are Upgradable?
    • Does Attari Messaging app have Bot option and APIB

      Hi, Does Attari also have Bot and API as we use in WhatsApp??
    • How to add application logo

      I'm creating an application which i do not want it to show my organization logo so i have changed the setting but i cannot find where to upload/select the logo i wish to use for my application. I have seen something online about using Deluge and writing
    • Introducing Keyboard Shortcuts for Zoho CRM

      Dear Customers, We're happy to introduce keyboard shortcuts for Zoho CRM features! Until now, you might have been navigating to modules manually using the mouse, and at times, it could be tedious, especially when you had to search for specific modules
    • Empowered Custom Views: Cross-Module Criteria Now Supported in Zoho CRM

      Hello everyone, We’re excited to introduce cross-module criteria support in custom views! Custom views provide personalized perspectives on your data and that you can save for future use. You can share these views with all users or specific individuals
    • Send Automated WhatsApp Messages and Leverage the Improved WhatsApp Templates

      Greetings, I hope all of you are doing well. We're excited to announce a major upgrade to Bigin's WhatsApp integration that brings more flexibility, interactivity, and automation to your customer messaging. WhatsApp message automation You can now use
    • Verifying Zoho Mail Functionality After Switching DNS from Cloudflare to Hosting Provider

      I initially configured my domain's (https://roblaxmod.com/) email with Zoho Mail while using Cloudflare to manage my DNS records (MX, SPF, etc.). All services were working correctly. Recently, I have removed my site from Cloudflare and switched my domain's
    • Zoho Analytics Regex Support

      When can we expect full regex support in Zoho Analytics SQL such as REGEXP_REPLACE? Sometimes I need to clean the data and using regex functions is the easiest way to achieve this.
    • Change of Blog Author

      Hi, I am creating the blog post on behalf of my colleague. When I publish the post, it is showing my name as author of the post which is not intended and needs to be changed to my colleague's name. How can I change the name of the author in the blogs?? Thanks, Ramanan
    • Show Attachments in the customer portal

      Hi, is it possible to show the Attachments list in the portal for the particular module? Bests.
    • Zoho CRM Formula - Current Time minus Date/Time field

      Hello, I am trying to prevent duplicate emails going to clients when more than 1 deal is being updated. To do this, I would like to create a formula to identify if a date/time field is >= 2 hours ago. Can someone please help me write this formula? Example:
    • Does Zoho Docs have a Line Number function ?

      Hi, when collaborating with coding tasks, I need an online real time share document that shows line numbers. Does Zoho's docs offer this feature ? If yes, how can I show them ? Regards, Frank
    • Feature Request - Insert URL Links in Folders

      I would love to see the ability to create simple URL links with titles in WorkDrive. or perhaps a WorkDrive extension to allow it. Example use case: A team is working on a project and there is project folder in WordDrive. The team uses LucidChart to create
    • Organization Emails in Email History

      How can I make received Org Emails to show up here?
    • How to sync from Zoho Projects into an existing Sprint in Zoho Sprints?

      Hi I have managed to integrate Zoho Projects with Zoho Sprints and I can see that the integration works as a project was created in Zoho Sprints. But, what I would like to do is to sync into an existing Zoho Sprints project. Is there a way to make that
    • how to differentiate if whatsapp comes from certain landing page?

      I create a Zobot in SalesIQ to create a Whatsapp bot to capture the lead. I have 2 landing pages, one is SEO optimized and the other want is optimized for leads comes from Google Ads. I want to know from which landing page this lead came through WhatsApp
    • How to record company set up fees?

      Hi all, We are starting out our company in Australia and would appreciate any help with setting up Books accounts. We paid an accountant to do company registration, TFN, company constitution, etc. I heard these all can be recorded as Incorporation Costs, which is an intangible asset account, and amortised over 5 years. Is this the correct way to do it under the current Australian tax regulations? How and when exactly should I record the initial entry and each year's amortasation in Books? Generally
    • How to create a drop down menu in Zoho Sheets

      I am trying to find out, how do I create a drop down option in Zoho sheet. I tried Data--> Data Validation --> Criteria --> Text  --> Contains. But that is not working, is there any other way to do it.  Thanks in Advance.
    • Show Payment terms in Estimates

      Hi,  we are trying to set up that estimates automatically relates payment terms for the payment terms we introduced on Edit contact (Field Payment terms).  How can it be done? Our aim is to avoid problems on payment terms introduced and do not need to introduce it manually on each client (for the moment we are introducing this information on Terms and Conditions.  Kind Regards, 
    • How can I calculate the physical stock available for sale?

      Hey Zoho Team,  I've tried to calculate the physical stock on hand in various ways - but always receive a mismatch between what's displayed in Zoho Inventory & analytics.  Can you please let me know how the physical stock available for sale is calculated?
    • When dispatched to crew, assigning lead missing

      Hello, For the past two or three weeks, whenever an officer assigns Service Appointment to a team, the lead person is missing from the assigned service list. Therefore, we have to reschedule the SA and then the lead person becomes visible in the assigned
    • open word file in zoho writer desktop version

      "How can I open a Microsoft Word (.doc or .docx) file in Zoho Writer if I only have the file saved on my computer and Zoho Writer doesn't appear as an option when I try 'Open with'? Is there a way to directly open the .doc file in Zoho Writer?"
    • I want to transfer the project created in this account to another account

      Dear Sir I want to transfer the project created in one account to another account
    • Inactive User Auto Response

      We use Zoho One, and we have a couple employees that are no longer with us, but people are still attempting to email them. I'd like an autoresponder to let them no the person is no longer here, and how they can reach us going forward. I saw a similar
    • Weekly Tips : Customize your Compose for a smoother workflow

      You are someone who sends a lot of emails, but half the sections in the composer just get in your way — like fields you never use or sections that clutter the space. You find yourself always hunting for the same few formatting tools, and the layout just
    • Zoho Slowness - Workarounds

      Hi all, We've been having intermittent slowness and Zoho just asks for same stuff each time but never fix it. It usually just goes away on it's own after a couple weeks. Given that speed is a very important thing for companies to be able to keep up with
    • Custom Bulk Select Button

      Zoho CRM offers the ability to select multiple records and invoke a Custom Button This functionality is missing from Recruit Currently we can only add buttons in the detail page and list But we cannot select Multiple Records and invoke a function with
    • 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
    • Power of Automation :: Smart Ticket Management Between Zoho Desk and Projects

      Hello Everyone, A custom function is a software code that can be used to automate a process and this allows you to automate a notification, call a webhook, or perform logic immediately after a workflow rule is triggered. This feature helps to automate
    • First day of trying FSM in the field.

      What we found. 1. with out a network connection we were unable to start a service call? 2. if you go to an appointment and then want to add an asset it does not seem possible. 3. disappointed not to be able to actually take a payment from within the app
    • BUG - Google Business Buttons - Add a button to GBP Post

      I am experiencing an issue with the "Add a button" feature when creating posts for my Google Business Profile (GBP) through Zoho Social. When I schedule or publish a GBP post and include a call-to-action button with a specific URL, the post itself publishes
    • Rich text Merge field - Not using font specified in HTML

      I have a rich text merge field in a writer template which is creating a table. I have chosen to use this method instead of a repeat region because I need to specify specific cell background colours which change every time the document is created. The
    • 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
    • CC and/or BCC users in email templates

      I would like the ability to automatically assign a CC and BCC "User (company employee)" into email templates. Specifically, I would like to be able to add the "User who owns the client" as a CC automatically on any interview scheduled or candidate submitted
    • Trying to export a report to Excel via a deluge script

      I have this code from other posts but it gives me an error of improper statement, due to missing ; at end of line or incomplete expression. Tried lots of variations to no avail. openUrl(https://creatorapp.zoho.com/<username>/<app name>/XLSX/#Report:<reportname>,"same
    • Need help to create a attach file api

      https://www.zoho.com/crm/developer/docs/api/v8/upload-attachment.html Please help me to create it... It's not working for while. Do you have some example?
    • Next Page