Kaizen #72 - Portal #APIs [Part I]

Kaizen #72 - Portal #APIs [Part I]

Welcome back to another week of Kaizen everyone! 
This week, we will be discussing the Portals API in Zoho CRM.

What are Portals in Zoho CRM?

Portals in Zoho CRM allow businesses to extend access to their CRM to external stakeholders, such as customers, partners, vendors or franchisees. Portals allow users to view, edit and create records within the CRM, depending on their level of access and permissions. This helps businesses to manage customer and partner interactions, share information and improve communication. 

Sample Business Cases:

In Health care Industry - If you run a health care facility, you can provide your patients the access to their medical records using portals. Through the portal, the patients can have controlled access to their medical records like their appointments, tests done and medication prescribed. Patients can request appointments, provide updates to their information, and request copies of their medical records through the portal. 

In a consulting firm - If you run a consulting firm, you would want to keep your clients updated about the status of their projects in real time. To do this, you can create a portal and share it with your clients. The clients can view the status of their projects, including the progress, the budget, and the schedule. Clients can view the updates and provide feedback on the project through the portal. 

In the automobile industry - If you have an automobile shop, and you want to track the customer details, your sold vehicle details and service schedules, you can create a portal and share it with your customers. They can view and update their details and book for services using through the portal.

Creating a Portal via API

Let us consider the context of the automobile industry. To create a portal for your customers, you can use the Create Portal API.

Request URL : {api-domain}/crm/v4/settings/portals
Request Method : POST
Scope : ZohoCRM.settings.clientportal.ALL/CREATE

Sample Input

 {
    "portals": [
        {
            "name": "ZylkerAutomobiles"
        }
    ]
 }

Input Keys

 Key Description
 name Unique name of the portal. 

Sample Response

 {
    "portals": [
        {
            "code": "SUCCESS",
            "details": {
                "name": "ZylkerAutomobiles"
            },
            "message": "Portal created successfully with given name.",
            "status": "success"
        }
    ]
 }

Update Portal via API

You can update the portal name via Update Portal API. 
Request URL : {api-domain}/crm/v4/settings/portals/{portal-name}
Request Method : PUT
Scope : ZohoCRM.settings.clientportal.ALL/UPDATE

For instance, the following request renames the already created portal ZylkerAutomobiles to ZylkerAutos.

Sample Input 

 {
    "portals": [
        {
            "name": "ZylkerAutos"
        }
    ]
 }

Input Keys

 Key Description
 name Unique name of the portal. 

However, changing the portal name will also alter the portal URL. As a result, it is crucial to communicate this change to all existing portal users.

Get Portals via API

At any point, if you want to get the details of all the portals configured in your CRM account, use the Get Portal API.

Request URL : {api-domain}/crm/v4/settings/portals
Request Method : GET
Scope: ZohoCRM.settings.clientportal.ALL/READ

Sample Response:

 {
    "portals": [
        {
            "created_time": "2023-02-07T20:13:20+05:30",
            "modified_time": "2023-02-07T20:13:20+05:30",
            "modified_by": {
                "name": "Patricia Boyle",
                "id": "4876876000000327001"
            },
            "name": "ZylkerAutos",
            "active": true,
            "zaid": "10052946888",
            "created_by": {
                "name": "Patricia Boyle",
                "id": "4875876000000327001"
            }
        }
    ]
 }

Response Keys

 Key Description
 name The name of the portal
 active Represents whether the portal is active or not.
 zaid The unique id of the portal.

Now let us consider the case where you may want to extend the portal access to beyond your customers. There would be multiple user groups you may want to extend the access to, including the employees and partners. For instance, you may want to share the portal with your employees to give them access to customer information, sales data and service schedules. If you have partners, you may want to share the portal with them to keep them informed about the customer behaviors, sales data etc. Each of these groups may require to access to different types of data within the CRM.

To accommodate the different needs and access levels of the different types of users, you may need to create multiple user groups in the portal. For example, you could create a user group for customers and another user group for employees. The business can then configure different permissions for each user group, allowing or restricting access to the relevant data in the CRM account. This way, each type of user will be able to access the information that is most relevant to them, without compromising the security and privacy of the rest of the data in the CRM account.

Get Portal User Types API

The Get Portal User Types API allows you to retrieve the user types available in the portal of your org. It is important to note that when you create a portal, the default user type Client Portal is added by default.

Request URL : {api-domain}/crm/v4/settings/portals/{portal_name}/user_type
Request Method : GET
Scope: ZohoCRM.settings.clientportal.ALL/READ

Sample Request : https://www.zohoapis.com/crm/v4/settings/portals/ZylkerAutos/user_type

Sample Response

 {
    "user_type": [
        {
            "created_time": "2023-02-08T11:56:16+05:30",
            "default": true,
            "modified_time": "2023-02-08T11:56:16+05:30",
            "personality_module": {
                "plural_label": "Contacts",
                "api_name": "Contacts",
                "id": "1306462000000000129"
            },
            "name": "Client Portal",
            "modified_by": {
                "name": "Patricia Boyle",
                "id": "1306462000083528405"
            },
            "active": true,
            "id": "1306462000001813022",
            "created_by": {
                "name": "Patricia Boyle",
                "id": "1306462000083528405"
            },
            "no_of_users": 1
        }
    ]
 }

Response Keys

 Key Description
 default Represents whether the user type is the default one for the portal.
 personality_module Details of the module for which the user type was configured.
 name The name of the user type.
 active Represents whether the user type is active or not.
 id The unique id of the user type.
 no_of_users The number of users in the portal assigned with this user type.

Invite users to Portal via API

Once the portal is created, you can invite the customers to join the portal using the Invite Users to Portal API. This provides the customers with access to the information regarding their automobile including the servicing details, and their information.

Request URL : {api-domain}/crm/v4/{personality_module}/{record_id}/actions/portal_invite
where, personality_module is the API name of the module for which the portal was created and record_id is the ID of the record that you want to invite to the portal
Request Method : POST
Scope: ZohoCRM.settings.clientportal.ALL/CREATE

Parameters

 Parameters Parameter Description
 user_type_id : integer, mandatory
 The id of the user type you want to assign the user with. 
 type : string, mandatory
 Represents whether the user is invited (invite) the first time or is re-invited(reinvite).
 language : string, optional
 The language code of the user you want to invite to the portal

Please note that for the client portal user type, you can invite only clients/customers and not users with the same email domain like your employees or partners. 

In this sample request, 1306462000000659009 is the record id of the customer in Contacts module, and 1306462000001813022 is the user type id.

Sample Response

 {
    "portal_invite": [
        {
            "code": "SUCCESS",
            "details": {
                "record_id": "1306462000000659009"
            },
            "message": "An Invite has been sent to the personality.",
            "status": "success"
        }
    ]
 }

Get Users of a User Type API

The Get Users of a User Type API enables you to retrieve the list of users available in a specific user type of a portal.

Request URL : {api-domain}/crm/v4/settings/portals/{portal_name}/user_type/{user_type_id}/users
Request Method : GET
Scope : ZohoCRM.settings.clientportal.ALL/READ

Parameters

 ParametersParameter Description
 type : string, optional
The type of user. Possible values are AllUsers, AllActiveUsers, ActiveUsers,  DeactiveUsers, NotConfirmedUsers, ConfirmedUsers, and ActiveConfirmedUsers.
 filter : JSON object, optional
To filter based on the value disabled on updation of email of the status_reason__s field in the Users module. The allowed comparators are equal and not_equal. Note that you must encode this JSON object.

The following request retrieves the details of users in your ZylkerAutos portal, with Client Portal user type.

Sample Response

 {
    "users": [
        {
            "personality_id": "1306462000000659009",
            "confirm": true,
            "status_reason__s": null,
            "invited_time": "2023-02-08T18:03:10+05:30",
            "module": "Contacts",
            "name": "Jennifer Spears",
            "active": true,
            "email": "jennifer.spears@abc.com"
        }
    ],
    "info": {
        "per_page": 200,
        "total_count": 1,
        "count": 1,
        "page": 1,
        "more_records": false
    }
 }

Response Keys

 Key Description
 personality_id The id of the module for which the portal was created.
 confirm Represents whether the user is a confirmed user or not.
 status_reason__s The reason the user is disabled.
 module The API name of the module for which the user type was created.
 name The full name of the contact.
 active Represents whether the user type is active or not.
 email The email ID of the contact of that user type.

We will discuss more on user types and users in next week's post. We hope you found this post useful. 
Write to us at support@zohocrm.com if you have any questions.

    • Recent Topics

    • Remove HTML Format - Deluge

      Hello @all if you want to delete the HTML format from the text please follow the script. Data = "Text"; info Data..replaceAll("<(.|\n)*?>" , "").replaceAll("&nbsp;" , " "); Apart from this if you require anything please let me know Thanks & Regards Piyush

    • Using multiple languages in template

      I wanted to add the company name in the template in arabic. I found a way through the header and footer option, except when i print the quotation the arabic disappears both in the top and bottom of the page. I have attached pictures of the before and

    • ADDING 5% VAT TO PURCHASE ORDERS GENERATED ON ZOHO BOOKS UAE

      Please guide on how to add 5% VAT to Purchase Orders generated on ZOHO Books UAE edition.

    • Import from /csv file, some items fail with the error "Specify Tax Or Tax Exemption".

      Hello! I am trying to import a csv file of all of my expenses for a complete financial year. I get errors for some items with the error message "Specifiy Tax or Tax Exemption". These errors only occur on lines where I have "Postage" as the expense account.

    • About maximum number of requests per minute

      Hi, Our company has integrated Zoho inventory and we're using the shipping order creation and update functions and so on. Currently we're receiving "For security reasons you have been blocked for some time as you have exceeded the maximum number of requests

    • Approval - Report/Views

      Hi, On Zoho Desk - Is there a way to report on pending approvals, or a view or similar?

    • "Zoho CRM Integration" option is missing in Zoho Social Settings

      I am trying to integrate my Zoho Social account with my Zoho CRM account. I am on the Professional Trial plan and my user role is "Brand Admin". However, I cannot find the "Zoho CRM Integration" or "Lead Generation" option anywhere in my Zoho Social settings.

    • Error 553

      Não estou conseguindo enviar ou receber e-mail, sempre dando o erro 553, sendo que há mais de um mês o domínio está pago e liberado. Preciso de um suporte urgente

    • Automate insurance document workflows with Zoho Writer

      Insurance companies have to deal with creating and managing complex documents and forms, such as policy applications, explanation of benefits documents, brochures, renewals, and claim forms. Handling all of this manually is hugely time and effort intensive,

    • Create PDFs with Text so that we can copy from a generated PDF

      Currently, any information that a user enters into a field cannot be highlighted and copied from the PDF that Zoho Sign renders. For example, if someone were to provide a phone number in a Zoho Sign text field, you would not be able to copy the phone

    • How To Insert Data into Zoho Table using Api

      Hi Community, I have created a table inside zoho tables. How do I insert data into table using API. Please tell the exact endpoint and payload , I just have to insert data into table columns. Also tell how to find tableid, viewid, baseid etc. which are

    • How do I delete a folder in Marketing Automation?

      Folders are used across contact lists and segments, and email templates. How do I delete a folder once it's been created?

    • Portal Approval Process

      Hi Zoho team and fellow users, I am seeking a method to establish a multi-step approval process between a Zoho user and a portal user (Custom Portal) to review and approve requests through the Custom Portal. For instance, within this setup, one of the

    • Narrative 8: Intelligent in-app support that's instantly available anytime and anywhere

      Behind the scenes of a successful ticketing system - BTS Series Narrative 8: Intelligent in-app support that's instantly available anytime and anywhere The App Support Across Platforms (ASAP) add-on for Zoho Desk is an independent application that integrates

    • Navigation issue — unable to return to Customer page after opening Receipt from Transactions

      Steps to reproduce: Open a Customer record. Go to Transactions tab and open a Receipt by clicking its receipt number. After viewing the receipt, clicking browser Back or closing the receipt does not reliably return me to the original Customer record (I

    • Thermal Printer Option Needed for Delivery Challan Templates

      Currently in Zoho Books, the Delivery Challan template only supports A4 and A5 page sizes. However, in many businesses (especially retail and hardware), we use thermal printers (like 3-inch or 4-inch rolls) to print delivery challans. It would be very

    • Separate Default Payment Modes for Receipts vs. Payments

      Right now, when I set a default Payment Mode via a customer invoice or Payments Received screen, that same mode shows up for vendor payments (Purchases → Payments Made). 🔹 Request: We need different default modes for: Customer receipts (e.g., default

    • Update/Change GSTIN in GST Settings of zohobooks

      We are trying to update our GSTIN under the GST settings section of our Zohobooks account Initially, we had entered a dummy GSTIN (123456789123456) to generate a sample invoice before obtaining our official GST registration. After receiving our actual

    • Link Payment Mode and Paid Through Accounts

      For most users, it's very difficult for them to understand that the Payment Mode is totally independent of the Paid Through account when paying bills. It seems (and is) redundant for them to have to select what is basically the same thing twice. The current

    • Lets enable business to choose the default payment mode

      Lets enable business to choose the default payment mode so that we do not have choose payment mode again and again for each and every transsctions

    • Add Attachment Support to Zoho Flow Mailhook / Email Trigger Module

      Dear Zoho Support Team, We hope you are well. We would like to kindly request a feature enhancement for the Mailhook module in Zoho Flow. Currently, the email trigger in Zoho Flow provides access to the message body, subject, from address, and to address,

    • South African Payment Gateways

      Since the "Demise" of Wave many South African users have moved over to Zoho and yet for years users have been requesting Integration with a South African Payment Gateway to no avail. Payfast was the most commonly requested gateway as it supports recurring

    • Has anyone verified if Zoho is PCI compliant?

      We are planning on using Zoho to process payments via Authorize.net. We have everything set up and are attempting to complete the PCI DSS SAQ-A requirement for our merchant account. This requires us to prove Zoho has completed the SAQ-D for Service Providers. We need a way to verify compliance, or a copy of an attestation of compliance signed by the appropriate officer at Zoho. I assume I'm not the first person to use Zoho to process payment, and therefore not the first to require this information

    • Bigin Plugin for Outlook

      Could we get this added? The Gmail version already exists, and I would like to avoid having to make a switch.

    • Date does not fit the field

      Hi There. I am having fun learning zoho sign API. Today I noticed the "Signed Date" field does not fit, or alternatively the font is to large for the auto field space. See screenshot below. The signed date field is created by putting {{Signdate}} on the

    • Tip of the Week #69 – Automate your Zoho TeamInbox tasks with n8n integration.

      Don’t waste time repeating the same tasks—like sending follow-up emails or adding new contacts. Let automation save the day. With n8n, an open-source automation tool, you can connect your favorite apps and let them handle the busywork for you. You don’t

    • Multi Page/Step Forms in creator

      Greetings i was wondering if it's possible to create multipage/step forms on creator similar to what we have on zoho forms. is that possbile? Thanks

    • Package Geometry

      how can i add the dimensions and weight capacity of the available boxes to be default in the system everytime we use it ?

    • How to create a Master Kanban Board that syncs with Child Projects?

      Hello, We're currently using Zoho Sprints for managing our interdepartmental teams, and we're looking to enhance our workflow using Kanban boards as part of a company-wide productivity improvement initiative. Our goal is to implement a project structure

    • Writer.. Broken?

      Hello,  Writer has been really good to me during the months I've used it, up until now.  I usually launch the app by tapping the icon and I could immediately pick up where I left off.  Now I'm greeted by a loading circle not reaching 100% and I only have the option to create a new account.  By pressing that button it now switches to a login screen and I can access my account. However, it seems (only speculating ofc) to be stuck in cell-phone mode? everything looks scrambled.  I can't access any of

    • How to access Recruit Variables in a Deluge function?

      I have set up Recruit Variables in Zoho Recruit, and I would like to know how to retrieve these variables from within a Recruit custom function (Deluge). Could someone please explain the correct way to access them? I tried the following code, but it did

    • Upon De activate a user what name doe sthe contacts candidates go under?

      When deactivating a user, does the user name remain the same, as the candidate owner? If not what/who, does it change to? Do I need to change the user name in contacts and candidates before I deactivate the user?

    • Weekly Tips: Customize alerts from your Priority Users

      You might receive hundreds of emails daily, but messages from your manager, clients, or team leads often require immediate attention, as they may contain urgent requests or critical updates. How would you ensure you never miss important messages from

    • Maximum 100 records in Sheet View is limiting. How can I increase this?

      Thanks in advance for any help with this. There was a similar post that showed answered but it did not help with increasing the number of records you see in a Sheet View. Editing in the Sheet View is fast and efficient but I have 3500 records and I need

    • Revenue Management: #3 Revenue Recognition Simplified

      In continuation of the previous post on how to compute revenue recognition, let's explore a solution that helps businesses handle real-world complexities. While the Accounting Standards provide a clear framework for recognizing revenue, the real challenge

    • Tip #40- Strengthen Remote Support with IP-based Restrictions in Zoho Assist– ‘Insider Insights’

      Protecting sensitive data and preventing unauthorized access is a top priority for any organization. With IP-based restrictions in Zoho Assist, you can ensure that only users from trusted networks can initiate remote support sessions. Say your IT team

    • Push Invoices to Xero Manually

      Hi guys, I'm wondering if anyone has wanted to do this and has a workaround or knows of an app that may be able to help with this. I sell B2B and B2C. The customers can purchase on our website or through marketplace, all of which send sales to zoho. The

    • OpenAI error code: 1010 in a Zobot

      Please see short linked screen recording. Insights welcome. Please and thank you! https://workdrive.zohoexternal.com/external/f3247ba9c872639157b707700c0300c433c7664aea924a034f4da3c3ad2e355f

    • Ability to Create Sub-Modules in Zoho CRM

      We believe there needs to be a better, more native way to manage related records in Zoho CRM without creating clutter. Ideally, Zoho would support "sub-modules" that we can create and associate under a parent module. Our use case: We have a custom module

    • Installing EMAIL Setup in New Domain

      Respected Support team, I'm facing an issue with cloudflare in Pakistan, I want to setup Zoho Mail Setup but I Don't know how to enable Zoho mail setup without cloudflare. My Website https://stumbleguymod.com/ is using CF, and I want a different Zoho

    • Next Page