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:
- audit the existing tasks,
- create new tasks,
- update existing tasks, and
- 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 ${Deals.Deal Name}", "id": "5843104000006662001" } ] } |
This task makes sure that the reason for loss is properly analyzed and logged. This ensures that the same mistakes are not repeated and corrective action can be taken.
STEP 2: Create new automation task
At any company, proactive engagement with customers is crucial for customer retention, especially when they are new. At Zylker, the management decided to check in with the customer after 30 days of onboarding. The admin created an Automation Task to engage with the customer using the Create Automation Task API.
Request to create an automation task for a follow up task:
POST {api-domain}/crm/v8/settings/automation/tasks
|
Key fields
- name : indicates the name of the automation task
- module: indicates the module for which the automation task is created
- field_mappings: consists of the field mappings of the fields to a record in tasks module. This consists of three main keys:
- field: indicates the API name and ID of the field in the Tasks module records
- value: indicates the value of the field in the Tasks record
- type: denotes the type of value. The possible values for this field are merge_field, static, execution_time
For the field `Due_Date`, type is `execution_time` and value is `Account Created Time + 30 Days` as:
"value": {
"period": "days",
"unit": "30",
"trigger_field": "${!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:
- measure product adoption,
- gather early feedback,
- identify potential issues, and
- 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.
Topic Participants
Mable Mary M P
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 thisKaizen #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 are
Recent Topics
3/18 オンライン勉強会のお知らせ Zoho ワークアウト （無料）
ユーザーの皆さま、こんにちは。コミュニティチームの中野です。 3月開催のZoho ワークアウトの開催が決定しましたのでご案内します。 今回はZoomにて、オンライン開催します。 ▶︎参加登録はこちら（無料） https://us02web.zoom.us/meeting/register/BoNTN7zYR8OvOPGShqBY0A ━━━━━━━━━━━━━━━━━━━━━━━━ Zoho ワークアウトとは？ Zoho ユーザー同士で交流しながら、サービスに関する疑問や不明点の解消を目指すイベントです。New 2026 Application Themes
Love the new themes - shame you can't get a little more granular with the colours, ie 3 different colours so one for the dropdown menu background. Also, I did have our logo above the application name but it appears you can't change logo placement positionPlaceholder format in Number field does not reflect Max Digits configuration
When the Max Digits (Maximum digits of number) property is set to a smaller value (for example, 2 digits), the placeholder in the input field still displays a 7-digit format (#######). The same behavior can also be observed in Decimal and Currency fieldHow does SKU work when selling products in parts in Zoho Inventory
Hello everyone, Zoho Inventory does not understand the physical cutting of the piece.. It only tracks quantities of the unit (like feet ). So when you sell part of an item, the system simply reduces quantity for that SKU. Assume that i have a 50 ft longAbility to Attach Record-Specific Files Automatically in Workflow Email Templates
Currently in Zoho CRM, email templates allow attachments to be added, but these attachments are static and remain the same for every recipient. There is no straightforward option to automatically attach a file that is stored within the specific CRM recordCRM Cadences - working timesThe Friday afternoon? The next Monday morning? Not at all?
I think I’m writing saying that cadence emails are only sent during the organisations set working hours in CRM. So if a particular email is set to send for example in three days and that lands on a Sunday (when working hours are not operational) whenCRM Cadences - working times
I think I’m right in saying that cadence emails are only sent during the organisations set working hours in CRM. So if a particular email is set to send for example in three days and that lands on a Sunday (when working hours are not operational) whenPush Notification for New Bookings in Zoho Bookings App
when a someone schedules an appointment through the booking page, is there any option to receive a push notification in the mobile app?Intergrating multi location Square account with Zoho Books
Hi, I have one Square account but has multiple locations. I would like to integrate that account and show aggregated sales in zoho books. How can I do that? thanks.Add the same FROM email to multiple department
Hi, We have several agents who work with multiple departments and we'd like to be able to select their names on the FROM field (sender), but apparently it's not possible to add a FROM address to multiple departments. Is there any way around this? Thanks.Zoho Desk View Open Tickets and Open Shared Tickets
Hi, I would like to create a custom view so that an agent can view all the open tickets he has access to, including the shared tickets created by a different department. Currently my team has to swich between two views (Open Tickets and Shared Open Tickets).Clone Banking Transaction
Why is there no option to CLONE a Transaction in the Banking module?? I often clone Expenses (for similar expense transactions each month) so I would also like to clone Income transactions. But there is no option in Banking to clone an existing IncomeZoho Expense - Bi-Weekly Report Automation
Hi Zoho Expense Team, My feature request is to please include an option to automate creation of reports bi-weekly (every 2 weeks)Application Architecture in Zoho Creator: Why You Should Think About It from the Start
Many companies begin using Zoho Creator by building simple forms to automate internal processes. This is natural — the platform is extremely accessible and allows applications to be built very quickly. The challenge begins to appear when the applicationArquitetura de Aplicações no Zoho Creator: Por que pensar nisso desde o início
Muitas empresas começam a utilizar o Zoho Creator criando formulários simples para automatizar processos internos. Isso é natural — a plataforma é extremamente acessível e permite construir aplicações rapidamente. O problema começa a aparecer quando aDark Mode - Font Colors Don't Work
When editing a document in Dark Mode and selecting font colors, they don't show up on screen. Viewing/editing the same document in Light Mode shows them just fine.How to Customize & Reorder Spaces in Zoho One 25 (Spaces UI) — Admin Tips Not in the Docs
Hey Zoho Community, After digging around in the new Spaces UI, I found a couple of admin features that aren't well documented yet but are really useful. Sharing here in case others are looking for the same things. 🔁 How to Change the Default Space UsersSystem Components menu not available for Tablet to select language
I have attached a screenshot of my desktop, mobile, and tablet menu builder options. I am using 2 languages in my application. Language Selection is an option under the System Components part of the menu, but only for my desktop and phone(mobile). MyApprovals in Zoho Creator
Hi, This is Surya, in one of my creator application I have a form called job posting, and I created an approval process for that form. When a user submits that form the record directly adding to that form's report, even it is in the review for approval.How Zoho Desk contributes to the art of savings
Remember the first time your grandmother gave you cash for a birthday or New Year's gift, Christmas gift, or any special day? You probably tucked that money safely into a piggy bank, waiting for the day you could buy something precious or something youEstimate PDF Templates - logo too large
Hello, I cloned a standard estimate template, but my logo is showing up much larger than intended. This doesn’t happen with the standard invoice template, where the logo displays correctly. How can I adjust the logo size in the estimate template? ThankSelect CRM Custom Module in Zoho Creator
I have a custom module added in Zoho CRM that I would like to link in Zoho creator. When I add the Zoho CRM field it does not show the new module. Is this possible? Do i need to change something in CRM to make it accesible in Creator?Invoice emails not sending but reminders are
I am a new user. I have been creating some dummy invoices before I go live and have struck a block. Emails for the invoice are not being recieved by the recipient, however, when I send a reminder for the same invoice the email is sent. NOTE: I have checkedDeleted account recovery
I ended up accidentally deleting our Zoho invoice account while trying to work something out. Emailed support for recovery and restoration of the deleted account, if possible, but they responded by saying they can't find an account associated with thatDevis et factures multipage coupées
Bonjour, je suis sur Zoho invoice et je rencontre un problème sur mes devis et factures lorsqu'ils dépassent 1 page. je me retrouve souvent avec des lignes coupées ou le sous total page 1 et le total page 2. j'aimerai savoir s'il existe une possibilitéCustom Related List Inside Zoho Books
Hello, We can create the Related list inside the zoho books by the deluge code, I am sharing the reference code Please have a look may be it will help you. //..........Get Org Details organizationID = organization.get("organization_id"); Recordid = cm_g_a_data.get("module_record_id");Zoho Meeting - Feature Request - Introduce an option to use local date and time formating
Hi Zoho Meeting Team, My feature request is to add an option for dates to be displayed in the users local format. This is common practice across Zoho applications and particularly relevant to an application like Zoho Meeting which revolves around dateCannot 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 isHow can Outlook 365 link back into Zoho Projects so meetings and events in Outlook calendar show in Zoho?
We use Outlook 365 for our emails and diaries and have integrated Zoho Projects with Office 365. One challenge we face is getting Zoho Projects to recognise when we have meetings and events in Outlook and not allow project managers to assign tasks over that period. Is there a way to resolve this? ThanksOn Edit Validation Blueprint
Hello, I have a notes field and a signature field. When the Approve button is clicked, the Signature field will appear and must be filled in. When the Reject button is clicked, the Notes field will appear and must be filled in. Question: Blueprint willZoho Invoice en Navarra (Spain)
Hola, ¿Alguien usa Zoho Invoice en la Comunidad Foral de Navarra? En Navarra tenemos un sistema tributario diferente y no aplica Verifactu (la Hacienda Foral de Navarra ha anunciado su alternativa, NaTicket, pero no ha informado cuándo entrará en vigor).Emails from Zoho are getting blocked due to Zoho IP address being blacklisted
This is the info I got from my hosting provider – please address this issue immediately. I don’t expect this from such a big household name. Every single invoice I have sernt it not being received by my clients, all being blocked. All of a sudden. Asagentid : Where to find?
I've been looking around for this agenId to check for the total ticket assigned on a specific agent url :"https://desk.zoho.com/api/v1/ticketsCountByFieldValues?departmentId=351081000000155331&agentId=35108xxxxxx132009&field=statusType,status" type :GETZoho DataPrep integration with OpenAI (beta)
We are thrilled to announce Zoho DataPrep's integration with OpenAI. The public beta roll-out opens up three features. Users who configure their OpenAI Organizational ID and ChatGPT API key (Find out how) will be able access the features. The featuresAI Bot and Advanced Automation for WhatsApp
Most small businesses "live" on WhatsApp, and while Bigin’s current integration is helpful, users need more automation to keep up with volume. We are requesting features based on our customer Feedbacks AI Bot: For auto-replying to FAQs. Keyword Triggers:Setting total budget hours for a specific project
Hi there, I work on a lot of projects that have fixed budget hours. Is there a way to enter the total budgeted hours so i can track progress and identify when hours have been exceeded. I see in the projects dashboard there is a greyed out text sayingClone entire dashboards
If users want to customize a dashboard that is used by other team members, they can't clone it in order to customize the copy. Instead they have to create the same dashboard again manually from scratch. Suggestion: Let users copy the entire dashboardIntroducing Formula Fields for performing dynamic calculations
Greetings, With the Formula Field, you can generate numerical calculations using provided functions and available fields, enabling you to derive dynamic data. You can utilize mathematical formulas to populate results based on the provided inputs. ThisGetting started with Zoho PDF Editor
Hello users, If you are new to Zoho PDF Editor or aren't sure of its full potential, then this article is for you. Zoho PDF Editor is a free online PDF editing tool, that allows you to upload and edit PDFs, insert text and images, add fillable and e-signatureZoho Projects - Cloning a task does not trigger task workflow when created
Hello! I have a Project where my team uses a set of tasks from a tasklist as templates, so we could simply clone it and drag it to another list in kanban view to avoid creating a new one from scratch. The process works well, but after cloning it the newNext Page