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!







    • 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

    • Every time an event is updated, all participants receive an update email. How can I deactivate this?

      Every time an event is updated in Zoho CRM (e.g. change description, link to Lead) every participant of this meeting gets an update email. Another customer noticed this problem years ago in the Japanese community: https://help.zoho.com/portal/ja/community/topic/any-time-an-event-is-updated-on-zohocrm-calendar-it-sends-multiple-invites-to-the-participants-how-do-i-stop-that-from-happening

    • Having Trouble Opening The Candidate Portal

      Recently am having trouble opening the Candidate Portal. It keeps loading but cannot display any widgets. Tried Safari, Chrome and Edge. Non of them work. Please solve the problem ASAP.

    • Forms - Notification When Response Submitted

      How do I set it up to generate an email notification when a response (class request) is submitted?

    • How to disable user entry on Answer Bot in Zobot

      Hi, I have an Answer Bot in my Zobot, here is the configuration: I only want the user to choose 1 of the 4 the options I have provided: When no answer found, user chooses 'I'll rephrase the question' or 'Ask a different question When answer is found,

    • More admin control over user profiles

      It's important for our company, and I'm sure many others, to keep our users inline with our branding and professional appearance. It would be useful for administrators to have more control over profile aspects such as: Profile image User names Email signatures

    • Please Make Zoho CRM Cadences Flexible: Allow Inserting and Reordering Follow-Up Steps

      Sales processes are not static. We test, learn, and adapt as customers respond differently than expected. Right now, Zoho Cadences do not support inserting a new step between existing follow-ups or changing the type of an existing primary step. If I realize

    • Changing the Default Search Criteria for Finding Duplicates

      Hey everyone, is it possible to adjust the default search criteria for finding and merging duplicate records? Right now, CRM uses some (in my opinion nonsensical) fields as search criteria for duplicate records which do nothing except dilute the results.

    • Clear Tag & Linking Between Quotes and Sales Orders

      Hi Zoho Team, In Zoho Books, when a quote is converted into a sales order, it would be extremely useful to have: A clear tag/indicator on the quote showing that it has been converted into a sales order. A direct link in the sales order back to the originating

    • Zoho Books Sandbox environment

      Hello. Is there a free sandbox environment for the developers using Zoho Books API? I am working on the Zoho Books add-on and currently not ready to buy a premium service - maybe later when my add-on will start to bring money. Right now I just need a

    • Add Direct Ticket Link to Zoho Help Center Portal in Email Replies

      Hi Zoho Support Team, We hope you're doing well. We’d like to request a small but valuable improvement to enhance the usability of the Zoho Help Center portal (https://help.zoho.com/portal/en/myarea). Currently, when someone from Zoho replies to a support

    • [Webinar] Deluge Learning Series - AI-Powered Automation using Zoho Deluge and Gemini

      We’re excited to invite you to an exclusive 1-hour webinar where we’ll demonstrate how to bring the power of Google’s Gemini AI into your Zoho ecosystem using Deluge scripting. Whether you're looking to automate data extraction from PDFs or dynamically

    • Connecting Zoho Inventory to ShipStation

      we are looking for someone to help connect via API shipStation with Zoho inventory. Any ideas? Thanks. Uri

    • Subform edits don't appear in parent record timeline?

      Is it possible to have subform edits (like add row/delete row) appear in the Timeline for parent records? A user can edit a record, only edit the subform, and it doesn't appear in the timeline. Is there a workaround or way that we can show when a user

    • New in Cadences: Option to Resume or Restart follow-ups when re-enrolling records into a Cadence, and specify custom un-enrollment criteria

      Managing follow-ups effectively involves understanding the appropriate timing for reaching out, as well as knowing when to take a break and resume later, or deciding if it's necessary to start the follow-up process anew. With two significant enhancements

    • Im Stuck in an EDIT ONLY WITH WIZARD issue

      So I found Wizards to be a really helpful tool in minimizing the exposure of redundant, superfluous fields to staff that would never otherwise have to edit those fields. My issue is, that when the record (in this case a lead) is created with a wizard,

    • Account upgrade

      Good evening, I upgraded my account and paid for it. From standard to professional. Unfortunately after the paiment my account was not upgraded. Please your advise. Best Regards Erik van Staverden

    • How to set ALL default dates of my organization to DD-MM-YYYY format?

      All replies to this question comes from a time where the UI was different. It's extremely frustrating not being able to find how to do this simple setting change. I want everything and everyone in my organizations to have DD-MM-YYYY date format by default.

    • How can I sync from Zoho Projects into an existing Zoho Sprints project?

      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

    • Can we generate APK and IOS app?

      Dears, I want to know the availability to develop the app on zoho and after that .. generate the APK or IOS app  and after that I added them to play store or IOS store.. Is it possible to do this .. I want not to use zoho app or let my customers use it. thanks 

    • Zoho Subform Workflows onAdd of Row

      Suppose I have a form with attached workflows onLoad. If I use the form as a subform, will it inherit the workflows or do I need to create new ones onAdd of row?

    • Session Expired

      I constantly get "Session Expired" and need to relogin or close and open the application again. This gets really frustrating during the day. Is this something that can be solved? This really makes me want to leave the app as it is no go to need to reopen

    • Super Admin removal

      I brought a sub, and I gave the Super admin rights to a person who is no longer with us, so I need to change, and I need to make myself the Super admin

    • Better Notes Commenting

      Hi, I'd like to suggest better collaboration tools for NOTES. The current notes section for Accounts, Contacts and Deals is not ideally suitable for any degree of communication or collaboration. When responding to a note, there is no ability to leave

    • Exporting Templates

      I have just spent 2 hours creating a project template for a Netsuite configuration, and want to share it with other Zoho Projects users - who have a different account. Is there any way to do this?

    • Power of Automation:: Streamline Associated Teams based on the Task Owner update.

      Hello Everyone, A Custom function is a user-written set of code to achieve a specific requirement. Set the required conditions needed as when to trigger using the Workflow rules (be it Tasks / Project) and associate the custom function to it. Requirement:

    • No Response from Zoho Support in 8 Days - Typical?

      I have a couple of issues I'm trying to work through. Initially, I was getting support from support@zohofsm.com, but I have not received a response in 8 days (11 on another question). Is this typical? Can I pay for support? For context, I am not spamming

    • Add QUOTE OWNER profile image to a Quote Template

      I can add their email address.. phone number, DOB. I need to add a users profile picture so when they assign a template to a quote they own it adds their picture to the cover page. I've tried hacking a solution together but there has to be an easier way.

    • Zoho Connections Desk API relative URL PATTERN_NOT_MATCHED

      While i am trying to do this: async function fetchTicketsFromDesk(timeFilter = 'current_month') { try { const response = await ZOHO.CRM.CONNECTION.invoke("desk_connection", { url: "/api/v1/tickets", method: "GET", }); const data = response.details ? JSON.parse(response.details)

    • Zoho CRM - Custom Views for Portal Users

      I'm looking for an option to customise custom views for portal users in CRM. It would be great if "portal user" was a permission on custom views.

    • 【参加無料】10/17(金) 東京 ユーザ交流会 Vol.3 参加登録 受付開始！

      ユーザーの皆さま、こんにちは。コミュニティチームの藤澤です。 10/17(金)に、東京・新橋で「東京 ユーザー交流会 Vol.3」を開催します！ 今回のユーザー事例セッションのテーマは、「Zoho Flowを活用した他社の決済サービスとの連携事例」です。 さらに、Zoho Flowに限らず、Analytics や Campaigns などの多彩なZohoサービスの活用方法について、豊富なご経験をもとにご紹介いただきます。 また、Zoho社員セッションでは、Zoho CRMを活用して日々の営業業務を効率化する具体的な事例をお話しします。業界を問わず、幅広い方にご参考いただける内容となっています！

    • Zoho Meeting Plug compatibility with newer versions of Outlook

      Documentation states that the zoho meeting plug in for outlook is only compatible with versions up to Outlook 2019 What is available to users of more up to date versions of outlook/office 365?

    • Getting Attachments in Zoho Desk via API

      Is there a way to get attachments into Zoho Desk via an API?      We have a process by which a zoho survey gets sent to the user as a link in a notification.    The survey has several upload fields where they can upload pdf documents.    I've created

    • Introducing Zoho's own SMS gateway

      We're thrilled to announce the launch of our own SMS gateway feature within Zoho Marketing Automation! This new feature enables seamless SMS campaign management alongside your email marketing initiatives, providing a more integrated and efficient way

    • Embedding in Desk articles

      We would like to embed documents in our Desk articles. When we use an iframe for the embed, we get scrollbars and a frame border. Neither of those is acceptable. I've spoken with the Desk Support team about what we want and they tell me that it cannot

    • Zoho CRM button to download images from image upload field

      Hello, I am trying to create a button in Zoho CRM that I can place in my record details view for each record and use it to download all images in the image upload fields. I tried deluge, client scripts and even with a widget, but feel lost, could not

    • Mass Update Contacts In Zoho Campaigns

      Is there a way to mass update contacts in zoho campaigns? I want to be able to change the content of a field for a few hundred contacts, and can't go through all of them individually.

    • report showing assignment type

      Hi, We've created a number of workflows to allow us to auto assign tickets to agents based on keywords and other criteria. I'm struggling to create a report that would show me what is the percentage of tickets that are assigned automatically via workflows

    • Option to Disable Knowledge Base Section in Feedback Widget Popup Hello Zoho Desk Team

      Hello Zoho Desk Team, How are you? We are actively using Zoho Desk and would like to make more use of the Feedback Widget. One of the ways we implement it is through the popup option. At the moment, the popup always displays the Knowledge Base section,

    • Placeholders in Ticket Templates

      We should be able to use placeholders in ticket templates. When we create a new ticket, our description field is shown to the client in the email they receive.  It would be very handy to be able to personalize that description field in our ticket templates to pull in the name of the client that the ticket is for. Using them in the subject field as well, so we can auto populate Account Names, etc. 

    • when the record is created the tag want to Show as Opportunity how i achive this using Deluge Script

      In the quotation i have the work flow schedule for create opportunity record in the module , on that time the quotation tag select as opportunity created. How i achive this using Deluge Script . this like i want to Do tag1 = Map(); tag1.put("name","Nurturing

    • Next Page