Kaizen #166 - Handling Query Variables in Zoho CRM

Kaizen #166 - Handling Query Variables in Zoho CRM


Hello, Code Enthusiasts! 

Welcome to another week of Kaizen!

This week, we'll dive into handling variables in Zoho CRM Queries and see how they can be deployed in Kiosk to dynamically retrieve data. This technique is especially useful for integrating data from third-party applications or CRM itself into your custom interface, such as Canvas and Kiosk. 

Variables

Variables are placeholders in Queries that are replaced with real values at runtime. Instead of hard coding data, you can use variables to make your Queries flexible and reusable.

Syntax: {{Variable_Name}}

Query variables in Zoho CRM function differently from conventional Zoho CRM variables. While CRM variables act as containers for dynamic values that can be stored and reused anywhere within the organization, query variables are designed to receive their values at runtime.

Query variables enhance flexibility and are specifically used in:
  • COQL: To dynamically filter and retrieve data.
  • REST API: For runtime data fetching based on specific parameters.
  • Query Criteria: To define conditions dynamically for fetching records.

How to Use a Variable?

To use variables, ensure the fields providing the variable values are available in the context where the Query is executed.

Let’s say you want to evaluate a marketing campaign's performance. For this, you need to fetch all leads with a specific lead source. Since each campaign is associated with a different lead source, you can define the lead source as a variable. When viewing a campaign's details, the lead source will be passed dynamically to the Query.

Business Scenario : Nearby Delivery Hubs

Imagine a telecommerce platform using Zoho CRM to manage sales and deliveries. When a customer provides their PIN code, the salesperson must confirm with the customer for a nearby post office for package pick-ups and drop-offs in Kiosk.

With Zoho CRM Queries, you can achieve this by dynamically fetching the nearby post offices list based on the customer's PIN code and displaying it on the Contact record’s detail page. Here's how to set it up using the Kiosk feature.

Setting Up the Query in Kiosk

1. Access Kiosk Studio

  • Log in to Zoho CRM.
  • Go to Setup > Customization > Kiosk Studio and click Create Kiosk.

2. Configure the Current Module

  • Choose the module where the Kiosk will be deployed.
    For this example, select Contacts to use the PIN code from the Contact record.

  • Configuring this Current Module is mandatory to use variables from the current record. 

3. Add a Screen

  • Click the + icon on the flowchart and select Screen.
  • Name the screen and click Add.

4. Add a Query

  • Under Display Elements, choose Get Data Via Queries.
  • Click New Query and then Add Query to create a new one.

5. Set Up the Data Source

  • Any custom source has to be enrolled either in the Trusted Domains or in the Connections. For demo, 
  • In the Add Query pop-up, click Source and create a new source.
    For this demo, we’ll add India Post to fetch post offices based on PIN codes.
  • Add default Headers and Parameters to the source if any. This will be added by default whenever the source is used in a query. 

6. Define the Query

  • In the Information section, provide the query’s Name and API Name to refer to the query wherever needed.
  • Use the endpoint URL with a variable, e.g., https://api.example.com/post_offices/{{Mailing_Zip}}.
  • You can add headers and parameters specific to the query, but let us skip that for the demo. 
  • Add a JavaScript serializer to process the Query response. For our case, we will serialize the response with return result[0].PostOffice;. 
  • You can test your serializer with the help of Preview. Once finished, provide a test value to the variable for generating Schema for the Query Response.
    The test value you provide is temporary and not permanent. The value of a variable will be declared using merge fields when you associate the query with a component. Check Step 7 to know how it is used in our demo. 

    You can also manipulate the response by changing data types of keys in the raw response. To keep the demo simple, let's go with the raw response. 

7. Link the Query to Kiosk

  • Use Dynamic Parameters to map the variable to the Mailing Zip field from the Contact record. Enter # to merge the fields. 
  • In Choose Fields, select which data to display in the Kiosk.
  • You can further manipulate the query response in the Record Preferences section.
    Select your preference to view the response as a Single Record or Multiple Records.
    • For Single Record, choose the data that has to be displayed from the query response and click Save.
    • For Multiple Records, fill in the following details as shown in this image. 
    • The Selection Limit helps you with the maximum number of records that have to be chosen in the kiosk after publishing. 
    • Identifier field functions as the primary field to identify each record. 
    • In the fields section, choose the data that has to be displayed from the query response.

  • Customize the Kiosk button and click Done to save your configuration.

    • 8. Test and Publish

    Test the Kiosk using a sample Record ID from the Contacts module. If successful, the list of nearby post offices will display in an iframe as it would appear on the Contact detail page.


    Once satisfied, publish the Kiosk to make it live. 
    Let us check the Kiosk from the Contacts detail page. 

    Example Scenarios

    • Loan Approval: You can display a customer's CIBIL score using their Social Security Number (SSN) directly within a Canvas. The SSN serves as a runtime variable, allowing you to approve loans without manual data entry and shifting tabs.
    • Customer Support: In a Records Detail View kiosk, display all high priority tickets linked to an account. The current account's ID acts as a runtime variable, ensuring that support agents have immediate access to relevant queries and resolve issues faster.
    • Insurance Verification: In a Records Detail View kiosk, the customer's ID proof number can be used to verify their details on official government sites. The ID proof number dynamically functions as a variable, streamlining the insurance verification process.
    We hope you found this post informative and beneficial.

    If you have any queries or a topic to be discussed, reach out to us at support@zohocrm.com or drop your comments below. 

    Cheers!

    ---------------------------------------------------------------------------------------------------------

      • Recent Topics

      • Include EVERYTHING in Language Files

        Hey, we are building out a system, that needs to be translated. The language files lack a few things though. 1. Blueprint names 2. Canvas View elements like tab names Please include everything into these files, otherwise it's not really a multi language

      • A way to create kits (groups of items) that do not require bundling and are added to an order as the individual items

        We are evaluating moving off of Sage BusinessWorks (which handles accounting, order entry, inventory control, accounts receivable, etc) to Zoho Books/Inventory. One of the things we heavily use is a feature called Kits, which allows creating a group of

      • Allocating Salesman To Customer

        Hello, please add a feature to allocate a salesman to a particular business customer/account. Regards

      • Shipment

        I have 70 shipments Out of which 40 delivery date are updated( since it is live tracked) 30 numbers i need to update manually. How to do it in bulk?

      • arabic not printing

        Qatar has a legal requirement to have invoices in English and Arabic. When writing invoice fields in Arabic, they don't print. Why?

      • How to show Order Number/SO Ref on Invoice emails

        When creating a sales order or invoice we have an option to input an order number or ref# (see attached images). For the Sales Order email template we can add a placeholder for the SO_REF. However, for the Invoice email template there's no option to reference

      • Specify in-line image size in question

        I have an image inserted into a file upload type question. I can click and drag the corner of the image to make it larger or smaller, but I would like to manually input the dimensions I need. No matter what size I make the image in photoshop before uploading

      • Can you limit who creates tags?

        Hi there, I'd like to find out if it's possible to limit which Agents create tags on Zoho desk. Thank you. 

      • Auto CC - Moving Departments

        We have Auto CC e-mail replies to your support mailbox enabled. We have two departments: Helpdesk (helpdesk@domain.com) Delivery (delivery@domain.com) If we create a Helpdesk ticket, and reply, replies are CC'd to helpdesk@domain.com (OK) We then move

      • Sudden Layout Issue After Last CSS Update for ZML (Temporary Fix Inside)

        Hi, Our clients have noticed today that every section laid out with ZML suddenly shows an unwanted top padding/blank space that interrupts the user screens. It appears that Zoho has changed the default CSS for the .zcp-col.zcp-panel-rowtype-auto element.

      • Customer paid excess. How do I record payment?

        A customer has paid me Rs. 7150 which is in excess. The amount due is Rs. 5388 I owe them Rs. 1762 back which I will be transferring to their account tomorrow. How do I get this entered into Zoho Books? I'm a little lost. :) Rishi

      • Tabular View Report | Scale To Fit Screen

        Please add the option to scale Tabular View reports to fit the screen. I constantly have to adjust the column size of Tabular View reports to fit various screen sizes and it just looks messy. You can see in the screenshot below there is a blank gap after

      • Why Server error in creatiing Landing Pages

        Hi Zoho Team, pls see my screenshot and tell me, what's wrong. Thx

      • Tip 31: How to make a field in a Zoho Creator form mandatory based on criteria

        Hi folks,   I'm sure most of you are familiar with the Mandatory property available in our form builder. It enables you to ensure that your users enter an input in a required field. If they don't enter an input in that field, they'll be unable to submit

      • Bulk update account type when adding a bill

        Hi I've only been using Zoho Books for a short while but I'm impressed so far, keep up the great work. One minor issue I'm coming up against is when creating a new bill from a scanned document (supplier invoice). In some cases, the supplier invoice could

      • How to start fresh after many years of using Zoho Books without deleting everything and creating a new organisation?

        Hi, I have used Books since 2016, but never reconciled with my bank account. I was thinking of trying to go back and fix that, but I don't just don't have the time it would take. Instead, I'd like back up my old records and start anew. What is the best

      • How do I modify the the incoming/current call popup? I can modify other call pages but not that one.

        I want to modify the incoming and active call popup on the crm to include customer relevant information, such as purchase history or length of relationship. Under modules and fields, I don't seem to see active call as a choice to modify, only the main

      • Canvas: Add Sections to Detail View

        Currently it is only possible to add fields to a canvas detail view. This makes Canvas hard to maintain, because everytime we add a field to our system, someone needs to go into the canvas view and add it there as well. This leads to additional work and

      • Automation#32:Auto Add New Portal Users to the Help Center User Groups

        Hello Everyone, Introducing a custom function that automates the process of adding new portal users to Help Center user groups, making user management effortless! By default, Zoho Desk allows you to assign new portal users to groups manually. But with

      • Cannot delete old accounts

        Hello, I try to delete old accounts from CRM, but it won't permit, saying documents are still linked to them. I searched in CRM and BOOKS, found some documents and deleted them, but still CRM won't delete them. Any idea how to do that ? I have a lot of

      • Offline mode on Android TV app?

        Hello! Is there a way to use Zoho Show offline in the Android TV app? I have an Android TV based projector, and I travel with it, and don't want to have to rely on a steady internet connection when giving a presentation.

      • Choice-based Field Rules on Global Lists

        Hi, The new Choice-based Field Rules should also be able to work with Global Lists not just local lists. Thanks Dan

      • Tip #36- How to use Survey in Zoho Assist to capture valuable feedback from remote sessions- 'Insider Insights'

        How to use Survey in Zoho Assist to capture valuable feedback from remote sessions The survey feature allows technicians and customers to share their valuable feedback, contributing to the improvement of remote service quality. After the completion of

      • Narrative 3 - Comprehending User Management

        Behind the scenes of a successful ticketing system - BTS Series Narrative 3 - Comprehending User Management User management in a ticketing system includes important aspects of how administrators oversee user access, roles, and permissions. This process

      • Product Details's Description is lost

        Hi CRM lost its description in Product details subform. Can you make some test before deploy any update?

      • Sent items with shared folders

        Hello, this is in some way in between a problem and an idea.  When sharing folders (which is actually not any close to a shared mailbox...) the person which the folder has been shared with can access that folder and can send emails when delegation is

      • Zoho Bookings Issues We are facing

        Hi team, Here are list of issues we are facing with Zoho Bookings when migrating from other platforms. Sorry there is a lot but the bookings app need to be functional and practical for people to actually use it and not-cause MORE problems by being so basic and not customisable to each business.  1: SMS reminders for staff  There should be time limits on these reminders to make them useful. EG. if a new booking comes in more than 4 hours from now we don't really need to get a reminder, however if

      • Booking outside of scheduled availability

        Is there a way for staff (such as the secretary) to book appointments outside of the scheduled availability? Right now to do this special hours must be set each time. There should be a quicker way. Am I missing something?

      • Run workflow on data import in Creator 6

        How to run a workflow on data import in Creator 6?

      • Multi Day booking for resources

        I have following business-case: Rental for Tablets. Customer should be able to select how many device for how many days he'd like to rent. Same as a car rental for multiple days. Is this possible with Bookings on the current version?

      • Add Usage & Voting Analytics for Knowledge Base Articles in Zoho SalesIQ

        Dear Zoho SalesIQ Team, We appreciate the current integration between Zoho Desk and Zoho SalesIQ that allows knowledge base articles to be synced and displayed to users directly within the SalesIQ chat interface. One valuable feature already available

      • Real-Time Alert or Status Indicator for WhatsApp Connection Issues in SalesIQ

        Hi Zoho Team, We’d like to request a feature enhancement in Zoho SalesIQ related to WhatsApp integration stability and visibility. Recently, we encountered a critical issue where our WhatsApp bot stopped responding to messages without any warning or alert

      • Customization of Chat Transcript Emails in Zoho SalesIQ

        Hi Zoho SalesIQ Team, I hope you're doing well. We would like to request the ability to customize the email template that is sent to clients when they request a chat transcript from SalesIQ. Currently, when a client clicks the button to receive their

      • Import from Linkedin

        Please provide a way to enable importing contact information for Contacts and Companies from Linkedin? Thanks

      • The ability to format text fields, ie when data is number or currency

        Hello, I have spent some time trying to determine how to accomplish this but it appears to be impossible. I want to merge a currency field from CRM into a PDF document. The CRM data shows $1,234, but when zSign gets the data it shows 1234 in the text

      • Tip of the Week #64– Customize your sidebar for a more focused workflow.

        When your shared spaces start filling up with too many views, it gets a little harder to zoom in on what really matters. You find yourself scrolling more than working, and the things that need your attention? They’re often buried down below. Custom sidebar

      • Zoho Social - Queries about GST invoices and subscription

        Hi, I am going to purchase the Zoho Social tool with a yearly subscription. So, can you please help me with my below queries: 1. How I get the monthly GST Invoices? 2. What is the process of subscription? 2. How to cancel a subscription?

      • Add a Way to Duplicate Cards in the Same Canvas (Retain All Settings)

        Dear Zoho SalesIQ Team, We would like to request a new feature in Zoho SalesIQ: the ability to duplicate an existing card within the same canvas while retaining all of its information and settings, including conditions, configurations, and display preferences.

      • Sales IQ needs to capture both first and last names

        Sales IQ chat only has one field for name. When this then syncs with Campaigns, the field populates the "last name" field in Campaigns. However most people fill in the "name" field of Sales IQ with either their full name or their Christian name. This

      • Multi-Card Selection and Cross-Zobot Copy-Paste Functionality

        Dear Zoho SalesIQ Team, We’d like to suggest a productivity-enhancing feature for the Zobot builder in Zoho SalesIQ: the ability to select multiple cards (modules) at once using a selection area, and then copy-paste them either within the same canvas

      • Next Page