Kaizen #1 - Fields in CRM #API
Hey everyone, welcome to the Zoho CRM Developer Community series. The series is named 'Kaizen', meaning continuous improvement. Through these series of posts, we aim at resolving all the frequently asked questions, common hurdles, and discuss the best practices to be followed by the CRM developer community.
We have five different streams under kaizen. Each one is related to a different stream of CRM development—API v2.0, Functions, SDK, Mobile Development, and Widgets. Every post will be tagged under one of these streams with a hashtag(#). Based on your area of expertise, you can choose to follow any of them.
So, here is the drill:
- We will drop a few eggs of knowledge on a most discussed topic in our developer community forum, and tag it under one of the five streams.
- As always, you can keep the questions coming and kick start a productive discussion.
- The routine iterates every Friday.
Since this is our first forum post, we decided to start with something basic.
The problem
In ZohoCRM, data is organized into fields (individual chunks of data). For instance, 'First Name', 'Email', and so on.
As we are all aware, there are multiple field types available in Zoho CRM. Each field type has its limitations on the type and length of data that can be stored in that particular field. It is essential to adhere to these restrictions while inserting, updating, upserting data. If not, it can lead to unsuccessful requests and errors.
What you will learn from this post
In this post, we are going to walk you through the following, to give you a better idea of different field types in Zoho CRM and their role while inserting, updating, and upserting records.
- Different types of fields in Zoho CRM
- Details about each field type - [ data type, limitations (what type of characters are accepted), size ]
- Inserting records in Zoho CRM- with emphasis on fields [System-defined mandatory fields for each module]
- A few use-cases on inserting records in Zoho CRM
a. Different types of fields in Zoho CRM
Fields are used to store data in a structured way in Zoho CRM.
Based on how the data is stored, they are of two types:
(i) Read-only fields - For these fields, data is system generated. For instance, "created_by", "created_time", "last_activity_time", "modified_by", "modified_time", and so on. Users cannot modify these fields.
(ii) Read/Write fields - For these fields, data is set by the user. For instance, "first_name", "last_name", "email", and so on.
For custom fields and default fields, you can update this property by editing the field-permissions in the set-up screen in UI. You set the fields to be either read-only, read/write, or hidden.
Note that this property cannot be altered for system-defined mandatory and custom mandatory fields.
b. Details about each field type
Just like data types available in multiple programming languages, there are multiple field types in Zoho CRM, allowing you to store different types of data about your customers, users, vendors, and so on. For instance, we have 'Single Line' field type where you can store strings, it allows you to store all the alphanumeric and special characters within a length of 255 characters.
Apart from default fields, Zoho CRM allows you to create custom fields. Knowing about the field types is essential to pick the right kind of field type for your custom field. For instance, a 'phone' field type would be more appropriate for a custom-field that stores phone numbers than 'single line' type, since phone allows only numeric characters and '+' (to add extensions).
You can find the details about data types and restrictions about each field type in 'modules and fields' section in Zoho CRM UI. Through API, you can get the data type of the fields in a module using meta data API.
URL
{{api-domain-URL}}/crm/v2/settings?fields?module={module_API_name}
The following table gives you specific details about each field type in Zoho CRM and their limitations.
JSON type - tells in what format the field should be passed in request-body/ will be received in response
data type - tells the type of data that can be stored in a field with that particular field-type
Field-type | Limitations | Example |
Single Line JSON type - string data type - text | Accepts up to 255 characters. Accepts alphanumeric and special characters. | "Last_name": "Mike O'Leary" |
Multi-Line JSON type - string data type - textarea | Small - accepts up to 2000 characters. Large - accepts up to 32000 characters. You will not be able to use this field to create custom views, reports or other filters. Accepts alphanumeric and special characters. | "Description": "This is a sample description" |
Email JSON type - string data type - email | Accepts valid email IDs. | "Email": "merced@zylker.com" |
Phone JSON type - string data type - phone | Accepts up to 30 characters. This limit may vary based on the value configured in 'Number of characters allowed' in the properties pop-up of the field, in UI. Accepts only numeric characters and '+' (to add extensions). | "Phone": "9800000099" |
Picklist JSON type - string data type - picklist | You can either pass an existing pick list value or add a new one. The pick list value accepts all alphanumeric and special characters. | "Industry": "automobile" |
Multiselect pick list JSON type - jsonarray data type - multiselectpicklist | You can either pass existing pick list values or add a new one. The pick list value accepts all alphanumeric and special characters. | "Courses opted": [ "Analytics", "Big data" ] |
Date JSON type - string data type - date | Accepts date in yyyy-MM-dd format. | "Date": "2019-08-28" |
Date/time JSON type - string data type - datetime | Accepts date and time in yyyy-MM-ddTHH:mm:ss±HH:mm ISO 8601 format. | "Date_Time": "2019-08-28T20:32:36+05:30" |
Number JSON type - integer data type - integer | Accepts numbers up to 9 digits. This limit may vary based on the value configured in 'Maximum digits allowed' in the properties pop-up of the field, in UI. Accepts only numeric values. | "No. of employees": "350" |
Currency JSON type - double data type - currency | Before decimal point - accepts numbers up to 16 digits. This limit may vary based on the value configured in 'Maximum digits allowed' in the properties pop-up of the field, in UI. After decimal point - accepts precision up to 9 digits. This limit may vary based on the value configured in 'Number of decimal paces' in the properties pop-up of the field, in UI. Accepts only numeric values. | "Annual Revenue": 250000.90 |
Decimal JSON type - double data type - double | Before decimal point - accepts numbers up to 16 digits. This limit may vary based on the value configured in 'Maximum digits allowed' in the properties pop-up of the field, in UI. After decimal point - accepts precision up to 9 digits. This limit may vary based on the value configured in 'Number of decimal places' in the properties pop-up of the field, in UI. Accepts only numeric values. | "Decimal_1": 250000.50 |
Percent JSON type - double data type - double | Accepts numbers up to 5 digits. Accepts only numeric values. | "Percentage": 25 |
Long integer JSON type - string data type - bigint | Accepts numbers up to 18 digits. This limit may vary based on the value configured in 'Maximum digits allowed' in the properties pop-up of the field, in UI. Accepts only numeric values. | "EAN_Code":"0012345600012" |
Checkbox JSON type - boolean data type - boolean | Accepts only Boolean values(true,false). | "Email_Opt_Out": true |
URL JSON type - string data type - website | Accepts valid URLs. | "URL": "https://www.zylker.com" |
Lookup JSON type - jsonobject data type - lookup | Accepts unique ID of the record, which you can get through get records API. | "Owner": { "id":"4150868000000623001" } |
User data type - userlookup | This is a default look-up field to users in Zoho CRM. | "User": { "User_Name":"Patricia Boyle", "id":"4150868000000623001" } |
C. Inserting Records in Zoho CRM
Now that we have covered different field types and details about each field type, let us move on to inserting records in Zoho CRM.
System-defined mandatory fields for each module
While inserting records there are a few system-defined mandatory fields that you need to mention. Inorder to successfully insert records in Zoho CRM, make sure you enter user-defined mandatory fields too.
The following table gives you information about the system-defined mandatory fields and their field type in Zoho CRM:
Module | System-defined mandatory field |
Leads | "Last_Name" - Single Line |
| Contacts | "Last_Name" - Single Line |
Accounts | "Account_Name" - Single Line |
Deals | "Deal_Name"- Single Line "Stage" - Picklist |
Tasks | "Subject" - Multi Line |
Calls | "Subject" - Multi Line "Call_Type" - Picklist "Call_Start_Time" - Date/Time "Call_Duration" - Single Line |
Events | "Event_Title"- Single Line "Start_DateTime" - Date/Time "End_DateTime" - Date/Time |
Products | "Product_Name" - Single Line |
Quotes | "Subject"- Single Line "Product_Details" - Product Line Item |
Invoices | "Subject"- Single Line "Product_Details" - Product Line Item |
Campaigns | "Campaign_Name" - Single Line |
Vendors | "Vendor_Name"- Single Line |
Price Books | "Price_Book_Name"- Single Line "Pricing_Details"- JSON Array with "from_range", "to_range", "discount" |
Cases | "Case_Origin" - Picklist "Status"- Picklist "Subject" - Single Line |
Solutions | "Solution_Title"- Single Line |
Purchase Orders | "Subject"- Single Line "Vendor_Name"- Lookup "Product_Details" - Product Line Item |
Sales Orders | "Subject"- Single Line "Product_Details" - Product Line Item |
d. A few use-cases on inserting records in Zoho CRM
A few special cases while inserting records in Zoho CRM are as follows:
- Product Line Item
- Reminder
- Repeat
- Pricing_Details
- What_ID, Who_ID
- Participants
Every Zoho CRM API request body to insert, update, or upsert records should be given in the JSON format. To know the format for each of the above mentioned special cases, refer to our API guide.
Next 'Kaizen' - OAuth2.0 and Self Client #API
Access your files securely from anywhere
Zoho Developer Community
New to Zoho LandingPage?
Zoho LandingPage Resources
New to Zoho Survey?
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Bigin?
Topic Participants
Sneha Sridharan
carlos.interconnecta
Sticky Posts
Client Script | Update - Introducing Commands in Client Script!
Have you ever wished you could trigger Client Script from contexts other than just the supported pages and events? Have you ever wanted to leverage the advantage of Client Script at your finger tip? Discover the power of Client Script - Commands! CommandsKaizen #165 : How to call Zoho CRM APIs using Client Script
Welcome back to another exciting Client Script post! In this post, we will discuss one of the most frequently asked questions: How do you call Zoho CRM APIs from Client Scripts? In this kaizen post, 1. Ways to make calls to Zoho CRM APIs using ClientKaizen#162 : Add Tags and Open Pre-filled Email Drafts via Client Scripts
Hello everyone! Welcome to another informative Kaizen post. In this post, let us see how to accomplish the following using Client Script. 1. How to auto-tag a record based on field update? 2. How to Open a pre-filled email draft This post will provideExtension Pointers - JS SDK series #4: Managing data from a widget using ZOHO.CRM.HTTP
Handling and managing the data between two applications is a major factor for an efficient business. There are a variety of ways to handle data between Zoho CRM and other third-party applications. You can use deluge CRM tasks, create connectors, use APIKaizen #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
New to Zoho TeamInbox?
Zoho TeamInbox Resources
Zoho DataPrep Resources
Zoho CRM Plus Resources
Zoho Books Resources
Zoho Subscriptions Resources
Zoho Projects Resources
Zoho Sprints Resources
Qntrl Resources
Zoho Creator Resources
Zoho CRM Resources
Design. Discuss. Deliver.
Zoho Show Resources
Get Started. Write Away!
Writer is a powerful online word processor, designed for collaborative work.
Zoho CRM コンテンツ
-
オンラインヘルプ
-
Webセミナー
-
機能活用動画
-
よくある質問
-
Ebook
-
-
Zoho Campaigns
- Zoho サービスのWebセミナー
その他のサービス コンテンツ
Nederlandse Hulpbronnen
ご検討中の方
Recent Topics
Enable Sending Direct Messages to Self in Zoho Cliq
Hi, I would like to request a feature enhancement for Zoho Cliq to allow users to send direct messages to themselves. Currently, Zoho Cliq does not have the option to send a direct message to oneself. While creating a channel with just one member (theAdmin Access to Direct Messages in Zoho Cliq
Hi Zoho Cliq Team, We would like to request a feature enhancement to enable admin access to one-on-one conversations (direct messages) conducted through Zoho Cliq. Use Case: As administrators, there are situations where it becomes essential to accessNeed help with KPI Widget on Dashboard
What I am trying to accomplish seems simple, but I cannot figure it out. Please help. I would like to show in a KPI Comparison Widget: Number of Meetings (CRM) Held in Last 30 Days compared to Number of Meetings Held the previous 30 days (from the dateNeed to send message to slack channel from zoho people form
- I have setup slack connection in zoho people, it is successfully showing connected - I am using connection name to send message view custom function, but it is not working: response = invokeurl [ url :"https://app.slack.com/client/T78002gHF/C089773324"User tiers
I am trying to add tiers of users. I would like: Me - CEO Next Tier down - Managers Next tier down - All the salepeople reporting to each manager I can only seem to add myself with mansagers below. Surely I can add more tiers?Flow to follow up on trade fair contacts
Hi, Before we moved to Zoho we had some flows (sequences) in HubSpot to follow up on trade fair contacts. To explain further on this it had the following characteristics: New contacts could be added to the sequence When added a flow of communication started.Queries filtered by current page/record
I have been trying to use the new queries feature, and I can filter the query, but I'm coming unstuck because I don't understand how to make the query dynamically include the filter of the current record. ie if I'm on a deal, to filter all the recordsArticle Numbers for KB articles
Hello, I was wondering if it's possible to turn on article numbers/ part numbering for KB articles. If this is not already a feature, we'd like to request it. Frequently a solution will require multiple articles so tracking which articles are referencedAudit Log Export via API
Hello, Based on the documentation here https://www.zoho.com/crm/developer/docs/api/v7/create-export-audit-log.html I need to specify the scope ZohoCRM.settings.audit_logs.CREATE to create a log export. I've created a Self Client app but when I specifyZoho CRM API Credits & Limits for Workflow
Hi Team, Just wanted to clarify how the API credits work for Zoho CRM and workflows with custom functions. API Credits are based on your subscription and are set at the account level. You can buy additional credits if needed. For Enterprise customers,How to easy change layout in existing records in Deals?
Hello, So far i have used only 1 layout in Deals. I have about 1000 records. Now i want to make new layout. So i have 2 layouts: Layout Old (1000 records) Layout New (0 records) How to easy change layout from Layout Old into Layout New for existing records?Change Last Name to not required in Leads
I would like to upload 500 target companies as leads but I don't yet have contact people for them. Can you enable the option for me to turn this requirement off to need a Second Name? Moderation update (10-Jun-23): As we explore potential solutions for"Copy Field Values from one Module to another" how to use?
Hi everyone! I'm sorry if this question was already asked, I didn't find it! So let me explain: In my Tickets module, we have the custome field "customer type" where we indicate if it's a lead, user, etc... In the Contact module I used the "type" field with exactely the same entries. I would like when in the tickets module an operator choose an option that it automatically update it in the contact module. I found the "Copy Field Values from one Module to another" custom function which seems perfectNew Leave Type: Compensatory off
Hi, there is a new Leave Type: Compensatory off. Can someone tell me how to use it, because it sounds it could work for overtime compensation for our techs. Thanks AndreasIntroducing bot filtering for accurate analytics
Dear Zoho Campaigns Users, We're happy to introduce bot filtering to enhance the accuracy of your email campaign analytics. This new feature is designed to help you filter out bot-generated opens and clicks, which will ensure your campaign reports reflectIntroducing Zia LLM: Zoho’s in-house Generative AI solution for CRM's AI capabilities
Hello everyone, We're excited to announce the launch of our in-house Large Language Model (LLM) by Zia to power our AI offerings. What is LLM? LLM stands for Large Language Model, a powerful AI technology that processes and generates human-like text basedHow do I fix this? Unable to send message; Reason:554 5.1.8 Email Outgoing Blocked.
How do I fix this? Unable to send message; Reason:554 5.1.8 Email Outgoing Blocked.Zoho Desk Validation Rule Using Custom Function
Hi all, I tried to find the way to validate fields using custom function just like in Zoho CRM but to no avail. Is there a way to do this?Archive Option in Conversation View
Hello, I have a suggestion\request to add an "Archive Thread" button in conversation view of Zoho Mail. The best suggestion I have is to put an "Archive Thread" button next to the "Label Entire Thread" button in conversation view. Most users don't justPossible to backdate Stage shifts in Deals module?
I want to enter my organisation's historical dealflow data into the CRM and it's important that the Stage history is showing the correct dates in the past of when it happened. Is there a way for me to modify the "Modified Time" in the Stage History RelatedLayout Prompt when creating an oportunity
Hi There, Is there a way to create a pop-up prompt when I create a new Deal giving me the option of what layout to use based on a certain requirement? So, if the prompt had two options 1. is a new business Deal 2. is a renewal Deal Thanks in advanceConditional layouts - support for multi-select picklists
Hi, The documentation for conditional layouts says the following: "Layout Rules cannot be used on the following field types: Auto Number Lookup Multi Select Lookup User Lookup Formula File Upload Multi Line" I have a custom module with a multi-pick listElevating Email Security on Zoho Desk: DKIM Now Mandatory
Hello Zoho Desk Users! It has been a wonderful journey with you on Zoho Desk. As we welcome 2025, we are strengthening our efforts to ensure a secure and seamless experience for you. To enhance email security, DKIM configuration will be mandatory forHow to upload mass inventory quantity adjustment with batch number?
I wanted to clean-up our inventory list; however, I have trouble performing the task as I don't know how to mass upload inventory adjustment with batch numbers. I don't want to do it manually as there are if not thousands at hundreds of inventory trProduct sale report with margins
we unable to get the data as per product sale report with margins so we need help in thisCLIENT PORTAL (If clients can place orders directly on the portal)
Zoho client portal is excellent. Everything is there except one thing. Client should be able to place orders directly on the portal. This would enhance the portal and end users will be extremely happy. This suggestion infact came from one of our client.Is there provision to charge the attendees to join the webinar?
We want to host some webinar of public interest and want to charge them to participate in this. Does this feature in-build in the application? Offcourse, we will be having Razor pay account activated for these purpose.Zoho Vault App for Windows
Hello, is there a Windows app that can be used to access the passwords saved in Zoho Vault? Thank youEmails take up to 14 hours to arrive and often never arrive at all.
I've been on hold on your support phone for two hours. I spent an hour waiting to talk to somebody somebody finally picked up. They asked me to give them my ID number and when I found it, they were gone they didn't hang up. They just walked away fromEmails take up to 14 hours to arrive and often never arrive at all.
I've been on hold on your support phone for two hours. I spent an hour waiting to talk to somebody somebody finally picked up. They asked me to give them my ID number and when I found it, they were gone they didn't hang up. They just walked away fromPrint PO receipt
Hi I would like to print the PO receipt. There does not seem to be any way to do this. I track batch numbers and printing the PO does not show this. Only the receipt would show the details of the receipt. Currently I print the screen which does not have"We’ve fine-tuned Zoho Inventory..."
Every day I have this message at the top of my screen. I hit refresh everyday and then the next I see it again. What is being "fine-tuned" on a daily basis?How can the direct link to a ticket be created from ticket #?
Our agents will be using ZDesk but we will have to create direct link to tickets in another ERP by providing the Desk Ticket # Is there a way to create the direkt links from the ticket # alone? Do we have to use the API to get the direct links?Allow standard layout to be used/edited as a starting point for canvas
Hello, I would really love to improve the look of our CRM interface using Canvas but we have spent so much time customising the screens already (in standard view) that the thought of starting from scratch and building everything again, field by field,How to link to/displaya png stored in workdrive in a Creator HTML snippet?
How to link to/display png stored in workdrive in a Creator HTML snippet? I've tried it as a plain external link and as an iframe. The iframe works but is kinda slow...and I'd prefer to be able to do finer-grained positioning but referencing the png asHas anyone built a ticket export that allows Help Center users to export the tickets shown in the My Area list they are looking at?
Hi, We are moving to Zoho Desk soon. Our current support system displays an option in our help center allowing customers to export their Open, Closed, or all tickets based on which list they are looking at. We need to offer the same in Zoho Desk helpContemplating moving my site from WordPress to Zoho Sites
Hi Everyone, We currently find ourselves in a situation where we ant to review and update our current sites content. We are small business owners, not developers. We currently use a wide range of Zoho products. We sometimes think about the possibility of either moving or just starting from scratch on Zoho Sites. I would like to know if anyone has done this and of course the things that need to be considered. We have spent quite a bit of time getting our current site positioned organically and I guessUsing AVG in SQL Query
My current SQL Query is: SELECT "Client Info", avg("Revenue") FROM "Funded Deals" GROUP BY "Client Info" The current table that this is creating: Client Info avg(Revenue) Previous 4175 1st - New 3411 1st - Old 3013 Renew 3069 While this works as I hadUnified customer portal login
As I'm a Zoho One subscriber I can provide my customers with portal access to many of the Zoho apps. However, the customer must have a separate login for each app, which may be difficult for them to manage and frustrating as all they understand is thatTracking Implementations
We create Opportunities (Renamed Deals) with associated Quotes (renamed Products and Services). When we close the deal, we want to be able to track the implementation of each product separately. For instance, the client may have ordered Item A, Item BNext Page