Kaizen #90 - CRM Variables and APIs

Kaizen #90 - CRM Variables and APIs

Hello everyone!
Welcome back to another post in the Kaizen series!

This week, we will discuss what are CRM Variables and variable groups, how to create, update, and delete them through an API and the UI, and a simple example in Deluge of using a CRM variable in a function. 

Let's get started!

What are CRM Variables?

Often, we have the need to reuse certain data in CRM at various places. Instead of creating separate fields to hold such values in every module, we can create an org-level field and use the same value across the CRM system. This field is called a CRM Variable. 
These variables can be of any of the following data types:
  • Decimal
  • Single line
  • Multi line
  • Integer
  • Long integer
  • Percent
  • Currency
  • Date
  • DateTime
  • Email
  • Phone 
  • URL
  • Checkbox

Where can you use CRM Variables?

You can use CRM variables in mail merge templates, email templates, functions, workflows, buttons etc,.

What are Variable Groups?

When you have multiple variables, you can group them together for easy accessibility. For example, it makes sense to group all the authentication variables such as access token, refresh token etc., under a group called "Auth parameters".

How can you create a CRM Variable?

You can create CRM Variables from the UI or through the CRM API.

1. From the UI

  1. Go to Setup > Developer Space > Zoho CRM Variables > Create New Variable.
  2. In the Create Zoho CRM Variable pop up, enter the following details:
    a. The name of the variable in the Variable Name field.
    b. The API name of the variable in the API name field.
    c. A brief description of the variable in the Description field.
    d. The data type of the variable from the Variable Type drop-down.
    e. The group that the variable must belong to in the Grouped Under drop-down.
  3. Click Save.


2. Creating a variable through an API

Request URL: {api-domain}/crm/{version}/settings/variables
Request method: POST
Scope: ZohoCRM.settings.variables.ALL or ZohoCRM.settings.variables.CREATE

Input JSON keys

{
    "variables": [
       {
            "name": "Company Address",
            "api_name": "Company_Address",
            "variable_group": {
                "api_name": "General",
                "id": "3652397000004992001"
            },
            "type": "textarea",
            "value": "#24, Austin, TX",
            "description": "The address of the company when the state is Texas"
        }
    ]
}
where,
Key name and data type
Description
name
string, mandatory
The name of the variable.
api_name
string, mandatory
The API name you want to set for the variable.
variable_group
JSON object, mandatory
The API name and the ID of the variable group you want to group your variable under. If you do not have a variable group, you can only group it under "General". Use the Get Variable Groups API to get the ID and name of the variable group.
type
string, mandatory
The data type of the variable. The possible values are integer, text(for single line), percent, decimal, currency, date, datetime, email, phone, url, checkbox(for Boolean), textarea(for multi-line), and long.
value
string, mandatory
The value of the variable.
description
string, optional
A short description of the variable.

Sample Response


How can you update a CRM variable?

1. From the UI

  1. Go to Setup > Developer Space > Zoho CRM Variables.
  2. Hover over the variable you want to edit. 
  3. Click the "Edit" icon on the left-corner of the variable.
  4. In the Edit Zoho CRM Variable pop up, update the relevant details.

  5. Click Save.
Note
You cannot edit the Variable Type and Grouped Under fields.

2. Through an API

Request URL: {api-domain}/crm/{version}/settings/variables (or)
{api-domain}/crm/{version}/settings/variables/{variable_API_name or Variable_ID}
Request method: PUT
Scope: ZohoCRM.settings.variables.ALL or ZohoCRM.settings.variables.UPDATE

Input JSON keys
Note that besides "id", all the keys are optional based on what details you want to update.
{
    "variables": [
       { 
"id":"3652397000012482002";
            "name": "Company_Address",
            "api_name": "Company_Address",
            "value": "#24, Austin, TX",
            "description": "The address of the company when the state is Texas"
        }
    ]
}

where,
Key name and data type
Description
id
string, mandatory
The ID of the variable you want to update. You can get this ID from the Get Variables API.
name
string
The name of the variable.
api_name
string
The API name you want to set for the variable.
value
string
The value of the variable.
description
string
A short description of the variable.

Sample Response

How can you delete a CRM variable?

1. From the UI

  1. Go to Setup > Developer Space > Zoho CRM Variables.
  2. Hover over the variable you want to delete. 
  3. Click the "Delete" icon on the left-corner of the variable.

  4. Click Delete in the pop up that asks for confirmation.

2. Through an API

Request URL: {api-domain}/crm/{version}/settings/variables/{variable_id} (or) 
                       {api-domain}/crm/{version}/settings/variables?ids=id1,id2..
Request method: DELETE
Scope: ZohoCRM.settings.variables.ALL or ZohoCRM.settings.variables.DELETE

Sample Response


Use cases

Here are a few use cases where you can use CRM Variables.

  • Consider that you have integrated with RazorPay and want to send payment links to deals that you have won. Here, you can store the payment link in a variable and use it in the function that sends the link to the deal through an email.
  • You can improvise the above function, and have a condition that checks whether the payment link is valid or has expired. If it is invalid or expired, you can send an alternate payment link that is stored in another CRM variable.
  • Consider you have scheduled a function to run everyday. Now, you want to run this function except on Saturday and Sunday of a particular month. In this case, you can hard-code the Saturday and Sunday in CRM variables of the DateTime type, and check this while running your function. You case would be "if datetime =={CRM variable}, stop execution".
  • Another classic example of using CRM Variables would be in the banking sector. Consider that you have multiple modules that deal with the rate of interest. This rate will differ based on the tenure, the type of loan, the age of a person etc, and used at multiple places across the org. Here, you can set up variables for the different rates of interests and use them in various places. The best part is, when the rate of interest changes, you have to just change it at one place - CRM Variable. 

Let us see this example in detail.

I have a module called Loans. For home loans, the rate of interest is 10% for all, irrespective of the tenure. 
So, I have created a CRM variable called Interest, whose data type is decimal, and has the value 10.

In the Loans module, I have the following fields:
  • Customer Name(single line) to represent the name of the customer who has opted for the loan.
  • Principal(decimal) to represent the principal they have borrowed.
  • Tenure(number) that depicts the number of years they will repay the loan in.
  • EMI(decimal) to represent the monthly installment.
  • Total(decimal) to represent the total amount they will repay including the interest.
I have a function that calculates the EMI and the Total. Here is the code.

// In this function, we are getting principal, tenure and record id from the record and Interest from CRM Variables. 
//Calculate Total 
Total = Principal + Principal * Interest / 100 * Tenure;
info Total;
//Calculate EMI 
EMI = Total / (Tenure * 12);
info EMI;
//Variable with MAP type to hold the fields and values
record_info = {"EMI":EMI,"Total":Total};
info record_info;
info zoho.crm.getRecordById("Loans",record_id);
//Updating the record
zoho.crm.updateRecord("Loans",record_id,record_info);

The following image shows the function argument mapping.


I have now set up a workflow that is triggered upon record creation. This workflow has the Calculate EMI function associated to it as shown in the following image.


As you can see, in Argument Mapping, I have chosen the CRM variable Interest.

Here is a demo of how the workflow is triggered and function execution.


As you can see, based on the value in the CRM variable, the Total and EMI is calculated through the function triggered by the workflow upon record creation.

We hope you liked this post. We will see you next week with another interesting topic.

Please let us know if you have any questions in the comment section or write to us at support@zohocrm.com.

Cheers!

    • Recent Topics

    • Ability to access VAT returns and submit them has disappeared.

      I have been using Zoho books successfully to submit quarterly VAT returns. Without reason I have lost that facility. I have followed all available instructions eg going into settings, taxes, VAT etc. without success. My registration number is there and

    • How to automatically schedule a meeting After Blueprint Transition

      As part of our sales process, we require a technician to go to the customer's site and perform an installation prior to advancing to the next stage of the blueprint.  So this will require (a) scheduling a meeting for the technician to visit the customer's site and (b) a reminder phone call the day before the scheduled meeting. As I'm designing the Deal Blueprint, I see that I can automatically add a Task to the deal, but I can't add a Meeting or a Call. What am I missing?  There seem to be 3 types

    • Zoho Recruit > Workflow

      I have created a workflow for my application module Whenever a record is created The condition , application status is 1st call invitation I have set this OI do not receive the email that was suppose to be send out

    • [Webinar] Zoho Writer for SCM and logistics

      Creating, sharing, and distributing complex documents are constant challenges in the SCM and logistics industry. That's why our next webinar is focused on how to simplify these document workflows. Join us on Jul 10, 2025 for a Zoho Writer webinar designed

    • Multiple locations but one parent company

      I am trying to configure my accounts that have multiple locations under one parent company to show separate locations in the portal.   

    • Stock Count History in Product Details – Zoho Inventory

      Hello Zoho Team, When I perform a Stock Count for a product in Zoho Inventory, I would like to view the history of those stock counts later — especially from the product details page. Currently, I can perform the count and update the quantity, but I’m

    • Create Project while winning potentials - Projects v3 api updated code

      Hi all, I've been using the built in function to create a project while a deal is closed won and noticed it had some missing fields when trying to reference the zoho projects v3 api documentation. Specifically the project group had some issues when adding

    • [Free Webinar] Zoho RPA - OCR, PDF Automation, & More

      Hello Everyone! Greetings from the Zoho RPA Training Team! We’re excited to invite you to our upcoming webinar on the latest release updates for Zoho RPA, where we’ll unveil powerful new capabilities designed to make your automation journey smarter, faster,

    • Merge feature parity with writer

      Hello Zoho team, I have run into a workflow limitation with Zoho Contracts and the lack of merge feature parity with what Writer can do. We have created a fairly complex merge process to create a statement of work based on several fields in our CRM which

    • Export option in Contacts is missing

      Hello - I've been clicking around Zoho all morning trying to find the export option. It formerly was in the right hand corner, above the search box, but now I don't see it. I've looked everywhere - Am I missing it somehow? I've attached a screenshot.

    • Formatting of cells changing by itself and formulas not always calculating automatically

      I'm new to Sheets and have been setting up a budgeting template that has many linked tabs. It's going fairly well except certain quirky things have been happening from time to time. 1- sometimes when I scroll up or down I lose formatting from a random

    • Unable to open iOS Zoho CRM app

      i am unable to open Zoho CRM iOS App in iPhone 14 Pro Max v18.5 and it is crashing immediately after i click to open

    • Whatsapp BOT with CRM

      Hello, how do you use Whatsapp integrations in zoho CRM?

    • sync two zoho crm

      Hello everyone. Is it possible to sync 2 zoho crm? what would be the easiest way? I am thinking of Flow. I have a Custom Module that I would like to share with my client. We both use zoho crm. Regards.

    • Side-by-Side view on Windows 11

      Is there a way to open two notes in a side-by-side view? I'm running Notebook on a Desktop running Windows 11. If this feature doesn't exist, do you have plans for it?

    • Value shows in balance sheet for Goods in Transit

      We have transferred goods from one warehouse to another warehouse and accepted the same at another warehouse. Although my balance sheet shows X amount as goods in transit value. I don't understand, how to clear that  Can anyone guide us please?

    • Resolution Time Report

      From data to decisions: A deep dive into ticketing system reports What are time-based reports? Time-based reports are valuable tools that help us understand how well things are going by breaking down key metrics over specific periods. By tracking, measuring,

    • Ask for a quote to multple vendors

      We are able to send a Purchase order, but How can we Send a quote request to our vendor, once the value changes every time? I didn't see any feature like this in Zoho Books/ Inventory. Send this request with the Items that we want to know the cost, to

    • Bigin merge field in email template for subject line to match lead name

      Hello We Are using email in to automatically create leads in our pipelines. When we want to reply from conversations, and apply an email template, it’s not matching the original subject line. It should be lead name to match. But it’s not working. Even

    • How to create auto-link between Invoice and Quote in CRM

      It's strange that when you 'convert' a quote into an invoice, it doesn't auto-link the two. How can we develop an auto sync so we don't need to manually link each invoice to their respective quote?

    • Why Are Columns Reset When Deleting Entry

      Hello, this is quite annoying. We use forms as a questionnaire for candidates, we filter entries by removing columns, when we delete an entry the columns reset. Every "delete" the columns reset, why!? Thank you

    • Pi or Pie? A slice of infinity in customer service

      Hey everyone! While Pi Day is on March 14 (3.14), July 22 marks another special occasion: Pi Approximation Day! On this day, we recognize the mathematical constant π (pi ≈ 22/7); a number that's infinite, irrational, and never-ending. Pi is essential

    • Configuración

      Hola acabo de instalar Zoho CRM y quiero configurarlo correctamente. Al respecto me surgen algunas dudas tales como la diferencia entre: Cuentas, posibles Clientes y Contactos. ¿Conceptualmente que son cada uno? ¿Como se se relacionan entre ellos? Si

    • Why Can't I add unicode emoji's to my signature?

      Why would Zoho Mail prevent me from adding unicode emojis to my email signature? Every time I try to save the signature, Zoho Mail erases the emoji and any nearby content. Every time I setup something with Zoho, I know I'm going to run into some incredibly

    • GL account associated to each supplier for new bill

      Hello I'm facing problem for all items of my bills that are not inventoried. The need is each time I enter new bill and after I select supplier the GL account section is autopopulated with default GL account (that I would like to add in supplier settings)

    • LinkedIn verification link and otp not receiving

      For the last 2 to 3 weeks I'm trying to verify my LinkedIn account to access my company's LinkedIn page, Linkedin is sending verification links and codes to this email address but I have not received any codes or links. Please help me here. Looking forward

    • Zoho reply to not working. just reply to my self

      Hello. i using on my wordpress website a contact form from Wsform. i can set the reply to email there. normally it works. but since i am using your wordpress plugin zoho mail it doesn`t work. its not using the reply to (email from customer). I just can

    • Mail Merge Stuck in Queue

      I am trying to send Mail Merge's and it never sends out to the full list. It always hits a portion and the rest remain in the "Queue" - the emails I am sending are time sensitive, so I need this to be resolved or have a way to push the emails through

    • SMTP Email Sending Not Working for My Domains and Apps

      Hello Zoho Support Team, I am experiencing a critical issue with sending emails via Zoho SMTP for my domain humanhup.com. Both of my applications, HumanHup and CheapUI, are unable to send emails using Zoho SMTP, even though the same setup was working

    • Receiving too many Spam Leads. Why?

      I am receiving so many junk leads from web forms created by zoho's platform. The junk queries are increasing day by day and are affecting our business. I am continuously following up with zoho team from the past one year but not getting any satisfactory

    • Why is Zoho supporting the Proud Boys?

      Hello. This is the only way I can find to contact your company. There is someone in Maine posing as a law enforcement officer, attempting to kidnap immigrants. They are also recruiting for a known hate group. They have an email address hosted by Zoho.com.

    • Composite Item - Associated/Component Items

      I am trying to find the Associated Item/Component Item field in the Composite Item Table in Analytics. Has anyone been able to find and utilize this field in Analytics?

    • 🚀 WorkDrive 5.0: Evolving from a file sharing app to an intelligent content management platform: Phase 2

      Hello everyone, WorkDrive's primary focus has always been to provide an intelligent and secure content management platform, simplify collaboration, and be the central repository of files for all Zoho apps. In our previous announcement, we unveiled the

    • Use openUrl() to edit a specific record

      I am working on a queue app for my organization. I have a master queue that is a report of meetings with workflow buttons to manipulate the records. One of these buttons I would like to open the record and edit for the purpose of changing the queue lookup

    • why i cant access my web without the www

      please help me

    • Send Whatsapp with API including custom placeholders

      Is is possible to initiate a session on whatsapp IM channel with a template that includes params (placeholders) that are passed on the API call? This is very usefull to send a Utility message for a transactional notification including an order number

    • Help Centre Articles in Desk, Zia and iframe

      Hi, We embed SOP documents into articles from Scribe into using iframe. We are looking at zia indexing articles to present to agents to aid their work. Please advise if zia can view and learn from the content within the iframe?

    • Rich Text/WYSIWYG Input Area

      I'd like to have an option on ZoHo creator to create an input text area for HTML/rich text formatting. :)

    • How to create a directory report from one-to-many relationship

      Hi all, Newbie here. I'm converting an Access DB to Creator. I've learned Forms are tables and Reports are used to edit table rows, not Forms. I've got the data loaded and can maintain it with the Reports already done. I've done filtering and sorting,

    • Change Default Selection for Lookup field

      I have a Lookup field that I have locked, when I unlock it - the user can select the proper Zone but I need it locked, since this may change based on user selection of another field. Example. There are 3 potential zones. User A selects the Hospital Account

    • Next Page