Kaizen 214 - Workflow APIs - Part 2
Last week, we discussed how Zylker Cloud Services used the Workflow APIs to discover and audit all the automations in their CRM, listing every workflow, checking triggers, and understanding their automation limits. This week, we take the next step: understanding what configurations are valid before creating or updating workflows via APIs.
Step 4: Workflow Rule Configurations API
When you work in the CRM UI, creating workflows feels straightforward. The interface shows only valid triggers and actions. Try adding an unsupported action, and it simply will not appear. This is because the UI enforces hundreds of rules behind the scenes.
With APIs, these validations must be handled manually. That is where the Workflow Rule Configurations API comes in. It gives all the valid triggers and actions for a given module, preventing errors before they happen.
Why this API matters
Consider two examples:
You want to create a workflow for the Products module based on a Scoring Rule update. The UI hides this option because scoring rules are not supported for Products.
You try to add a Field Update action for a Record Delete trigger. This is invalid, as the record no longer exists. The UI prevents it, but via API, you would get an error if you try to create or update the workflow with this configuration.
The Configuration API removes this guesswork, allowing you to fetch and respect valid triggers and actions.
Sample Request:
GET {api-domain}/crm/v8/workflow_configurations?module=Deals
Sample Response:
{ "workflow_configurations": { "related_triggers_details": [ { "api_name": "Notes", // The API name of the related module that can trigger workflows "module": { // Details about the related module "singular_label": "Note", "plural_label": "Notes", "api_name": "Notes", "name": "Notes", "id": "4876876000000002197" }, "name": "Notes", // Module name "triggers": [ // Available triggers for this related module { "api_name": "create", "deprecated": false, "name": "Create", "scheduled_actions_supported": true, "actions": [ // List of supported actions for this trigger "add_tags", "remove_tags", "email_notifications", "tasks", "create_record", "create_connected_record", "add_meeting", "webhooks", "functions", "flow" ] }, // ... other triggers (create_or_edit, edit, delete) omitted for brevity ] } ], "triggers": [ // Primary triggers for the Deals module itself { "api_name": "score_increase", "deprecated": false, "name": "ScoreIncrease", "scheduled_actions_supported": false, // Indicates whether scheduled actions are allowed for this trigger "actions": [ // Only these instant actions are supported "field_updates", "assign_owner", "add_tags", "remove_tags", "email_notifications", "tasks", "webhooks", "functions", "circuits", "flow" ] }, // ... other triggers omitted for brevity ... ], "actions": [ // Details about available workflow actions { "is_clickable": true, "associate_action": false, "limit_per_action": null, "api_name": "schedule_call", "supported_in_scheduled_action": true, "name": "ScheduleCall", "limit": 1 // Maximum instances per workflow }, { "is_clickable": true, "associate_action": true, "limit_per_action": null, "api_name": "tasks", "supported_in_scheduled_action": true, "name": "Task", "limit": 5 }, // ... other actions omitted for brevity ... ] } } |
Interpreting and using the Workflow Configuration API
The configuration response might look complex, but it gives us all the information we need about configuring Workflow Rules in Zoho CRM, for the specific module.
4.1 "What can trigger my Workflow?"
The triggers array shows all the supported triggers for that specific module.
"triggers": [ { "api_name": "create", "deprecated": false, "name": "Create", "scheduled_actions_supported": true, "actions": [ "field_updates", "assign_owner", "add_tags", "remove_tags", "email_notifications", "tasks", "create_record", "create_connected_record", "add_meeting", "webhooks", "functions", "circuits", "flow" ] }, . . // ... other triggers omitted for brevity ... { "api_name": "score_increase", "deprecated": false, "name": "ScoreIncrease", "scheduled_actions_supported": false, "actions": [ "field_updates", "assign_owner", "add_tags", "remove_tags", "email_notifications", "tasks", "webhooks", "functions", "circuits", "flow" ] } ] |
The response lists all available triggers for the module. For each trigger type, you get:
Trigger conditions: When the workflow will be triggered (on create, edit, score change, etc.)
Action compatibility: Which actions can be used with each trigger type
Scheduled actions support: Whether scheduled actions are supported for that trigger or not.
For instance, the score_increase trigger triggers the workflow when the score of a record is increased. The scheduled_actions_supported key is false for this trigger, which means that this specific trigger type doesn't support scheduled actions. This directly translates to API behaviour: attempting to configure a Workflow Rule via API with a scheduled action for the score_increase trigger will result in an error.
This API constraint is visibly enforced in the CRM interface. When configuring a score-based trigger in the UI:
4. 2. "What can my Workflow actually do?" - Understanding Actions
The actions array defines the execution capabilities of your workflows. For each action type, you get important information like:
Limits per action instance: Maximum number of items that can be processed within a single action instance
Instance limits: How many times this specific action can be added to a condition in the Workflow rule.
Scheduled action support: Whether the action can be added as a scheduled action.
For example, in the add_tags action:
{ "is_clickable": true, "associate_action": false, "limit_per_action": 10, // Maximum 10 tags per Add Tags action "api_name": "add_tags", "supported_in_scheduled_action": true, "name": "AddTags", "limit": 1 // Maximum one Add Tags action per workflow } |
From this data, it is clear that within a single Add Tags action, you can select up to 10 specific tags to add. Similarly, you can only include one Add Tags action instance in the entire workflow rule. Also, this action cannot be used as a scheduled action.
This has direct implications for API users:
Attempting to configure a workflow that adds more than 10 tags in one action will result in an error
Trying to add two separate Add Tags actions to the same workflow will fail
Adding a Add Tags action under scheduled actions section will also result in an error.
In the UI, these constraints are proactively taken care of. As seen in the GIF, if you add fewer than 10 tags, clicking Add Tags again only lets you edit the existing action. Also it lets you add only up to 10 tags in an action. And if you have already added an action with 10 tags, the Add Tags option will no longer be available. Either way, the system prevents any possibility of adding a second Add Tags action, regardless of tag count.
This UI experience is what the Workflow Rules Configuration API replicates for developers. By checking these limits before making API calls, you can build workflows using APIs with the same confidence and error-free experience that UI users have.
4.3. “What can trigger my Workflow from a related module?” – Understanding related triggers
The related_triggers_details array shows how changes in related records can trigger workflows in your primary module. For example, in the Deals module, for the Notes related trigger:
"related_triggers_details": [ { "api_name": "Notes", // The API name of the related module "module": { // Detailed information about the related module "singular_label": "Note", "plural_label": "Notes", "api_name": "Notes", "name": "Notes", "id": "4876876000000002197" }, "name": "Notes", // Module name "triggers": [ // Available triggers for this related module { "api_name": "create", // Trigger when related records are created "deprecated": false, "name": "Create", "scheduled_actions_supported": true, "actions": [ // Supported workflow actions for this trigger "add_tags", "remove_tags", "email_notifications", "tasks", "create_record", "create_connected_record", "add_meeting", "webhooks", "functions", "flow" ] }, // ... other triggers (create_or_edit, edit, delete) omitted for brevity ] } ] |
For each related module, you get:
Module information: Details about the related module that can trigger workflows.
Available triggers: The actions on the related record (create, edit, delete, etc) that can trigger the workflow.
Supported actions: For each trigger, the actions that are supported for that specific trigger.
For instance, the Notes related trigger allows you to create workflows that execute when notes are added to deals. The configuration shows that when a note is created, your workflow can perform actions like sending email notifications, creating tasks, triggering webhooks, and more.
If you try to include an unsupported trigger or unsupported action, the API call will fail. For example, adding a field_updates action for a Notes create trigger . The configuration API response clearly shows that field_updates is not among the supported actions for Notes-related triggers.
The API also gives us important differences between trigger-action configurations. For example, while field_updates action is supported for the create trigger for the main module (Deals), the same action is not supported for the related module (Notes) create trigger. These distinctions would otherwise only be discovered through API errors.
In the UI, this limitation is enforced. When setting up a workflow triggered by Notes, the "Field Updates" action does not appear in the available actions list.
By checking the related_triggers_details section before making API calls, you can discover exactly which actions are supported for each related module trigger, thus avoiding configuration errors while creating or updating Workflow rules.
Conclusion
The Workflow Configuration API transforms how we approach automation development through APIs. Instead of discovering constraints through failed API calls, we can now design workflows with the right configuration, without any trial-and-error methods. It gives us complete visibility into all valid trigger-action combinations before a single line of code is written, enough information to build automations triggered by related records, and limit awareness to respect action constraints before they become API errors.
For Zylker, this means we can now confidently proceed with updating the old Workflow rules and creating new ones. In our next post, we will put this knowledge into action.
We hope that you found this post useful. If you have any questions or feedback, let us know in the comments below, or write to us at support@zohocrm.com. We would love to hear from you!
Topic Participants
Anu Abraham
Sticky Posts
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 achievedKaizen #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 theKaizen #197: Frequently Asked Questions on GraphQL APIs
🎊 Nearing 200th Kaizen Post – We want to hear from you! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.Kaizen #198: Using Client Script for Custom Validation in Blueprint
Nearing 200th Kaizen Post – 1 More to the Big Two-Oh-Oh! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.
Recent Topics
How do you generate personalized certificates and save them in dynamic folders using Writer's mail merge?
Zoho Writer's mail merge feature can help you enhance the certificate management process. It's a great way to save time and effort! Merge certificates and maintain a well-organised repository with personalised certificates stored in separate folders forZoho Editor
Zoho PDf Editor is not working I am clicking on EDIT PDf then it again bringing me back to the same page. again and again.The present is a "present"
The conversation around mental health has been gaining attention in recent years. Even with this awareness, we often feel stuck; the relentless pace of modern life makes us too busy to pause, reflect, and recharge. In the world of customer support, thisMarket cap
Market cap formula?? Kaise nikaleNeed Help to setup plugs along with codeless bot buidler. To send sms OTPs to users via Zoho Voice and to verify it
Need Help to setup plugs along with codeless bot buidler. To send sms OTPs to users via Zoho Voice and to verify it. I get leads from our website and we need to make sure those are not junk. So we are using proactive chat bot and we need mobile OTPs toDirect Integration Between Zoho Cliq Meetings and Google Calendar
Dear Zoho Team, We’d like to submit the following feature request based on our current use case and the challenges we’re facing: 🎯 Feature Request: Enable meetings scheduled in Zoho Cliq to be automatically added to the host's Google Calendar, not justZoho sheet
Unable to share zoho sheet with anyone on internet with editer option only view option is showMail and OS
Jai Hind! Zoho is doing good by creating good software (made in india) on par with other tech giants. 🥰 Suggestion: 1. Whenever we sign up on zoho mail its asking for other mail id. It shouldn't be like that. You should ask general details of a userPersonal account created under org account
Hi there, I am Jayesh. We are using ME Central, and we have an account by the email ID soc@kissht.com.. Now I have created a personal account., jayesh.auti@zohomail.in, accidentally. Can you help me to remove this jayesh.auti@zohomail.in from my organizationAdd another account
How to add another mail account to my zoho mail.Recover deleted user
Hi by mistake i have deleted an added user and his email associated. Please help me recover it thank you.No connection to the server
Hello! I can't add a new email address to my mailbox because your server is rejecting me. Please help. I took and added a screenshot of this problem Marek OlbrysEmails missing from desktop but visible on phone
Subject says it all. Windows 11 laptop. Apple phone. all systems up to date.Website Hosting
Hello, I want to host my domain on Hostinger, and I want my emails to run through Zoho Mail. Please provide me with the SPF record, MX record (Type: TXT), and A record, so that I don’t face any issues with my emails. My website is on Hostinger hosting,Can not search zoho mail after update V.1.7.0
i can not search mail on to and cc box from attached picture and then search contacts box can't click or use anything. include replay mail too.How to retreive the "To be received" value of an Item displayed in Zoho inventory.
Hi everyone, We have our own Deluge code to generate a PO according to taget quantity and box quantity, pretty usefull and powerful! However, we want to reduce our quantity to order according to "To be received" variable. Seems like this might not evenKaizen #211 - Answering your Questions | Using Canvas and Widgets to Tailor CRM for Mobile
Howdy, tech wizards! We are back with the final post in addressing the queries you shared for our 200th milestone. This week, we are focusing on a couple of queries on Zoho CRM mobile configurations and custom payment gateway integration. 1. Mobile SDKRemove "Invalid entries found. Rectify and submit again" modal
Following up on a post from a few years back, but can the Zoho team consider either removing the 'Invalid entries found. Rectify and submit again' modal that displays for empty mandatory fields OR allow an admin to change it? I've built a custom errorNo Functional Autosave or Manual Save Button
Application : Zoho Notebook So I wanted to try Zoho Notebook(On Ubuntu) as an application, I installed the application and went solving my LeetCode problems visually(Drawing mode), at one point the app just stopped saving anything... Every time I triedCadence reports as front-end reports
Hello everyone, We have built a cadence which is connected to the Leads module. There are 11 steps in total, 7 are automatic emails and 4 are tasks for the Lead owners. As admins, we have access to this (very nicely made) 'View Reports' tab where we canShow elapsed time on the thank-you page?
Is it possible to display the total time a user spent filling out a Zoho Form on the thank-you? I’d like to show the difference between the `form submission timestamp` and the `start time` (currently have a hidden Date-Time field set to autofill the dateEmail Integration - Zoho CRM - OAuth and IMAP
Hello, We are attempting to integrate our Microsoft 365 email with Zoho CRM. We are using the documentation at Email Configuration for IMAP and POP3 (zoho.com) We use Microsoft 365 and per their recommendations (and requirements) for secure email we haveI need to do crud with snippet html
I need to implement a form with an improved user interface. I would like to use snippets to build a CRUD that allows me to create and update records. How could I achieve this using snippets?Allow Stripe Credit Card and Stripe ACH payment methods to be enabled separately on an invoice.
I need to be able to pick at the invoice level whether Stripe Credit Card and/or Stripe ACH payment methods are available. Currently, I'm not able to select from the two Stripe payment methods individually on an invoice. However, there are some largerResume Harvester: New Enhancements for Faster Sourcing
We’re excited to share a set of enhancements to Resume Harvester that make sourcing faster and more flexible. These updates help you cut down on repetitive steps, manage auto searches more efficiently, and review candidate profiles with ease. Why we builtIncorrect “correct” password on email client apple mail
I have troubleshot this account several times. I have deleted and re added account. It keeps saying incorrect password. Can you check that it is not locked on your end?Is it possible to lock editing subform rows?
Ideally editing would only be locked after the form has been updated but I still want them to be able to add new subform records at any time and they should be able to delete rows from the subform. It is a named subform if that's relevant however the"Spreadsheet Mode" for Fast Bulk Edits
One of the challenges with using Zoho Inventory is when bulk edits need to be done via the UI, and each value that needs to be changed is different. A very common use case here is price changes. Often, a price increase will need to be implemented, andWhat is the maximum file size of a video upload in Zoho chat?
Can I upload a 20 mb video file and share it with my colleagues?Update a field in ALL all calls under a contact
HI guys! I have written some deluge code to update a field in my calls after i have comepleted the call, i need this field to update in all my scheduled calls as well that are comeing up. I just cant seem to get it to work, i have put teh code below,Automatic Matching from Bank Statements / Feeds
Is it possible to have transactions from a feed or bank statement automatically match when certain criteria are met? My use case, which is pretty broadly applicable, is e-commerce transactions for merchant services accounts (clearing accounts). In theseVerifying Zoho Mail Functionality After Switching DNS from Cloudflare to Hosting Provider
I initially configured my domain's (https://roblaxmod.com/) email with Zoho Mail while using Cloudflare to manage my DNS records (MX, SPF, etc.). All services were working correctly. Recently, I have removed my site from Cloudflare and switched my domain'sFat Download of Ulaa Browser
I just observed that Ulaa Browser is offering an one-capsule big download. These days it is a custom to offer a small bootstrap downloader and based on user customization options an appropriate download completes. And this is particularly common withCancelled Transfer order problem
Hello, We've canceled a transfer order, and we can't add the related items to a new Transfer Order. The system tells us that the bin doesn't have the required quantity, but when we check the item, it indicates that there are 2 units in the bin. It alsoBilling Management: #8 Usage Billing in Logistics & Delivery Services
The logistics and delivery industry thrives on movement and precision. Every delivery completed, every kilometre driven, and every ton transported is a measurable activity. However, billing often lags behind. Many logistics companies still rely on fixed-rateTags for New Tickets
Hi there, When creating a new ticket, there is currently no way to choose a tag you would like to associate with the new ticket. Being able to associate a tag while creating a new ticket will be very beneficial as it will save time and flow well withZoho Desk: No Incoming email
Is Zoho Desk services down? No incoming email reflect to desk tickets.Zoho CRM - Widgets | Update #3 : Introducing SDK V1.5 along with new ZDK Methods and ZRC Support
Hello everyone! Widgets in Zoho CRM just got a big upgrade! With the release of SDK v1.5, developers can now create more immersive widget experiences. This update elevates Widget development with new ZDK methods for easier interactivity and ZRC supportUnusual activity detected, account blocked
I am unable to send emails and am getting the error "Outgoing blocked: Unusual activity detected. To unblock your account, please and submit a request. Learn more.". I am unsure as to why this is happening since all my activity is legitimate, mainly confirmationUnable to Send Emails – Outgoing Mail Blocked (Error 554 5.1.8)
Description: Hello Zoho Support Team, I am facing an issue with my Zoho Mail account ( admin@osamarahmani.tech ). Whenever I try to send an email, I get the following error: 554 5.1.8 Email Outgoing Blocked I would like to clarify that I have not doneNext Page