Kaizen #126 - Circuits in Zoho CRM - Part 1

Kaizen #126 - Circuits in Zoho CRM - Part 1

Hello everyone!
Welcome back to another week of Kaizen!
Today, we will discuss an exciting topic—Circuits in Zoho CRM.

For starters, we will discuss what Circuits are, how beneficial they are for businesses, different views of a Circuit, and the different states and flow controls.

In the next post, we will discuss associating a Circuit to a blueprint, workflow, and a button, testing and execution, and see a Circuit in action with an interesting use case.

What are Circuits in Zoho CRM?

We use different microservices to accomplish our business needs, but most of the time, we are forced to switch over to multiple places.

With Circuits in Zoho CRM, you can integrate multiple microservices in a single platform and create automated workflows, all within your CRM!

For example, consider that you have an e-commerce application that involves multiple processes like tracking inventory, payment processing, fulfilling and tracking orders, generating receipts and reports, etc.
Typically, you would code this entire logic and use it to fulfill your business needs. But, with Functions in Zoho CRM, you can write the logic for each of these individual processes and simply orchestrate them using Circuits.

So, for the above example, you can simply create an automated workflow using Circuits and use the functions in the right order. That's not just it! You can re-use these functions elsewhere, too.

Another simple example of a Circuit is when you want to automating sending SMS alerts to users when an event occurs. How this is different from a workflow is that in this circuit, you can have a function that triggers an SMS alert, and also a function that sends an email to the user when the SMS alert ails. This involves circuit's functional states and a decision making state.
Like this, the use cases of circuits are endless.

Advantages of Circuits

  • Automate your routines
    Convert all your manual routines to automated workflows to save time. Avoid the need to trigger or interrupt applications to control the system flow, as you can create smooth-sailing, smart workflows that control themselves.
  • Scale fast
    Handle any number of requests hassle free as your workflows get executed on cloud. While Zoho Circuit dynamically allocates resources on need, you can focus more on building your applications rather than managing them.
  • Update in minutes
    Building the business logic of your applications in workflows empowers you to update the applications quickly. Swap or reorganize the components easily and build the modified applications in minutes.
  • Low-code
    Create a circuit effortlessly with the visual drag-and-drop interface, which makes it easier for the users with minimum coding knowledge.
  • Developer-friendly
    Circuits help you manage parallel processes, service integrations, spot failures, retry, and view logs, within minutes. Developers can focus on the business logic and not worry about these factors.
  • Orchestrate CRM Functions
    Use various CRM functions on your circuit to integrate multiple third-party apps and Zoho CRM seamlessly. Write functions once, and orchestrate them in circuits to solve different business needs.
  • Automate IT and business processes within CRM
    Create a circuit, associate it with a workflow, blueprint, or button, and automate your entire business process. With high availability, scalability, and fault tolerance, circuits ensure the performance of your workflow remains consistent even with changing states and an increase in frequency.
  • Diagnose errors and view audit logs
    A detailed log of each execution provides the status of each state's task execution, the payload and parameters passed, and the responses and exceptions generated.
  • Use Existing Functions
    From picking functions you've already tried, tested, and are up and running in your CRM account, to using a circuit within another circuit, this flexibility opens up possibilities of handling so much of your out-of-the-box requirements in a single space.

How are Circuits different from Workflow Rules and Blueprints?

Circuits is simply an orchestration of functions with powerful state management capabilities, along with in-built flow controls to automate the business process.

Workflow rules help us automate repetitive tasks and standardize business processes within the CRM system.
Workflow rules are useful in simple automations that the sales person does on a regular basis, like sending an email after record creation.

Builder View and Code View of a Circuit

Builder View


This view offers an easy drag-and-drop interface to build your circuit. The left pane in this view comprises all the states that can be added to a circuit.
The right pane comprises Configuration and Input/Output.

The Configuration tab lets you give a name to the state, choose its type, and select its next state.



The Input/Output tab allows you to control how JSON data must flow from one state to another through Paths.
Paths are strings beginning with $ that identify the components within the JSON. Specific parts of a JSON can be accessed by denoting their attributes in Input Path, Result Path, and Output Path.


This tab contains the following.

1. Input Path
Input path selects parts of the input JSON to pass to the state. You can also pass parameters to the input as a collection of key-value pairs. The values of Parameters can either be static or parts of the input JSON selected as a Path. For example, if your state's input is
{
"Entry1": {...},
"Entry2": {...}
}
then, you can apply the input path as $.Entry2 within the state definition. So, only the data inside the "Entry2" object will be passed as input to the state.

2. Result Path
After the input is processed by the state, Result Path selects what combination of the state result and the actual state input has to be passed to the output.

3. Output Path
Output Path further filters the data from the Result Path to pass it as state output.

Code View of a Circuit


In Code View, you can define your state machine in a simple JSON-based, structured language. Once a circuit is created, a sample workflow with the pass state as 'State 1' is created by default.

States of a Circuit and Flow Controls

Circuits offer a cascading structure to different states in a business process, allowing you to write functions that each feed their output into the next one, or any other one you pre-define, individually. You can also reroute, pause for a certain period, or feed it in batches to enable just about any sort of action.
Simply put, Circuits have different 'functional states' and 'flow controls' that allow you to automate execute your business process.

Flow Controls

Flow Controls let you control the flow of your circuit. To achieve this, Circuits make use of different states that allow you to make the execution, 'Wait' for another state, 'Pass' the input of a state to another, use 'Success' and 'Failure' to stop the execution of the Circuit.



The different states available are:
  • Pass: Transfers the input from one state to another.
  • Branch: Decides between branches of execution based on input.
  • Parallel: Performs simultaneous executions.
  • Wait: Inserts a delay for a specific time. The maximum wait time is 30 days.
  • Batch: Implements multiple group executions. You can have a maximum of 10 jobs per batch.
  • Success: Terminates an execution, returning 'Success'.
  • Failure: Terminates an execution, returning 'Failure'.
For more details on states, refer to this article.

Zoho CRM

Zoho CRM states help you execute business logic in circuits with respect to the data available in CRM.



You can write functions in the built-in editor or orchestrate existing ones, get the details of a record as an input to other the states, get the details of your org, user, CRM variables and use them in your Circuit.
You can also trigger another Circuit within a Circuit using the 'Circuit' flow control.

'Function' State
Use this state in your Circuit to use an existing function in CRM. Depending on your need, you can configure the input and output, and control data flow in your circuit. Only the functions that are REST API-enabled are shown here.



'Circuit' State
You can use another Circuit in one of the states and configure the flow accordingly.



'Record' State
This state fetches the details of a particular record in a module in CRM. You can choose to pass a portion or all of this state's result as an input to the next state in the circuit. Note that the information displayed will be based on the scope provided to the user.
Depending on where the Circuit is associated(Blueprint, Workflow, Button - Create/Clone/Details/Edit View pages, individual record, mass action), the response of the Record State differs.

'Org' State
This state gives you the details of your CRM org that you can use in your circuit.

'User' State
Use this state in your circuit to get the details of the current user in your org and process this information in other states.

'Org Variable'
This state gives you the details of all CRM Variables in your org.

Error Handling

When you use any of the Zoho CRM states, you can also perform error handling as these functional states tend to have runtime errors.

On TimeOut

When a functional state runs longer than the expected time, timeout errors occur. For handling timeout errors in code view, the field value "errorType": "Error.TimeOut" will be added.

On Execution Failure

When a state's execution fails due to some exception that cannot be processed, it can be handled using execution failure. In code view, key-value "errorType": "Error.ExecutionFailure" is appended.

Custom Error

You can also have custom error handling for your states.
Configure Exception Type and Exception Value to set the error handling options based on the error code or error message delivered by the state's output.
Retry the function in case of failure or timeout, set the Attempt (number of retries) and Delay (wait time after failure for every retry attempt).
In case of failure, if the retries fail to fix the error, the State will Fallback the error output to the Next state in the Result field.

We hope you found this post useful. Stay tuned for part 2!
Let us know if you have any questions or suggestions.


Cheers!
Shylaja S



    • Sticky Posts

    • Kaizen #217 - Actions APIs : Tasks

      Welcome to another week of Kaizen! In last week's post we discussed Email Notifications APIs which act as the link between your Workflow automations and you. We have discussed how Zylker Cloud Services uses Email Notifications API in their custom dashboard.

    • Kaizen #216 - Actions APIs : Email Notifications

      Welcome to another week of Kaizen! For the last three weeks, we have been discussing Zylker's workflows. We successfully updated a dormant workflow, built a new one from the ground up and more. But our work is not finished—these automated processes are

    • Kaizen #152 - Client Script Support for the new Canvas Record Forms

      Hello everyone! Have you ever wanted to trigger actions on click of a canvas button, icon, or text mandatory forms in Create/Edit and Clone Pages? Have you ever wanted to control how elements behave on the new Canvas Record Forms? This can be achieved

    • Kaizen #142: How to Navigate to Another Page in Zoho CRM using Client Script

      Hello everyone! Welcome back to another exciting Kaizen post. In this post, let us see how you can you navigate to different Pages using Client Script. In this Kaizen post, Need to Navigate to different Pages Client Script ZDKs related to navigation A.

    • Kaizen #210 - Answering your Questions | Event Management System using ZDK CLI

      Hello Everyone, Welcome back to yet another post in the Kaizen Series! As you already may know, for the Kaizen #200 milestone, we asked for your feedback and many of you suggested topics for us to discuss. We have been writing on these topics over the

    • Recent Topics

    • Live webinar: Mastering data migration, organization, and team collaboration

      Hello everyone, We’re excited to invite you to our upcoming live webinar! Discover how to seamlessly migrate your data, optimize file organization, and boost team collaboration using Zoho WorkDrive’s powerful features. This is a fantastic opportunity

    • Join our live webinar: Explore the WorkDrive TrueSync application!

      Hello everyone, We are thrilled to invite you to a live webinar focused on mastering the WorkDrive TrueSync application. Discover how to seamlessly sync your content between the cloud and your computer, ensuring smooth and efficient file management. Our

    • Zoho Creator customer portal limitation | Zoho One

      I'm asking you all for any feedback as to the logic or reasoning behind drastically limiting portal users when Zoho already meters based on number of records. I'm a single-seat, Zoho One Enterprise license holder. If my portal users are going to add records, wouldn't that increase revenue for Zoho as that is how Creator is monetized? Why limit my customer portal to only THREE external users when more users would equate to more records being entered into the database?!? (See help ticket reply below.)

    • Script Editor not an option

      I am trying to apply a script to a sheet and Script Editor is not an option. I don't want to go outside Sheets to do this (like Creator) if it can be done inside Sheets.

    • Envio de mails

      Hola! No puedo enviar mails pero si recibirlos. No se como solucionarlo! Mi dominio es chidobebes.com.ar

    • ERROR CODE :554 - Your access to this mail system has been rejected due to poor reputation of a domain used in message transfer

      In my email configuration: The domain's MX Records are pointed to Zoho The domain's SPF Records have been pointed out successfully DKIM is enabled. DMARC Record is pointed for the domain. The domain name is digioorja.in. Still facing the issue of Error:

    • This Operation has been restricted. Please contact support-as@zohocorp.com for further details

      l tried to verify my domain (casalimpaeperfumada.com.br) and its shows this error: This Operation has been restricted. Please contact support-as@zohocorp.com for further details.

    • SLOW EMAILS

      Is there an issue with the Zoho server? For two days now I've been having issues with very long buffering. Please advise. Thank you.

    • POP3 authentication error - SOLVED

      Just in case others are as forgetful as me ... As Zoho has changed the POP server for personal and free organisational users, I needed to change the POP server on my email client. This failed persistently but eventually I remembered that I had chosen

    • Add Zoho One Groups/Departments to Shared Mailbox Access

      Hi, I hope you're doing well. Currently, in Zoho Mail, I can manually add specific users or the entire organization to a shared mailbox. However, there is no option to add Zoho One groups or departments. Feature Request: We would like the ability to assign

    • Allow Filters with Only Special Characters in Zoho Mail

      Hi Zoho Mail Team, I hope you're doing well. We have noticed that currently, Zoho Mail does not allow creating filter criteria using only special characters, such as = or #. However, there are scenarios where such a filter is necessary. For example: Filtering

    • How to save email as PDF?

      I saw 2 previous threads about this. One is from 14 years ago. The other was closed as "answered" a year ago but the feature was never implemented: https://help.zoho.com/portal/en/community/topic/how-to-download-save-emails-as-pdf Is the "save as PDF"

    • Flexible plans

      Hi, I have a Workplace Standard subscription. On Zoho's website, it mentions that with the annual plan it's possible to have multiple plans under the same organization—for example, Workplace Standard and Mail Lite. However, I can’t find a way to do this

    • Weekly Tips : Teamwork made easy with Multiple Assignees

      Let's say you are working on a big project where different parts of a single task need attention from several people at the same time—like reviewing a proposal that requires input from sales, legal, and finance teams. Instead of sending separate reminders

    • Cannot give public access to Html Snippet in Zoho Creator Page

      Hi, I created a form in Zoho Creator and published it. The permalink works but I want to override the css of the form. (style based URL parameters is not good enough) So I created a page and added an Html snippet. I can now override the css, which is

    • Weekly Tips : Customize your Compose for a smoother workflow

      You are someone who sends a lot of emails, but half the sections in the composer just get in your way — like fields you never use or sections that clutter the space. You find yourself always hunting for the same few formatting tools, and the layout just

    • Accounting on the Go Series-43:Enhancing Your Reporting Efficiency with Dashboard Filter State Retention

      Hello everyone! Welcome back to our series on Zoho Books mobile app features. Today, we will talk about a feature that yet again helps you focus on work that really matters-Dashboard Filter State Retention. Imagine you're working on your Zoho Books dashboard,

    • Zoho books/payroll tax payment

      I accidentally made a second payment to my taxes for $300 which is reflected in my bank account and therefore on Zoho books but I can not match it to any transactions because its not reflected in payroll as a tax payment. Is there a way to add an extra

    • I can't renew the Finance Plus subscription

      I tried to renew the Finance Plus subscription but it keeps reloading the same page over and over when ever I click on "Renew Subscription" button

    • Estimate vs Quote

      they are different. Quote is for 1 piece price + other charges. Estimate is for total quantity to be ordered. The gross total amount of the Estimate is the amount payable. Replacing Estimate as Quote is not understandable because they are different. In

    • Accounting on the Go Series-47: Effortless GSTIN Management- Auto Populate TaxPayer Details in Zoho Books Mobile App

      Hello everyone, Welcome back! Today, we're focusing on a feature specifically designed for our Indian users in the Zoho Books-Indian edition, particularly those who deal with GST compliance regularly. We understand the importance of accurate and efficient

    • Accounting on the Go Series-48: Enhance Accuracy with Custom Work Week Start Days in Zoho Books iOS app

      Hello everyone, Welcome back! We’re here with another feature spotlight that might seem small but can have a big impact on your daily routine: setting the first day of the work week in the Zoho Books iOS app. Imagine this: You’re a business owner who

    • Time to Get Paid Report in ZBooks

      Hello, One of our customers who has 25 different companies around the world gets 60 days to make payments. Unfortunately, the subject report does not report an average time to get paid (in days) or the ability to look at a custom period of time. Currently

    • How to prepare a balance sheet for a company that has no operations yet?

      .

    • Project Billing Method from Zoho People

      Normaly our customers use Zoho Projects to manage projects and timesheet that are being charge to the customer. Using the integration from Zoho Project we can have projects base on different billing method. For example most of our customer use Hourly

    • Zoho Books-Accounting on the Go Series!

      Dear users, Continuing in the spirit of our 'Function Fridays' series, where we've been sharing custom function scripts to automate your back office operations, we're thrilled to introduce our latest initiative – the 'Zoho Books-Accounting on the Go Series'.

    • Zoho Books | Product updates | July 2025

      Hello users, We’ve rolled out new features and enhancements in Zoho Books. From plan-based trials to the option to mark PDF templates as inactive, explore the updates designed to enhance your bookkeeping experience. Introducing Plan Based Trials in Zoho

    • Zoho Books | Product updates | August 2025

      Hello users, We’ve rolled out new features and enhancements in Zoho Books. From the right sidebar where you can manage all your widgets, to integrating Zoho Payments feeds in Zoho Books, explore the updates designed to enhance your bookkeeping experience.

    • Update or Upsert Records Using Unique Custom Fields

      Hello customers, We've enhanced the process of updating records via API. You can now: Update records using unique custom fields Upsert records using unique custom fields Note: Both the features are available in the Zoho Books and Zoho Inventory apps.

    • [Webinar] Understanding the New Invoice Management Systems

      Join industry expert CA Pritam Mahure as he discusses the importance of the new Invoice Management System (IMS) and its impact on taxpayers. Topics Covered: - Concept of IMS and pre-requisites - Applicability and Restrictions on Invoices/Records for IMS

    • Accounting on the Go Series-51: Effortless Transactions: Create and Manage Directly from Uploaded Documents

      Hello everyone, We’re back with another useful feature that makes working with Zoho Books even easier! This time, we’re simplifying the process of creating transactions directly from uploaded documents. Imagine you’re out meeting clients, and you receive

    • [WEBINAR] Effortless migration to the VAT-ready South Africa edition of Zoho Books

      Hello there, If you are one of our early users from South Africa using the older edition of Zoho Books, this webinar is for you! We have now launched a new South Africa edition with VAT support, to which you can migrate your existing data. Join this session,

    • Accounting on the Go Series-52: Capture Receipts on the Go, Right from Your Lock Screen.

      Hello everyone, We’re excited to introduce a feature that will make your life so much easier—especially for those constantly on the move! With iOS 18, Zoho Books now allows you to capture receipts directly from your lock screen using Locked Camera Capture.

    • AT - Austrian Accountant familiar with ZOHO

      Hello, as I have just migrated to ZOHO and unfortunately have to change my accountant next year, I am looking for an accountant (for Austria) who already has experience with Zoho or who already manages clients using Zoho books. Is there anyone here from

    • Zoho Workflow issue

      Dear Zoho Users, I have Zoho Books premium subscription, I have created a email alerts workflow for Invoices and following are the configurations for the same: 1. Workflow for Invoice module 2. Choose when to tigger - created or edited 3. Filter the triggers

    • Accounting on the Go Series-53: Swift Transactions at Your Fingertips-Zoho Books in Your Control Center

      Hello again, We’ve all had those moments where you need to get something done quickly, but the process of unlocking your phone, finding the app, and navigating through menus slows you down. Now, with Zoho Books integrated into the iOS 18 Control Center,

    • Update on PDF Download Issues Caused by Antivirus Software

      Hello users, Antivirus software is designed to protect your computer from malicious software and threats. However, they may mistakenly identify legitimate files and software as threats at times. This is known as a false positive. We have received reports

    • Accounting on the Go Series-54: Effortlessly Find Your Zoho Books Customers in Your Phone’s Contact List

      Hello Zoho Books users! How are you all ? We’re happy to share a handy new feature in Zoho Books mobile app. Now, you can access your Zoho Books customers right from your phone's contact list, making it easier to stay connected on the go. How this can

    • Integration of Phase 2 -e-invoicing- KSA

      Zoho Team, I want to get a training of integration of phase 2 invoicing KSA in zoho step by step.

    • I can not save new invoice

      Hello Now I am trying to save a new invoice but I can not save it because showing unpaid invoice warning which are not overdue. Please let me know how to skip unpaid invoice warning letter and save new invoice. Thank you

    • Next Page