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 operating in a vacuum.
What happens when a high-value deal is finally flagged, or a new social media post is published? How does the team know to take the next crucial step? How does the system connect with your team? Through Automatic Actions-the vital link between automation and people.
The actions include:
- sending email notifications
- assigning tasks to users
- updating fields
- communicating with third-party applications by sending instant web notifications, etc.
In this post we will focus on Email Notifications.
After bringing structure and visibility to workflows using the custom admin dashboard, the system administrators at Zylker seek to include Workflow Actions so that details of the actions associated with each workflow can be managed from the dashboard itself. Including Email Notification details to Zylker's dashboard ensure the right people receive clear, actionable email alerts at the perfect moment.
This update to the dashboard will allow system admins to:
- audit the existing email notifications,
- create new email notifications,
- update existing email notifications, and
- clean up inactive and unwanted email notifications.
STEP 1: Discover and audit existing email notifications
To get details of email notifications in the system the admins use GET email notifications API. This gives us the required information about email notifications in the system.
Request URL:
GET {api-domain}/crm/v8/settings/automation/email_notifications
Response JSON:
{ "email_notifications": [ { "template": { "name": "VP Alert - High Value Deal", "id": "6660682000001292005" }, "reply_to_address": { "resource": { "id": "5843104000000424686" }, "type": "user" }, "created_time": "2025-02-26T14:35:51+05:30", "lock_status": { "locked": false }, "editable": true, "module": { "api_name": "Deals", "id": "6660682000000002181" }, "related_module": null, "deletable": true, "recipient_count": "3", "source": "crm", "created_by": { "name": "Alex Rivera", "id": "6660682000000501002" }, "feature_type": "workflow", "modified_time": "2025-07-06T16:15:58+05:30", "associated": true, "name": "VP Alert - High Value Deal", "modified_by": { "name": "Alex Rivera", "id": "6660682000000501002" }, "id": "6660682000000000353", "from_address": { "resource": { "id": "5843104000000424686" }, "type": "user" } }, //more records omitted for brevity ], "info": { "per_page": 200, "count": 2, "page": 1, "more_records": false } } |
STEP 2: Create new email notifications
The admin seeks to create a new email notification when a deal is lost. For creating the email notification first the admin should create an email template in Zoho CRM.
Lost Deal Email TemplateFor creating an email notification, admin uses Create Email Notification API.
Request URL:
POST {api-domain}/crm/v8/settings/automation/email_notifications
Input JSON:
{ "email_notifications": [ { "template": { "name": "Lost Deal", "id": "5843104000006629014" }, "module": { "api_name": "Deals", "id": "5843104000000002181" }, "related_module": null, "feature_type": "workflow", "bulk_email": false, "recipients": { "to": [ { "details": { "api_name": "${!Deals.Owner}", "id": "5843104000000002555" }, "type": "merge_field" }, { "details": { "api_name": "${!Deals.Owner.Reporting_To}", "id": "5843104000000256015" }, "type": "merge_field" }, { "resource": { "name": "Patricia Boyle", "id": "5843104000000424672" }, "type": "user" } ] }, "name": "LostDealNotification" } ] } |
Response:
{ "email_notifications": [ { "code": "SUCCESS", "details": { "id": "5843104000006646001" }, "message": "alert created successfully", "status": "success" } ] } |
Key Fields:
1. Basic Fields
- name: A unique identifier for your notification (e.g., "LostDealNotification")
- feature_type: Set to "workflow" for automation-triggered notifications from workflow.
- template: The ID and name of the email template you created earlier
- module: The ID and API_name of the module this email notification applies to.
- bulk_email: bulk_email field indicates whether the email notification will be sent a single mass email with all recipients displayed. When this key is set as true, you can add recipients in CC and BCC
2. Recipients
The recipients object determines who receives the notification. The possible recipients to an email notification are indicated by the to, cc and bcc keys. These type field inside these keys indicate the type of recipient, with possible values including merge_field, group, role, role_and_subordinate, territory, territory_and_subterritory, emails, user (applicable for team modules), and profile (applicable for team modules).
You can use three main strategies to add recipients:
- A. Dynamic Fields (Merge Fields)
Use "type": "merge_field" to dynamically pull email addresses from the record:
{ "type": "merge_field", "details": { "api_name": "${!Deals.Owner}" // Sends to the deal owner } } |
- B. Specific Users or Groups or Roles or Territories
Use these options to send notifications to specific people
{ "type": "user", "resource": { "id": "5843104000000424672" // Patricia Boyle's user ID } } |
- C. Direct Email Addresses
Use "type": "emails" for fixed email addresses:
{ "type": "emails", "details": { "emails": ["customer.success@zylker.com"] } } |
STEP 3: Updating an email notifications
Zylker noticed a troubling pattern in their sales analytics. They were experiencing a much higher deal loss rate compared to the same period last year. The management brought in Mark Stevens, a Sales Strategist who specializes in analyzing lost deals. His first request was simple: "I need to see every lost deal as it happens to spot patterns in real-time."
Rather than creating new work flow rules or actions, the admin simply updates the existing email notification for lost deals to include Mark.
Request URL to update the lost deal email notification:
POST {api-domain}/crm/v8/settings/automation/email_notifications/5843104000006646001
Input JSON:
{ "email_notifications": [ { "recipients": { "to": [ { "details": { "api_name": "${!Deals.Owner}", "id": "5843104000000002555" }, "type": "merge_field" }, { "details": { "api_name": "${!Deals.Owner.Reporting_To}", "id": "5843104000000256015" }, "type": "merge_field" }, { "resource": { "name": "Patricia Boyle", "id": "5843104000000424672" }, "type": "user" }, { "details": { }, "type": "emails" } ] } } ] } |
Response:
{ "email_notifications": [ { "code": "SUCCESS", "details": { "id": "5843104000006646001" }, "message": "alert updated successfully", "status": "success" } ] } |
After analyzing two weeks of lost deal notifications, Mark identified a pattern in the lost deals: over 80 percent of the recent losses were concentrated in the one industry - healthcare. He found that healthcare prospects consistently raised concerns about HIPAA compliance and data security protocols and that Zylker's sales team were not addressing them effectively. He made suggestions to train the sales team so that they can confidently address these specific requests.
STEP 4: Deleting email notifications
Any unwanted or redundant email notification can be deleted using Delete Email Notifications API.
Request URL to delete an email notification:
DELETE {api-domain}/crm/v8/settings/automation/email_notifications/5843104000006645001
Request URL to delete multiple email notifications:
DELETE {api-domain}/crm/v8/settings/automation/email_notifications?ids=5843104000006645001,5843104000006645002
However, notifying alone is not sufficient. It should be followed with actionable tasks. In the next post, we will explore Workflow Tasks APIs.
We hope that you find this post on Actions - Email Notifications APIs useful. If you have any feedback, or if there are any pain-points that you would like us to address in our Kaizen series, please let us know in the comments, or reach out to us via support@zohocrm.com.
Topic Participants
Mable Mary M P
Sticky Posts
Kaizen #222 - Client Script Support for Notes Related List
Hello everyone! Welcome to another week of Kaizen. The final Kaizen post of the year 2025 is here! With the new Client Script support for the Notes Related List, you can validate, enrich, and manage notes across modules. In this post, we’ll explore howKaizen #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 areKaizen #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.
Recent Topics
Track online, in-office, and client location meetings separately with the new meeting venue option
Hello everyone! We’re excited to announce meeting enhancements in Zoho CRM that bring more clarity and structure to how meetings are categorized. You can now specify the meeting venue to clearly indicate whether a meeting is being held online, at theCalling the new 'Custom API' feature from within a Custom Widget
From what I've learned it is not possible to call an endpoint from the new "Custom API" feature within a Creator Widget. The SDK's doesn't support it yet, when calling it natively you end up with CORS issues or at least I couldn't get it working evenAnnouncing new features in Trident for Mac (1.32.0)
Hello everyone! We’re excited to introduce the latest updates to Trident, which are designed to reinforce email security and protect your inbox from evolving threats. Let’s take a quick look at what’s new. Deliver quarantined emails. Organization adminsMarketing Tip #5: Improve store speed with optimized images
Slow-loading websites can turn visitors away. One of the biggest culprits? Large, uncompressed images. By optimizing your images, your store loads faster and creates a smoother shopping experience leading to higher sales. It also indirectly improves SEO.PDF Attachment Option for Service Reports
Hello Team, I would like to check with you all if there is an option to attach PDF documents to the service reports. When I try to attach a file, the system only allows the following formats: JPEG, JPG, and PNG. Could you please confirm whether PDF attachmentsZoho Browser??
hai guys, this sounds awkward but can v get a ZOHO BROWSER same as zoho writer, etc. where i can browse websites @ home and continue browsing the same websites @ my office, as v have the option in Firefox, once i save and close the browser and again when i open it i will be getting the same sites. If u people r not clear with my explanation, plz let me know. Thanks, SandeepSMS to customers from within Bigin
Hi All, Is there anyone else crying out for Bigin SMS capability to send an SMS to customers directly from the Bigin interface? We have inbuilt telephony already with call recordings which works well. What's lacking is the ability to send and receiveAdmins cannot see each others' Scheduled Reports?!
Very frustrating that as an admin I cannot see what my reports my fellow admins have created and scheduled. After asking about this on the help chat, I was told the issue is trust and security. By giving someone Admin status, it means we trust them with those responsibilities. Please change this, it is not a good process to have to bother other users to change a report or change users within a report.Automatically CC an address using Zoho CRM Email Templates
Hi all - have searched but can't see a definitive answer. We have built multiple email templates in CRM. Every time we send this we want it to CC a particular address (the same address for every email sent) so that it populates the reply back into ourWriter update results in BitDefender blocking it as malware
After updating Writer to latest update, Bitdefender blocked the app and writer no longer runs.Is there a way to invoke deluge function from within a widget?
Hi! I have custom functions in deluge and I was wondering whether there is any way to call this function through a widget? Something like on click of a button inside a widget, run the deluge custom function. Would this be possible?Missing Import Options
Hello, do I miss something or is there no space import option inside of this application? In ClickUp, you can import from every common application. We don't want to go through every page and export them one by one. That wastes time. We want to centralizeZoho CRM Portal Field Level Permission Issue
Hi Support Team, I am using the Zoho CRM Portal and configuring field-level editing permissions. However, we are unable to restrict portal users from editing certain fields. We have created a portal and provided View and Edit (Shared Only) access forWhy am I seeing deleted records in Zoho Analytics syncing with Zoho CRM?
I have done a data sync between Zoho CRM and Zoho Analytics, and the recycle bin is empty. Why do I see deleted leads/deals/contacts in Zoho Analytics if it doesn't exist in Zoho CRM? How can I solve this problem? ThanksZoho Tables is now live in Australia & New Zealand!
Hey everyone! We’ve got some great news to share — Zoho Tables is now officially available in the Australian Data Center serving users across Australia and New Zealand regions! Yes, it took us a bit longer to get here, but this version of Zoho TablesCustom Fonts in Zoho CRM Template Builder
Hi, I am currently creating a new template for our quotes using the Zoho CRM template builder. However, I noticed that there is no option to add custom fonts to the template builder. It would greatly enhance the flexibility and branding capabilities ifIntroducing the Zoho Projects Learning Space
Every product has its learning curve, and sometimes having a guided path makes the learning experience smoother. With that goal, we introduce a dedicated learning space for Zoho Projects, a platform where you can explore lessons, learn at your own pace,All new Address Field in Zoho CRM: maintain structured and accurate address inputs
The address field will be available exclusively for IN DC users. We'll keep you updated on the DC-specific rollout soon. It's currently available for all new sign-ups and for existing Zoho CRM orgs which are in the Professional edition. Latest updateCollaboration with customers made easy with Zoom Meeting and Zoho Desk integration
Hello everyone! We are happy to announce that you can now integrate your Zoho Desk account with Zoom Meeting. The integration bridges the gap between digital communication and human connection, empowering teams to deliver timely support when it mattersCRM Canvas - Upload Attachments
I am in the process of changing my screens to Canvas. On one screen, I have tabs with related lists, one of which is attachments. There doesn't appear to be a way to upload documents though. Am I missing something really obvious? Does anyone haveTrueSync regularly filling up my local disk
Seems that WorkDrive's TrueSync randomly starts filling up my local hard drive space. None of the folders have been set as "Make Offline" but still it seems to randomly start making file offline. The settings of the app is so minimal and is of no realKaizen #194 : Trigger Client Script via Custom buttons
Hello everyone! Welcome back to another interesting and useful Kaizen post. We know that Client Scripts can be triggered with Canvas buttons and we discussed this with a use case in Kaizen#180. Today, let us discuss how to trigger Client Script when a[Webinar] A recap of Zoho Writer in 2025
Hi Zoho Writer users, We're excited to announce Zoho Writer's webinar for January 2026: A recap of Zoho Writer in 2025. This webinar will provide a recap of the features and enhancements we added in 2025 to enhance your productivity. Choose your preferredPicklist field shows "none" as default
Hello, Is there an option to avoid showing "none" as the default value in a picklist field? I also don't want to see any option displayed. My expectation is to have a blank bar, and then when I display the drop-down list, I can choose whichever I waStage-probability mapping feature in custom module
Hi, I'm building a custom module for manage projects. I would like to implement the stage-probability feature that Potentials has. Is this possible?Create static subforms in Zoho CRM: streamline data entry with pre-defined values
Last modified on (9 July, 2025): This feature was available in early access and is currently being rolled out to customers in phases. Currently available for users in the the AU, CA, and SA DCs. It will be enabled for the remaining DCs in the next coupleField Description is very small
Hello, The field Description in the activity is very small. Why don't try open a new window, or a bigger popup, or increase the width of the "popup". Example:StatusIQ
Please add StatusIQ to data sources. We using site24x7 and StatusIQ together and site24x7 integration is already there. Thanks and regards, TorstenIn Zoho People, the Operations buttons are frequently not visible or do not appear consistently.
In Zoho People, the Operations buttons are frequently not visible or do not appear consistently. We request you to please investigate and address this issue, as it is affecting daily HR operations and user access.Marketing Tip #14: Increase cart value with product bundles
Bundling products is a great way to increase average order value while giving customers more convenience. Think “camera + tripod + memory card” or “soap + lotion + bath salts.” Bundles make shopping easier and feel like a better deal. It’s a win-win forProblem with Workdrive folders
I'm having a problem a problem accessing files in a Zoho work drive folder when using the Zoho writer app. The problem folder appears grayed out in the Zoho work drive window in both the online and writer application. However I can open the folder inSortie de Zoho TABLE ??
Bonjour, Depuis bientôt 2 ans l'application zoho table est sortie en dehors de l'UE ? Depuis un an elle est annoncée en Europe Mais en vrai, c'est pour quand exactement ??Add RTL and Hebrew Support for Candidate Portal (and Other Zoho Recruit Portals)
Dear Zoho Recruit Team, I hope you're doing well. We would like to request the ability to set the Candidate Portal to be Right-to-Left (RTL) and in Hebrew, similar to the existing functionality for the Career Site. Currently, when we set the Career SiteAuto tracking URL generation based on Carrier
Hi, While creating a shipment order for a package in Zoho Books, I have a requirement that for example, if the carrier is Delhivery and tracking number is 1234, then can automatically the tracking link/URL be generated as www.delhivery.com/1234. Similary,Zoho Bookings form pre-filled with Zoho Forms in
Hi, I've got a contact page on my website and I'd like to have the option to book an appointment (redirected to zoho bookings page) after an option is submitted on the contact form. how would I go about doing this? thanksPre-orders at Zoho Commerce
We plan to have regular producs that are avaliable for purchase now and we plan to have products that will be avaliable in 2-4 weeks. How we can take the pre-orders for these products? We need to take the money for the product now, but the delivery willCustomer ticket creation via Microsoft Teams
Hi all, I'm looking to see if someone could point me in the right direction. I'd love to make it so my customers/ end users can make tickets, see responses and respond within microsoft teams. As Admin and an Agent i've installed the zoho assist app withinZoho Books' 2025 Wrapped
Before we turn the page to a new year, it’s time to revisit the updates that made financial management simpler and more intuitive. This annual roundup brings together the most impactful features and enhancements we delivered in 2025, offering a clearCan multiple agents be assigned to one ticket on purpose?
Is it possible to assign one ticket to two or more agents at a time? I would like the option to have multiple people working on one ticket so that the same ticket is viewable for those agents on their list of pending tickets. Is something like this currentlyThis user is not allowed to add in Zoho. Please contact support-as@zohocorp.com for further details
Hi Team, when I,m trying to create a email account (imagixmidia.com.br) it's showing this error >> This user is not allowed to add in Zoho. Please contact support-as@zohocorp.com for further details plz help me thanksNext Page