Kaizen #150 : Track and Monitor Activities in Zoho CRM using the Export Audit Log API

Kaizen #150 : Track and Monitor Activities in Zoho CRM using the Export Audit Log API

Hello all!

Welcome back to another post in our Kaizen series. 



This post details how to back up and track history of actions, such as those performed on a module (example: Leads), track actions performed by specific CRM users, and filter entries within a specific time range, using the Export Audit Log API introduced in Version 7.

Use Case

Zylker, a startup IT firm, has hired 10 project trainees for a six-month training program for the role of Technical Support Engineers. The manager at Zylker has added each trainee to the Zoho CRM as a user. These trainees interact with customers by giving product demos, attending meetings and calls, creating tasks, and being responsible for making deals won. 

Solution 

Zylker uses Zoho CRM's Export Audit Log API to track trainee activities. By exporting audit logs, the manager monitors how many calls, meetings, and tasks each trainee has completed. This helps the manager highlight areas where trainees need improvement and adjust training programs. After six months, the manager reviews the logs to decide which trainees performed well and should be offered permanent positions.

Note:
Users in the Administrator profile or CEO Role can access the audit logs. However, other users can only view their own and their sub-ordinates' audit Logs.

Exporting Audit Log

The Export Audit Log API is an asynchronous API, and an export job will be scheduled to export the audit log details. The exported audit log will be downloaded in either CSV or ZIP format, depending on the number of entries in the result. You can check the job's status using the Get the Status of the Export Audit Log Job API. Once the job is complete, you can download the results using the Download Export Audit Log Result API.

Let us see how Zylker uses the Zoho CRM API to monitor their trainees' performance.

Create Export Audit Log Job: 

Sample Request: {api-domain}/crm/{version}/settings/audit_log_export

Request Method: POST

Scope: ZohoCRM.settings.audit_logs.CREATE 

Notes:
  • The above sample request exports up to the last three years of audit log data across all modules in your Zoho CRM. 
  • The input request is optional i.e., if you skip the input request, the system will still export all actions in Zoho CRM. 
  • Use filters to export specific audit entries.

The sample input below is used to export an audit log for all 10 trainees in the Calls, Events, and Tasks modules over a six-month time range.
{
    "audit_log_export": [
        {
            "criteria": {
                "group_operator": "and",
                "group": [
                    {
                        "field": {
                            "api_name": "done_by"
                        },
                        "comparator": "in",
                        "value": [
                            {
                                "name": "Joe",
                                "id": "5725767000000583089"
                            },
                            {
                                "name": "Boyle",
                                "id": "5725767000000583000"
                            },
                            {
                                "name": "John",
                                "id": "5725767000000583001"
                            },
                            .
                            .
                            .

                        ]
                    },
                    {
                        "group_operator": "and",
                        "group": [
                            {
                                "group_operator": "and",
                                "group": [
                                    {
                                        "field": {
                                            "api_name": "audited_time"
                                        },
                                        "comparator": "between",
                                        "value": [
                                            "2024-01-05T00:00:00+05:30",
                                            "2024-06-04T23:59:59+05:30"
                                        ]
                                    },
                                    {
                                        "field": {
                                            "api_name": "module"
                                        },
                                        "comparator": "in",
                                        "value": [
                                            {
                                                "api_name": "Calls",
                                                "id": "5725767000000033015"
                                            },
                                            {
                                                "api_name": "Events",
                                                "id": "5725767000000002195"
                                            },
                                            {
                                                "api_name": "Tasks",
                                                "id": "5725767000000002193"
                                            }
                                        ]
                                    }
                                ]
                            }
                        ]
                    }
                ]
            }
        }
    ]
}
The above input schedules a job to export data that matches the criteria. The response to the above request is given below, and we will discuss how to see the status of the export audit log job and how to download the result in the upcoming sections in this post.

Refer to the Input JSON Keys to Export Audit Log Using Multiple Filters for input keys' explanations.

Note: 
With filters (either single or multiple criteria), you can export up to 6 months (180 days) of audit log data. Note that the time range should not exceed 180 days. 

Sample Response:

{
    "audit_log_export": [
        {
            "status": "success",
            "code": "SCHEDULED",
            "message": "ExportAuditlog scheduled successfully.",
            "details": {
                "id": "5725767000003525045" //unique job ID of the export audit log job.
            }
        }
    ]
}


The manager has scheduled an export audit log job to review their trainees' activities within the specified time range (six months).

Get the Status of the Export Audit Log Job

The manager at Zylker retrieves the details of the export audit log jobs that were scheduled previously using the POST Export Audit Log API.
  • Exporting All Trainees' Activities: By reviewing the complete log, the manager can analyze the overall performance of all trainees.
  • Filtering Specific trainees' Activities: Once after reviewing the entire log, the manager could filter data of only those trainees with average performance and provide them with the required training to help them improve.
Zylker retrieves the status of all scheduled export audit log jobs using the following URL: 

{api-domain}/crm/{version}/settings/audit_log_export

By default, it returns all the scheduled export jobs.

For retrieving the status of a specific scheduled export audit log job, Zylker uses the following URL:

{api-domain}/crm/{version}/settings/audit_log_export/{export_job_id}

Request Method: GET

Scope:  ZohoCRM.settings.audit_logs.READ 

Here is the sample response showing the status of the export audit log job for all the trainees:

{
    "audit_log_export": [
        {
            "id": "5725767000003525048",
            "status": "finished",
            "job_start_time": "2024-08-07T12:12:39-07:00",
            "job_end_time": "2024-08-07T12:12:44-07:00",
            "expiry_date": "2024-08-14T12:12:39-07:00",
            "created_by": {
                "name": "Jim", //Zylker's Manager
                "id": "5725767000000411001"
            },
            "criteria": {
                "group_operator": "and",
                "group": [
                    {
                        "comparator": "between",
                        "field": {
                            "api_name": "audited_time"
                        },
                        "value": [
                            "2024-01-05T00:00:00+05:30",
                            "2024-06-04T23:59:59+05:30"
                        ]
                    },
                    {
                        "comparator": "in",
                        "field": {
                            "api_name": "module"
                        },
                        "value": [
                            {
                                "api_name": "Tasks",
                                "id": "5725767000000002193"
                            },
                            {
                                "api_name": "Events",
                                "id": "5725767000000002195"
                            },
                            {
                                "api_name": "Calls",
                                "id": "5725767000000033015"
                            }
                        ]
                    }
                ]
            },
            "download_links": [
            ]
        }
    ]
}


Response JSON Keys explanation: 
  • audit_log_export (JSON array) : Contains the details for the audit log export request of the trainees.
  • id (string) : Represents the unique job ID of the export audit log job.
  • status (string) : Represents the status of the export audit log job. Possible values: Progress, Scheduled, Finished, and Failed.
  • job_start_time (string) : Represents the time at which the export job started.
  • job_end_time (string) : Represents when the export job was completed.
  • expiry_date (string) : Represents the expiry time of the exported audit log available in the download links.
  • created_by (JSON object) : Represents the ID and Name of the Zoho CRM user who initiated the export job.
  • criteria (JSON object) : Represents the conditions specified for a specific export audit log job using the Create Export Audit Log API.
  • download_links (JSON array) : Represents the unique downloadable link for the exported audit log. You can use this link to download the log data using the GET - Download Export Audit Log Result API. 

Download Export Audit Log Result

The manager at Zylker can download the result logs using the the "download_links" JSON array key in the response Get the Status of the Export Audit Log Job API.

An export audit log will be in either CSV or ZIP format, depending on the number of entries in the result. If the audit log contains 100,000 or fewer entries, the system will automatically export the logs in a CSV file. If there are more than 100,000 entries, the logs will be split into multiple CSV files inside a ZIP file, with each CSV file holding up to 100,000 entries. A maximum of 10,00,000 audit entries will be exported in a ZIP file.

Request Method: GET 

Scope: ZohoFiles.files.READ

In our case, download the audit log result in the CSV file format. 
Based on the downloaded results, the manager will analyze the trainees' performance to make hiring decisions and identify areas where those with average performance may need additional training. This approach helps the manager at Zylker to keep track of all trainees' activities regularly.

We trust that this post meets your needs and is helpful. Let us know your thoughts in the comment  or reach out to us at support@zohocrm.com
Stay tuned for more insights in our upcoming Kaizen posts!







    • Recent Topics

    • Incoming mails blocked

      Zoho User ID : 60005368884 My mail Id is marketing#axisformingtechnology.com .I am getting following message "Your Incoming has been blocked and the emails will not be fetched in your Zoho account and POP Accounts. Click here to get unblocked." Please

    • Assistance Needed: Ticket Status Not Updating and Sorting by Last Customer Reply in Zoho Desk

      Hello, I’m facing two issues in Zoho Desk that I’d like your guidance on: Ticket Status Not Updating: When a customer replies to a ticket, the status does not change to Reopened. Instead, it remains in Waiting on Customer, even after the customer’s response

    • Configuring Email Notifications with Tautulli for Plex

      Hi I'm new to Zoho. I am from Canada and I have a I use a web based application called Tautulli for Plex that monitors my Plex media server. It also sends a newsletter to my followers. To set this up they require a "From" email address., a smtp server

    • Is there a way to automatically add Secondary Contacts (CCs) when creating a new ticket for specific customers?

      Some of our customers want multiple contacts to receive all notifications from our support team. Is there a way to automatically add secondary contacts to a ticket when our support team opens a new ticket and associates it with an account? This would

    • How to Set Up Zoho Mail Without Cloudflare on My Website

      I'm having some trouble with Cloudflare here in Pakistan. I want to configure Zoho Mail for my domain, but I'm not sure how to set it up without going through Cloudflare. My website, https://getcrunchyrollapk.com/ , is currently using CF, but I'd like

    • Spam is Being Forwarded

      I am filtering a certain sender directly to the Trash folder. Those messages are still being forwarded. Is this supposed to happen?

    • IMAP Block

      My two accounts have been blocked and I am not able to unblocked them myself. Please respond to email, I am traveling and this is urgent.

    • "DKIM not configured"

      Hello. I have been attempting get the DKIM verified but Toolkit keeps sending the message that it is not configured, but both Namecheap and Zoho show it as configured properly. What am I missing?

    • Zoho mail with custom domain not receiving email

      i registered zoho mail with my own domain. I can login and access the mail app. I tried to send email from an outlook email account and an icloud email account. Both emails were not received. My plan is free. I also tried to send email from this zoho

    • Set connection link name from variable in invokeurl

      Hi, guys. How to set in parameter "connection" a variable, instead of a string. connectionLinkName = manager.get('connectionLinkName').toString(); response = invokeurl [ url :"https://www.googleapis.com/calendar/v3/freeBusy" type :POST parameters:requestParams.toString()

    • Waterfall Chart

      Hello, I would like to create a waterfall chart on Zoho analytics which shows the movement in changes of budget throughout a few months, on a weekly basis. Should look something like the picture below. Does anyone know how to?

    • Help Center and SEO: Any Benefit to My Domain-Mapped Website Ranking?

      First of, I love the Help Center which I've just decided to integrate into my website to replace its old-fashioned FAQs. So much more to achieve there now! Lots of new benefits to the site visitors and to me in terms of organizing and delivering all the

    • Issue with Importing Notes against Leads

      Hi, I am attempting to import some Notes into Zoho CRM which need to be assigned to various Leads. I have created a csv file which I am testing that contains just one record. This csv file contains the following columns: Note Id Parent Id       (I have

    • Trigger a Workflow Function if an Attachment (Related List) has been added

      Hello, I have a Case Module with a related list which is Attachment. I want to trigger a workflow if I added an attachment. I've seen some topics about this in zoho community that was posted few months ago and based on the answers, there is no trigger

    • Option to Hide Project Overview for Client Profiles

      In Zoho Projects, the Project Overview section is currently visible to client profiles by default. While user profiles already have the option to restrict or hide access to the project overview, the same flexibility isn’t available for client profiles.

    • Creator Add Records through API - Workflows not triggered ?

      Hi Everyone, I am trying to add records to my Creator application through a third party app that I am developing. Currently, I am testing this through Postman. The records I need to add have a lot of workflows to run to populate dropdowns, fields, use

    • Important Update: Changes to Google Translate Support in Zoho SalesIQ

      We’re updating our default chat translation options across all Zoho SalesIQ data centres to offer a more secure, in-house solution for your translation needs. What’s changing? We will be offering Zoho Translate (our in-house tool) as the default translation

    • Zoho CRM Community Digest - July P1 | 2025

      Hey everyone, The start of July 2025 marked a special milestone: 200 posts in our Kaizen series! For those new here, Kaizen is a go-to series for Zoho CRM developers, where we regularly share best practices, tips, and expert insights to help you build

    • What’s New in Zoho Expense (April – July 2025)

      Hello users, We're happy to bring you the latest updates and enhancements we've made to Zoho Expense over the past three months, which include introducing the Trip Expense Summary report in Analytics, extending Chatbot support to more editions, rolling

    • Weekly Tips: Insert frequently used phrases in a jiffy using Hotkeys

      You often find yourself using similar phrases in an email —like confirming appointments or providing standard information. Constantly switching between the mouse and keyboard interrupts your flow and slows you down.Instead of typing the same phrases over

    • Undo Command in Notebook

      It would be handy to have an Undo in the row of icons at the bottom of the notes.

    • Improved UI for a Seamless User Experience - Calls, Tasks, and Meetings

      Hello all, We are making UI unification across CRM so that the UI experience is seamless across the product. As part of that effort, we have made changes to the details page of activity-based module records—Meetings, Calls, and Tasks. Let's look at these

    • New Customization options in the module builder: Quick Create and Detail view

      Hello everyone, We have introduced two new components to the module builder: Quick create and Detail view. The Quick Create Component It is a mini form used to create a record and associate it to the parent record from a lookup field. For example, if you have a Deals lookup in the Contacts module, then you can associate existing deals or create a deal and associate it with the contact. You can customize this Quick Create form by adding standard as well as custom fields. There is no limit to the number

    • Narrative 9: GC—Meaningful conversations that benefit your customers

      Behind the scenes of a successful ticketing system - BTS Series Narrative 9: GC—Meaningful conversations that benefit your customers Customers often seek immediate solutions, which is why self-service options are essential. Guided Conversations provides

    • FSM App Oddity

      We recently rolled out FSM to our technicians, and only one technician is having an issue. He's using an iPhone with iOS 18.6 installed. When he goes to service appointments using the calendar icon at the bottom of the app, he gets a list view only. Typically,

    • Cliq Not Working !

      Zoho Cliq has been experiencing connectivity issues since this morning. The app is unable to establish a connection with the server.

    • Injecting CSS into ZML pages

      Is there a way to inject CSS into ZML pages? Use case: 1. Dashboard displays 'Recent Activities' card displaying a list of newly added records 2. Each item in list links to the record onClick 3. When a user points the cursor over an item in the list,

    • Power of Automation :: Automated Weekly Notifications for Unapproved Timesheets

      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

    • Extracting Data from Sitelink APIs

      Hi All, I'm working to pull data on Sitelink using API calls but i can't seem to extract it. If you click expand, you will see it has a lot of data in it. I tried extracting from the map but it's not giving me anything. Is there a workaround on this or

    • Export a list of fields for all modules in a spreadsheet with specific field data

      Many of my clients are using spreadsheets to create lists of fields for all modules when starting a new implementation or when updating an existing setup. This is a useful process but also a very time consuming one. It would be good a list of fields could

    • [Important announcement] Zoho Writer will mandate DKIM configuration for automation users

      Hi all, Effective Dec. 31, 2024, configuring DKIM for From addresses will be mandatory to send emails via Zoho Writer. DKIM configuration allows recipient email servers to identify your emails as valid and not spam. Emails sent from domains without DKIM

    • 【Zoho Backstage】2025年7月のアップデート紹介

      本投稿は、本社のZoho Desk コミュニティに投稿された以下の記事を翻訳し、一部抜粋したものです。 What's New - July 2025 | Zoho Backstage ユーザーの皆さま、こんにちは。コミュニティチームの中野です。 本投稿では、Zoho Backstage の直近のアップデートを3点抜粋して、ご紹介します。 目次 1.参加可否の確認：RSVP 2.証明書作成ツール：Certificate Builder 3.登録の承認 ：Registration Approval 1.参加可否の確認：RSVP

    • Option to select location?

      As a business coach, I meet with clients at various public locations. I have two or three pre-determined locations that I meet at. I would like the client to choose the location when booking an appointment. Is there a way to do that with a single service, or is the best way to accomplish this by creating one service for each location offered?

    • Can we have Backorder Management ?

      Can we have Backorder Management ?

    • Display a field of an Account on the Ticket view

      Hi there, We would like to display of the Account of the user submitting a ticket on the ticket view. See for example: How can this be achieved? It doesn't really matter where it will be placed as long as it is shown there. Thanks, Snir

    • Two factor authentication for helpdesk users

      The company i work for wants use the helpdesk site in Zoho desk, as a place for their distribution partners to ask question and look for information about our product. The things there is suppose to go up there is somewhat confidential between my company

    • Remove "Invalid entries found. Rectify and submit again" modal

      Following up on a post from a few years back, but can the Zoho team consider either removing the 'Invalid entries found. Rectify and submit again' modal that displays for empty mandatory fields OR allow an admin to change it? I've built a custom error

    • Insurance Agencies

      I am reaching out to see if anyone has any experience in the Insurance Agency world with using Zoho exclusively for the CRM and commissions side of things. Lots of strong features like drip campaigns, meeting, calendars, emails, can all be found in here.

    • Problem with Egyptian internet ISP

      Dears,  We have problem with our ADSL internet SP, That your site not working with. So, we contact them and they asking us to contact you to solve this problem.  The problem that when we are connecting to Tedata ADSL your website not working (Business Email).  BR,, Mohamed Omar 

    • Emails not being received from a particular domain

      Cannot receive any emails sent from atco.com Domain is in the spam whitelist so should be no reason for it not to be coming through. Have filed a ticket and besides a generic response of we are looking at it - it seems there is no actual support workers

    • Next Page