Kaizen 217 Actions APIs Tasks

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. In this post, we will discuss the Automation Tasks API.
Zylker's admin have set up the email notification that notifies the team for different triggers. Team is notified when a deal is lost. But then, what should be the course of action? Does someone know to follow up? Is the reason for the loss being logged? Often, notifications create awareness but not accountability. That is the significance of tasks. Including Task details to Zylker's dashboard ensure the right people receive the right instructions.

This update to the dashboard will allow system admins to:
  1. audit the existing tasks,
  2. create new tasks,
  3. update existing tasks, and
  4. clean up inactive and unwanted tasks.

STEP 1: Discover and audit existing tasks

To get details of existing tasks in the system and audit them the admins at Zylker use GET Automation Tasks API.

Request to fetch all automation tasks:
GET {api-domain}/crm/v8/settings/automation/tasks

Request to fetch a specific automation task:
GET {api-domain}/crm/v8/settings/automation/tasks/{task_ID}

Zylker's admin has created an automation task for investigating the reason behind a lost deal. Below output JSON shows the details of the automation task such as name, id. Note that whenever an automation task is created in the system a new task is created in the task module. 

{
    "tasks": [
        {
            "created_time": "2025-11-07T12:29:18+05:30",
            "lock_status": {
                "locked": false
            },
            "editable": true,
            "module": {
                "api_name": "Deals",
                "id": "5843104000000002181"
            },
            "related_module": null,
            "deletable": true,
            "source": "crm",
            "created_by": {
                "name": "Patricia Boyle",
                "id": "5843104000000424672"
            },
            "notify": false,
            "feature_type": "workflow",
            "field_mappings": [
                {
                    "display_value": "Investigate loss reason for ${Deals.Deal Name}",
                    "field": {
                        "api_name": "Subject",
                        "id": "5843104000000002271"
                    },
                    "type": "merge_field",
                    "value": "Investigate loss reason for ${!Deals.Deal_Name}"
                },
                {
                    "display_value": "Trigger Date plus 3 day(s)",
                    "field": {
                        "api_name": "Due_Date",
                        "id": "5843104000000002273"
                    },
                    "type": "execution_time",
                    "value": {
                        "period": "days",
                        "unit": "3",
                        "trigger_field": "${CURRENTTIME}",
                        "sign": "plus"
                    }
                },
                {
                    "display_value": "Patricia Boyle",
                    "field": {
                        "api_name": "Owner",
                        "id": "5843104000000002269"
                    },
                    "type": "static",
                    "value": {
                        "name": "Patricia Boyle",
                        "id": "5843104000000424672"
                    }
                },
                {
                    "display_value": "Not Started",
                    "field": {
                        "api_name": "Status",
                        "id": "5843104000000002279"
                    },
                    "type": "static",
                    "value": "Not Started"
                },
                {
                    "display_value": "Highest",
                    "field": {
                        "api_name": "Priority",
                        "id": "5843104000000002281"
                    },
                    "type": "static",
                    "value": "Highest"
                }
            ],
            "modified_time": "2025-11-07T12:29:18+05:30",
            "associated": true,
            "modified_by": {
                "name": "Patricia Boyle",
                "id": "5843104000000424672"
            },
            "name": "Investigate loss reason for ${Deals.Deal Name}",
            "id": "5843104000006662001"
        }
    ]
}

This task makes sure that the reason for loss is properly analyzed and logged. This ensures that the same mistakes are not repeated and corrective action can be taken.
 

STEP 2: Create new automation task

At any company, proactive engagement with customers is crucial for customer retention, especially when they are new. At Zylker, the management decided to check in with the customer after 30 days of onboarding. The admin created an Automation Task to engage with the customer using the Create Automation Task API. 

Request to create an automation task for a follow up task: 
POST {api-domain}/crm/v8/settings/automation/tasks

{
  "tasks": [
    {
      "module": {
        "api_name": "Accounts",
        "id": "5843104000000002177"
      },
      "feature_type": "workflow",
      "field_mappings": [
        {
          "field": {
            "api_name": "Subject",
            "id": "5843104000000002271"
          },
          "type": "static",
          "value": "Customer Success Check-in"
        },
        {
          "field": {
            "api_name": "Due_Date",
            "id": "5843104000000002273"
          },
          "type": "execution_time",
          "value": {
            "period": "days",
            "unit": "30",
            "trigger_field": "${!Accounts.Created_Time}",
            "sign": "plus"
          }
        },
        {
          "field": {
            "api_name": "Owner",
            "id": "5843104000000002269"
          },
          "type": "static",
          "value": {
            "name": "John Smith",
            "id": "5843104000000424688"
          }
        },
        {
          "field": {
            "api_name": "Status",
            "id": "5843104000000002279"
          },
          "type": "static",
          "value": "Not Started"
        },
        {
          "field": {
            "api_name": "Priority",
            "id": "5843104000000002281"
          },
          "type": "static",
          "value": "Highest"
        },
        {
          "field": {
            "api_name": "Description",
            "id": "5843104000000002291"
          },
          "type": "merge_field",
          "value": "30-day follow-up with ${!Accounts.Account_Name}.Check adoption metrics and gather feedback."
        }
      ],
      "name": "Customer Success Check-in"
    }
  ]
}

Key fields 
  1. name : indicates the name of the automation task
  2. module: indicates the module for which the automation task is created
  3. field_mappings: consists of the field mappings of the fields to a record in tasks module. This consists of three main keys:
    1. field: indicates the API name and ID of the field  in the Tasks module records
    2. value: indicates the value of the field in the Tasks record
    3. type: denotes the type of value. The possible values for this field are merge_field, static, execution_time

For the field `Due_Date`, type is `execution_time` and value is `Account Created Time + 30 Days` as:

 "value": {
 "period": "days",
 "unit": "30",
 "trigger_field": "${!Accounts.Created_Time}",
 "sign": "plus"
 }

It forms the core of our solution to create a task 30 days after onboarding.

This ensures customer success team automatically follow up with new customers after their first month. It helps them to:
  1. measure product adoption,
  2. gather early feedback,
  3. identify potential issues, and
  4. strengthen customer relationships.

The task is automatically created, assigned, and scheduled without manual intervention.

STEP 3: Updating an automation task 

After using the customer success check-in for a while, the customer success gave their feedback to admin. They feel that the 30 day follow up is too soon and assigning the task as Highest priority is overwhelming. 
The admin updates the automation tasks to accommodate their feedback using the Update Automation Tasks API.

Request to update an automation task: 
PUT {api-domain}/crm/v8/settings/automation/tasks/5843104000006646001


{
  "tasks": [
    {
      "field_mappings": [
        {
          "field": {
            "api_name": "Due_Date",
            "id": "5843104000000002273"
          },
          "type": "execution_time",
          "value": {
            "period": "days",
            "unit": "60",//Changed from 30 to 60.
            "trigger_field": "${!Accounts.Created_Time}",
            "sign": "plus"
          }
        },
        {
          "field": {
            "api_name": "Priority",
            "id": "5843104000000002281"
          },
          "type": "static",
          "value": "High"///Changed from Highest to High.
        },
        {
          "field": {
            "api_name": "Description",
            "id": "5843104000000002291"
          },
          "type": "merge_field",
          "value": "60-day follow-up with ${!Accounts.Account_Name}.Check adoption metrics and gather feedback."// Description changed to account for the update to the task.
        }
      ]
    }
  ]
}


The admin has changed the execution time to `Account Created Time + 60 Days`, the priority from `Highest` to `High` and also the description to reflect the change in execution time.

STEP 4: Deleting tasks notifications 

Any unwanted or redundant task can be deleted using Delete Automation Tasks API.

Request to delete an automation tasks: 
DELETE {api-domain}/crm/v8/settings/automation/tasks/5843104000006678001
DELETE {api-domain}/crm/v8/settings/automation/tasks?ids=5843104000006646001,5843104000006646002

We hope that you find this post on Actions - Tasks APIs useful. If you have any feedback, please let us know in the comments, or reach out to us via support@zohocrm.com. 

    • Sticky Posts

    • 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.

    • Kaizen #226: Using ZRC in Client Script

      Hello everyone! Welcome to another week of Kaizen. In today's post, lets see what is ZRC (Zoho Request Client) and how we can use ZRC methods in Client Script to get inputs from a Salesperson and update the Lead status with a single button click. In this

    • 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 how

    • 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

    • Recent Topics

    • Darshan Hiranandani : How many participants can join a Zoho Meeting at once?

      Hi everyone, I'm Darshan Hiranandani, trying to find out the maximum number of participants that can join a Zoho Meeting at once. Has anyone here used Zoho Meeting for larger groups and can share their experience or knowledge about the participant limit?

    • Where is the scheduled report in New UI?

      Hi Team, Seems there is not such a field in New UI, hence I have to switch to old UI to handle request..

    • Approval Workflow for Purchase Orders Abrir

      The requirement is , that all purchase orders greater than or equal to 5000 go through an approval process from certain people, but within books I only see that the approvers can be by levels or any approver but we cannot enter a rule like these. Can

    • WeTravel + Zoho CRM Integration - Has Anyone Built a Connector or Extension?

      Hi all, I'm exploring options for integrating Zoho CRM with WeTravel (booking & payment platform for tour operators). Zapier seems to be the common method but seems limited. I'm wondering if anyone in the community has developed a more comprehensive solution,

    • Option in pipeline deal to select which hotel or branch or store if client has more than one local store

      Hi, I would like to know if there is an option in the deal pipeline to select which hotel, branch, or store a deal is related to—if the company has more than one location. For example, I have a client that owns several hotels under the same company, and

    • Undo article like/dislike

      It seems to be not possible to undo your like/dislike for an article. Would be great if you can. Kind regards, Helen

    • Nested notebooks

      Dear Sir/Madam, I would like to know if it is possible to nest notebooks. It would be very helpful when there are too many, as it would improve organization. Thank you for your response. Best regards.

    • Tax in Quote

      Each row item in a quote has a tax value. At the total numbers at the bottom, there is also a Tax entry. If you select tax in both of the (line item, and the total), the tax doubles. My assumption is that the Tax total should be totalling the tax from

    • Issue with "Send Email" from Quotes not loading Email Template data

      Hi everyone, I'm currently experiencing an issue when using the "Send Email" option from a Quote record in Zoho CRM. What’s happening: When I go to the Quotes module and select a record, then click Send Email, the attached file (Quote) correctly pulls

    • Dynamically Fetching Lookup Field Display Value

      I have an audit trail form, Audit_Changes, that tracks old vs new values across different forms. For lookup fields, the old/new value is the ID, but I also need the display value. What's a best practice for dynamically fetching the display value of the

    • Stop Scrolling, Start Asking: Meet Zia for Your Files

      Hey everyone 👋 The era of 'scrolling and searching' is officially over. Whether it's a dense legal contract or a long meeting recording, searching for specific details is a massive time-sink. We think you should be able to interact with your files, not

    • Introducing a smarter, faster, and more flexible charting experience

      Hello Zoho Sheet users, We're delighted to share the latest news about a major update to charts in Zoho Sheet! The new version supports dynamic data ranges, granular styling options, faster loading, and other interesting enhancements that allow you to

    • How to create a new Batch and update Stock via Inventory?

      Hi everyone, We are building an automation where a user enters batch details (Batch Number, Mfg Date, Expiry, and Quantity) into a Custom Module. I need this to trigger an API call to Zoho Inventory to: Create the new batch for the item. Increase the

    • How do I open MSG files in Microsoft Word?

      If you want to open MSG files in Microsoft Word is not natively supported, as MSG is an email file format created by Microsoft Outlook. However, there are professional approaches to access MSG content in Word. First, open the MSG file in Outlook and copy

    • Unable to charge GST on shipping/packing & Forwarding charges in INDIA

      Currently, tax rates only apply to items. It does not apply tax to any shipping or packing & forwarding charges that may be on the order as well. However, these charges are taxable under GST in India. Please add the ability to apply tax to these charges.

    • How to add packing & forwarding charge in purchase order & quotation???

      Hello Zoho Team I have just started using Zoho for my company and I wanted to make purchase order. My supplier charges fix 2% as packing & forwarding on Total amount of material and then they charge me tax. For example, Material 1 = 100 Rs Material 2

    • How to create a boxplot chart in Zoho Analytics?

      Hi, I'm looking forward to making a boxplot in Zoho Analytics, either with all my data or with a time segmentation. No documentation or YouTube video explaining that was found. I guess this is a feature gap. How feasible would it be to add this to Analytics?

    • What are the create bill API line item requiered fields

      While the following documentation says that the line items array is requiered it doesn't say what if any files are requiered in the array. Does anyone know? API documentation: https://www.zoho.com/inventory/api/v1/bills/#create-a-bill I'm trying to add

    • WorkDrive issues with Windows Explorer Not Responding

      We are using WorkDrive to collaborate on editing video content. We have a lot of files and quite a few are a few gigs. Recently anytime I try and work with the files Explorer freezes for a couple minutes whether it's dragging the files into Premiere or

    • Connecting Zoho Inventory to ShipStation

      we are looking for someone to help connect via API shipStation with Zoho inventory. Any ideas? Thanks. Uri

    • Where is the settings option in zoho writer?

      hi, my zoho writer on windows has menu fonts too large. where do i find the settings to change this option? my screen resolution is correct and other apps/softwares in windows have no issues. regards

    • Using IMAP configuration for shared email inboxes

      Our customer service team utilizes shared email boxes to allow multiple people to view and handle incoming customer requests. For example, the customer sends an email to info@xxxx.com and multiple people can view it and handle the request. How can I configure

    • When Does WorkDrive integrate with Books?

      When Does WorkDrive integrate with Books?

    • POP mailbox limits

      If I am accessing a remote POP mail server using Zoho Mail is there a mailbox quota for the account or is it all related to my mail account storage limits?

    • Warranty Service and Repair in Zoho FSM

      Hi There, We are a retail store that sells products and also performs installations and repairs. Our field technicians handle this work. Some repairs are covered by manufacturers, who reimburse us for both parts and labour. In these cases, we perform

    • Zoho Sheet for Desktop

      Does Zoho plans to develop a Desktop version of Sheet that installs on the computer like was done with Writer?

    • WhatsApp phone number migration

      Hi @Gowri V and @Pheranda Nongpiur, Thanks for implementing the promised enhancements to the integration between Zoho CRM and WhatsApp. The previous discussion has been locked, so I'm opening this new one. I am copying below a specific

    • WebDAV support

      I need WebDAV support so that I can upload/download (and modify) documents from my local file system. Is anything planned in his direction?

    • Suggestions for Improved Table Management and Dashboard Filter Controls in Zoho Analytics

      Dear Zoho Analytics Community, I hope you are doing well. I would like to share a few suggestions based on issues I am currently experiencing while working with visualizations and dashboards. Firstly, when I create a new visualization using the Sales-Order

    • SPF: HELO does not publish an SPF Record

      I am using Zoho mail. Completed all of the required prerequisites from the dashboard to avoid any issues with mail delivery. But when checking on mail-tester.com getting the following error. Can anyone help me solve this?

    • How do I create an update to the Cost Price from landed costs?

      Hi fellow Zoho Inventory battlers, I am new to Zoho inventory and was completely baffled to find that the cost price of products does not update when a new purchase order is received. The cost price is just made up numbers I start with when the product

    • Price Managment

      I have been in discussions with Zoho for some time and not getting what I need. Maybe someone can help explain the logic behind this for me as I fail to understand. When creating an item, you input a sales rate and purchase rate. These rates are just

    • Actual vs Minimum

      Hi all, I am sure I am not the only one having this need. We are implementing billing on a 30-minute increment, with a minimum of 30 minutes per ticket. My question is, is there a way to create a formula or function to track both the minimum bill vs the

    • Generate leads from instagram

      hello i have question. If connect instagram using zoho social, it is possible to get lead from instagram? example if someone send me direct message or comment on my post and then they generate to lead

    • Kaizen #234 - Automating Deal Handoff with Zia Assistant API, Workflow, Deluge, and Widget in Zoho CRM

      Hello all! Welcome back to a fresh Kaizen week. In this post, we will explore how to automate the deal handoff process in Zoho CRM using Zia Assistant API + Workflow + Deluge + Widgets. Here’s how the final output looks when a deal is reassigned 1. Deal

    • How do you print a refund check to customer?

      Maybe this is a dumb question, but how does anyone print a refund check to a customer? We cant find anywhere to either just print a check and pick a customer, or where to do so from a credit note.

    • Ability to assign Invoice Ownership through Deluge in FSM

      Hi, As part of our process, when a service appointment is completed, we automated the creation of the invoice based on a specific business logic using Deluge. When we do that, the "Owner" of the invoice in Zoho FSM is defaulted to the SuperAdmin. This

    • All new Address Field in Zoho CRM: maintain structured and accurate address inputs

      Availability Update: 29 September 2025: It's currently available for all new sign-ups and for existing Zoho CRM orgs which are in the Professional edition exclusively for IN DC users. 2 March 2026: Available to users in all DCs except US and EU DC. Latest

    • Enhancement to ICR’s field prompting: Preferred data extraction using advanced field prompting

      Dear Customers, We hope you’re well A quick background Intelligent Character Recognition (ICR) comes as part of Zia’s optical recognition capability called Zia Vision. When we introduced it last April, the data extraction was training-based and was applicable

    • See a list of all records enrolled in a cadence?

      I am looking for a way to see a list of all leads or contact currently enrolled in a cadence. I do not see any way to do this through the cadence UI.

    • Next Page