Kaizen #73 - Portal #APIs [Part II]

Kaizen #73 - Portal #APIs [Part II]

Hi everyone! Welcome back to another week of Kaizen!

In continuation to our previous post on Portal APIs in Zoho CRM, we will discuss more on user groups and users this week.
Let us consider the case of the automobile industry. In such a case, you may need to give portal access to more than one user type, such as customers, employees, and partners.
With user types, each user will have access to the information that is most relevant to their role. For example, when you give your customers portal access, they can book services, view and update their service schedules. Your partners or employees with portal access can view customer behaviours, sales date, etc. 

Create a User Type via API

Using this API, you can create a user type for a portal you have already created.

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

Input Keys

 Key
 Description
name : string, mandatory
Name of the user type.
personality_module : string, mandatory
The module api name for which the user type is to be configured.
active : Boolean, optional
Represents whether the user type is active or inactive. The default value is false.
modules : JSONArray, mandatory
The JSON array containing keys that describe the user type's settings for different modules that are linked to the personality module through look up or multi-lookup fields.
modules.layouts.id : Number, mandatory
The layout the user type should be able to access.
modules.permission : key value pairs, mandatory
Boolean key-value pairs that represent the permissions you want the users to have in the module. The possible keys are view, edit, create.
modules.views : JSONObject, mandatory
The custom view or canvas view to display the records for the user type.
modules.id: Number, mandatory
The related module id.
modules.shared_type : String, mandatory
Represents whether the module is a private or public module.
modules.filters : JSONObject,mandatory
Field id, by which the module record can be filtered for the user type.
modules.fields : JSONArray, mandatory
Field permissions for the user type with read_only (Boolean), api_name(field API name) and id of the each field to be configured for the module. Note that if any of the fields in the layout is marked mandatory, they cannot be read-only in the portal.

For example, the following request creates the user type Customer for the ZylkerAutos portal, with view permission to the service module.

Sample Request:

Sample Input:

{
   "user_type":[
      {
         "name":"Customer",
         "personality_module":{
            "api_name":"Customer"
         },
         "active":true,
         "modules":[
            {
               "layouts":[
                  {
                     "id":"1306462000000095055"
                  }
               ],
               "permissions":{
                  "view" : true
               },
               "views":{
                  "id":"1306462000000091501",
                  "type":"custom_view"
               },
               "filters": null,
                fields": [
                 {
                      "id": "18936550000000063924",
                      "read_only": false
                  }
                ],
               "id":"1306462000000000125",
               "shared_type":"private"
            },
            {
               "layouts": null,
                "views": null,
               "filters": null,
               "permissions":{
                  "view":true
               },
               "id":"1306462000000000147",
               "shared_type":"private"
            }
         ]
      }
   ]
}

Sample Response

{
    "user_type": [
        {
            "code": "SUCCESS",
            "details": {
                "id": "1306462000001856005"
            },
            "message": "user type created successfully.",
            "status": "success"
        }
    ]
}

Update User Type via API

Suppose your automobile dealership firm decides to expand your online booking system to allow customers to schedule test drives, in addition to service appointments. In this case, the dealership may need to update the Customer user type to include the ability to book test drives. You can use the Update User Type API to make such updates. 

Request URL : {api-domain}/crm/v4/settings/portals/<portal_name>/user_type/<user_type_id>
Request Method : PUT
Scope : ZohoCRM.settings.clientportal.ALL/UPDATE

Input Keys:

Key Description
name : string, optionalName of the user type.
personality_module : string, optionalThe module api name for which the user type is to be configured.
active : Boolean, optionalRepresents whether the user type is active or inactive. The default value is false.
modules : JSONArray, optional
The JSON array containing keys that describe the user type's settings for different modules that are linked to the personality module through look up or multi-lookup fields.
modules.layouts.id : Number, optionalThe layout the user type should be able to access.
modules.permission : key value pairs, optional
Boolean key-value pairs that represent the permissions you want the users to have in the module. The possible keys are view, edit, create.
modules.views : JSONObject, optional
The custom view or canvas view to display the records for the user type.
modules.id: Number, optional
The related module id.
modules.shared_type : String, optional
Represents whether the module is a private or public module.
modules.filters : JSONObject, optional
Field id, by which the module record can be filtered for the user type.
modules.fields : JSONArray, optional
Field permissions for the user type with read_only (Boolean), api_name(field API name) and id of the each field to be configured for the module. Note that if any of the fields in the layout is marked mandatory, they cannot be read-only in the portal.

For example, the following request updates the Customer user type's access to the Service module.

Sample Request

https://www.zohoapis.com/crm/v4/settings/portals/ZylkerAutos/user_type/1306462000001856005

Sample Input

{
   "user_type":[
      {
         "modules":[
            {
               "permissions":{
                  "edit":true,
                  "create":true
               },
               "id":"1306462000000000125",
               "shared_type":"private"
            }
         ]
      }
   ]
}

Sample Response

{
    "user_type": [
        {
            "code": "SUCCESS",
            "details": {
                "id": "1306462000001856005"
            },
            "message": "Portal user type updated successfully.",
            "status": "success"
        }
    ]
}

Delete User Type via API

Let us consider the case where your company had a user type for suppliers in its portal but has decided to handle supplier management through a separate system. In this case, you would need to delete the supplier user type from the portal to simplify user management and ensure that only the necessary users have access to the portal. 

Request URL: {api-domain}/crm/v4/settings/portals/<portal_name>/user_type/<user_type_id>
Request Method: DELETE
Scope: ZohoCRM.settings.clientportal.ALL/DELETE

For example, the following request deletes the supplier user type from the ZylkerAutos portal.

Sample Request

Sample Response

{
    "user_type": [
        {
            "code": "SUCCESS",
            "details": {
                "id": 1306462000001857564
            },
            "message": "Portal user type deleted successfully.",
            "status": "success"
        }
    ]
}

Please note that you cannot delete a user type with users. You should transfer the users to another portal before deleting the user type.

Transfer User to another User Type

There may be scenarios where you have to transfer a user from one user type to another. For instance, if a customer is upgraded to premium level which offers additional services, you might need to transfer the customer to a new user type that includes these features. Also, if you ever have to delete a user type, you need to transfer the users in that user type to another one. 

Request URL: {api-domain}/crm/v4/settings/portals/<portal_name>/user_type/<user_type_id>/users/action/transfer
Request Method: POST
Scope: ZohoCRM.settings.clientportal.ALL/UPDATE

Parameters

Parameter
Description
transfer_to : string, mandatory
The id of the user type to which you want to transfer the users.
personality_ids : string, mandatory
comma separated list of ids of the users you want to transfer.

Sample Request

Sample Response

{
    "users": [
        {
            "code": "SUCCESS",
            "details": {
                "personality_id": "1306462000000659009"
            },
            "message": "User has been transferred successfully",
            "status": "success"
        }
    ]
}

You can transfer up to 200 users in one API call. If there are more than 200 users to be transferred, a job will be scheduled.

Change Status of a User 

If you want to change the activate or deactivate a user, you can do so using this API.

Request URL: {api-domain}/crm/v4/settings/portals/<portal_name>/user_type/<user_type_id>/users/<user_id>/actions/change_status
Request Method: PUT
Scope: ZohoCRM.settings.clientportal.ALL/UPDATE

Parameters

Parameter
Description
active : Boolean, mandatory
To mention whether to activate or deactivate the user.

The following request changes the status of the user to inactive.

Sample Request

Sample Response

{
    "change_status": [
        {
            "code": "SUCCESS",
            "details": {
                "personality_id": "1306462000000665004"
            },
            "message": "Status of the user changed successfully.",
            "status": "success"
        }
    ]
}

Delete User from Portal

There may be times when you want to delete a user from a portal to prevent unauthorized access. You may use the Delete User from Portal API to do this.

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

Parameters

ParameterDescription
personality_ids : string, mandatoryComma separated ids of the users you want to delete from the portal.

Sample Request

Sample Response

{
    "users": [
        {
            "code": "SUCCESS",
            "details": {
                "personality_id": "1306462000000659009"
            },
            "message": "Portal user deleted successfully.",
            "status": "success"
        }
    ]
}

Please note you can delete up to 499 users from a portal synchronously. If you want to delete 500 or more users, a delete job will be scheduled.

We hope you found this post useful, and that it has given you a better understanding of the Portal APIs. See you next week with another useful topic.

If you have any questions or feedback, please let us know in comments below, or write to us at support@zohocrm.com. We would love to hear from you!


    • Recent Topics

    • Zoho CRM Canvas Copy Original Layout

      Hello all, I want to use Canvas to make small changes to certain views, not to make huge changes. Is it possible to copy the original Zoho layout and set-up and start from there? I checked and all I can find are some templates which are far from the original
    • Revenue Management: #5 Revenue Recognition in SaaS

      If you're building or running a SaaS business, you've probably encountered this. You get paid upfront for a subscription and a one-time onboarding fee, but you end up with confusion about when to consider it revenue. Can I book all of it now? Should I
    • MS Teams for daily call operations

      Hello all, Our most anticipated and crucial update is finally here! Organizations using Microsoft Teams phone system can now integrate it effectively with Zoho CRM for tasks like dialling numbers and logging calls. We are enhancing our MS Teams functionality
    • Zoho Learn Course Access Issue

      One of the learners in a specific course can't see any lessons. They are registered as both a user and learner for this course in Zoo Learn. What could be the reason?
    • ZOHOLICS Japan 2025 開催のお知らせ(再投稿)

      【コミュニティユーザーの皆さまへお知らせ】 Zoho 最大のユーザーイベント「ZOHOLICS Japan 2025」を9月19日(金)に開催します。 AI活用に関する特別講演、ユーザー事例、Zoho 製品の活用例のご紹介など、Zoholicsならではのセッションをご用意しています。 Zoho コミュニティ開催のMeetupとはまた違った雰囲気のイベントです。 ご都合のつく方はお気軽にご参加ください✨ 詳細はこちら https://events.zoho.jp/zoholics2025#/?affl=forumpost2
    • Phone Number format for Bulk Upload via csv for Zoho Sign

      What is the phone number format that we need to use for a bulk recipient upload via csv in zoho sign, should the country code be included for ex if its US should it be +18889007865 ior 18889007865 or without country code 8889007865? the sample csv provided
    • Filter Page Elements By Selectable Date Range

      I have created a basic Page that will serve as a client dashboard with elements that will provide simple counts & sums of data in reports. There are no reports or forms added to the page, just elements. It currently functions as needed, but shows the
    • Can’t Enter my Notebook is Locked

      I’ve been using Notebook for taking notes at my college for a month and I never signed in and I never established a password. Today I tried to enter the app after the update and it asked me for a password. I need to access to my notes urgently and I can’t
    • Send Email Directly to Channel

      Hi, We are coming from Slack. In Slack each channel has a unique Email address that you can send emails too. I currently forward a specific type of email from my Gmail InBox directly do this channel for Verification Codes so my team doesn't have to ask
    • Secure your external sharing process with OTP Authentication

      For any business, it's crucial to share files externally in a way that is both secure and controlled. Let's say you want to share confidential data with your partners and vendors. You must ensure that only your intended recipients can access the shared
    • Items attribute questions

      Many of my items have attributes, such as size and color. How can I add new fields to the "New Items" screen to capture that in my Purchase Orders, Items, and Sales Order pages? I only see these attribute fields when adding an Item Group. Also, on the
    • Is there a way to search mail for items you haven't yet responded to?

      I'm trying to create a search to show emails that haven't been responded to and that have also been assigned a tag or label. Is there a way to search for the inverse of replied?
    • Zobot and Sales IQ

      What will happen to the Zoho Sales IQ being integrated to the website after creating the Zobot on the website too
    • Subtotals per Header

      Hey, we would like to display subtotals per header in our invoices:
    • upgrade storage

      how to upgrade my storage
    • Linking items from books and subscription

      Linking books and subscription It is a pity that it is not possible to associate with a product an article present in ZohoBooks This would make it possible to manage products composed of a nomenclature of articles of books
    • Add the ability to view number of hours planned for a workorder while in the Dispatch Console

      Hi Zoho, When dispatching a work order through the Dispatch Console, there's currently no way to view the number of planned hours for the service tasks associated with that specific work order. Having to click into the details each time to check planned
    • Uploading Files from uploads api

      I tried uploading the image from the API call but its giving me unauthorized error even i have given valid token in header. After uploading i need that id to pass in create ticket api uploads but its not uploading that file. Please help me out in th
    • Categorize Items with Item Headers

      Hello customers, Did you ever want to classify items based on specific categories to help your customers understand your invoice better? With the new Item Header feature, you can easily categorize items in your invoices and estimates and give them a common title.  Item Headers are available in the Invoices, the Recurring Invoices and the Estimates module. It can be carried forward from estimates to invoices at the time of converting the estimates.  To add an item header: Go to the Estimates, Invoices
    • URLs being masked despite disabling tracking

      Hey, We had disabled click tracking from an email update we are sharing with our users. Despite this, the URL the end user is receiving is masked, and looks like "https://qksyl-cmpzourl.maillist-manage.net/click/1d8e72714515cda6/1d8e72714515ca70" instead
    • Change format of quantity format

      Hi,  I would like to change the qunatity format from 1,00 to 1.  Is this possible?   thanks!
    • square up and Zoho books

      Since we set up the app connection between square up and Zoho books we have realised that when the amounts are getting transferred Zoho is adding VAT again making the numbers 20% more than they should be. We have checked our settings and they VAT/ Tax
    • How to provide Access rights to specific Bank accounts

      We have several bank accounts. I want to provide certain members access to only 2-3 accounts. It appears that when I give permissions, they are for ALL bank accounts. How do I do that?
    • Errors Getting a Bank Transaction

      Using Postman(for testing), I am receiving errors when attempting to get a single bank transaction. I am able to receive the list of bank transactions with https://www.zohoapis.com/books/v3/banktransactions/?organization_id={org_id} but when I try to
    • Subscriptions Plans and CRM Products Integration?

      Is there any way to set up plans and pricing in Zoho Subscriptions and have those available as Products in the CRM? We are trying to set up the CRM and the Products seem to be more geared toward selling products that are not subscription based.  So if we sell annual or monthly contracts which are $10/seat/month, I can set this up as a plan in Subscriptions, but how can I set the same thing up in the CRM for the salespeople to sell/quote? What is the best practice for setting up the CRM Products to
    • Mapping Zoho Subscription Plans and Products to CRM and Books

      We have products that are one time products and subscription products.   1) We would like to have the ability to create an opportunity in CRM that includes both one-time charge products and subscription products.  Currently the only way of creating a subscription product is by defining a "Product->Plan" hierarchy in Zoho Subscription.  It appears that the only SYNC between Subscription and CRM is around contacts and the Product->Plan hierarchy doesn't sync to CRM, thus, you would need a duplicate
    • Zoho People Attendance Module - Split Shifts

      Hello, Our business employs a number of college students who often split their workdays between work hours and class schedules, resulting in split shifts. For example: Employee 1 works 9am to 11:30am and then leaves for class, returning to work at 3pm
    • Bulk update fields based on date

      Hi! I need all the quotes with "Quote Stage" set to "Next Year" to update to "Draft" every January 8 (every year). Can you help?
    • Target for a campaign

      Hi, Hope you can help me. I need to create a report (for a marketing campaign) that combines Deals and Contacts to export all the contacts with closed deals. I can easily do that, what I cannot do is to remove from the target the contacts that have more
    • Zoho Desk + Jira integration - Email notifications and comments posted by administrator instead of real user

      Dear All, I set up the integration under my admin account, and now when users leave comments in Jira (to created tickets in Zoho Desk), the email notifications show that the ‘Administrator’ left a comment, not a real user. The same happens in the ticket
    • Celebrating the power of visuals

      On World Photography Day, we would like to highlight the power of visuals in customer service. Visuals promote learning and understanding in less time. A photograph can rekindle a memory, convey more than words, and give a fresh perspective. How does
    • Customer address in Zoho Bookings

      Hello,  Is it possible to add customer address information to the Zoho bookings appointment screen? Or have it pull that information automatically from the CRM? We are wanting to use this as a field management software but it is difficult to pull the address from multiple sources when it would be ideal to have a clickable address on the appointment screen that opens up the user's maps.  It would also be advantageous for the "list view" to show appointment times instead of just duration and booking
    • Blocking / black listing customers

      Hi, We have a situation, we observed that certain customers are blocking multiple appointments with our advsiors but not showing up. Some of these are repeat offenders. This leads to those service hours getting blocked and not available for genuine customers.
    • Option to block bookings from specific email address or ip adresss in zoho booking

      Sometime few of our client keep booking irrelevant booking service just to resolve their queries and they keep booking it again and again whenever they have queries. Currently its disturbing our current communication process and hierarchy which we have
    • Feature Request: Email Templates for notifications accross all services

      Currently in Zoho Bookings, email notifications (such as booking confirmations, reminders, and cancellations) must be customized individually for each service. This becomes time-consuming and error-prone when managing multiple services that require consistent
    • Allow customers to choose meeting venue and meeting duration on booking page

      My business primarily involves one-to-one meetings with my clients. Given the hybrid-work world we now find ourselves in, these meetings can take several forms (which I think of as the meeting "venue"): In-person Zoom Phone call I currently handle these
    • Approval-based booking with Zoho Creator and Zoho Bookings

      Hi community members, We have developed a workaround for approval-based booking using Zoho Creator and Zoho Bookings! This provides a temporary solution as we work on the native feature, and it's useful for anyone needing an approval workflow when confirming
    • Member Accounts in Related List

      Hi Team, Currently, when a parent account is associated with an account in FSM, there is no related list displaying the associated member accounts under the parent account’s related list section. To view member accounts, I have to manually search using
    • how do i remove a specific Zoho Service from my account

      I no longer need Zoho CRM, ZRM Assist nor ZRM BugTracker. How do I remove them from the list of apps for my account?
    • I Want migarte all invoice details to zoho sheets

      I want to migrate all existing invoice details to Zoho Sheet, and automatically update the sheet whenever a new invoice is created.
    • Next Page