Kaizen #105 - Functions, Integration Tasks, and API Credits - Part 1
Hello everyone!
Welcome back to another week of Kaizen!
In today's post, we will discuss functions, integration tasks, how they consume API and function credits.
In the next post, we will discuss connections, the difference between integration tasks and invoke URL in functions, how authentication happens for invoke URLs, and their credit consumption pattern.
What are functions in CRM?
A business involves multiple processes that cater to specific needs, like managing the sales pipeline, automating the flow of data between modules or different third-party systems, etc.
Zoho CRM gives you a wide range of options to achieve your business goals in the form of pre-defined functions under Setup > Developer Space > Functions. You can tweak these functions and associate them to workflows, blueprints, approval processes, circuits amongst many others, at just the click of a button.
While it is understandable that every business' needs are different, and the pre-defined functions, albeit very generic and most-commonly used, may not suit every business, Zoho CRM allows you to write your own functions specific to your needs.
More details on functions, here.
You can use Zoho's Deluge scripting language to write your own functions in a simple drag-and-drop function editor under Setup > Developer Space > Functions.
Integration tasks
We talked about how functions solve your business cases. How exactly do they do it?
Let's say you want to create a record in Zoho CRM using Functions. Instead of having to add values to every field the traditional way in web UI, functions have integration tasks that make working with records a lot easier as they act as API wrappers. These integration tasks help you make direct API calls without having to write code manually to handle API endpoints, HTTP methods, request parameters, or authentication mechanisms. What's more? They accept the input as function arguments in key-value pairs, much like JSON.
How are integration tasks beneficial to you?
When you use multiple Zoho products, data flow between them becomes much simpler and easier through integration tasks.
Your code becomes concise and easy to interpret.
As the integration tasks are essentially API wrappers, you do not have to worry about authorization as these integration tasks are considered as API calls triggered by the org's admin.
For today's post, let us discuss the function Converting a Sales Order to a Purchase Order, that uses integration tasks.
A gist of the code:
- Use the getRecordById integration tasks to get the ID of the Sales Order you want to convert to a Purchase Order
- Get the details of the product line items in the sales order, iterate through each of them, and add them to a map.
- Put these in another map to be used in the Purchase Order.
- Use the createRecord integration task and pass the new map to create a purchase order with the details from the sales order.
Here is the code:
Note that this function takes the soID(sales order ID) as the argument.
respMap = zoho.crm.getRecordById("Sales_Orders",input.soId.toLong()); productDet = ifnull(respMap.get("Product_Details"),""); pdlist = List(); for each eachProd in productDet { productvalue = eachProd.get("product"); proid = productvalue.get("id"); proname = productvalue.get("name"); mp = Map(); mp.put("product",{"name":proname,"id":proid}); mp.put("quantity",ifnull(eachProd.get("quantity"),"0").toLong()); mp.put("list_price",ifnull(eachProd.get("list_price"),"0.0").toDecimal()); mp.put("discount",ifnull(eachProd.get("discount"),"0.0").toDecimal()); mp.put("total",ifnull(eachProd.get("total"),"0.0").toDecimal()); mp.put("net_total",ifnull(eachProd.get("net_total"),"0.0").toDecimal()); pdlist.add(mp); } paramap = Map(); paramap.put("Product_Details",pdlist); paramap.put("Subject",ifnull(respMap.get("Subject"),"")); paramap.put("Contact_Name",ifnull(respMap.get("Contact_Name"),"").get("id")); paramap.put("Account_Name",ifnull(respMap.get("Account_Name"),"").get("id")); paramap.put("Owner",ifnull(respMap.get("Owner"),"").get("id")); paramap.put("Sales_Order",ifnull(respMap.get("id"),"")); paramap.put("Terms_and_Conditions",ifnull(respMap.get("Terms_and_Conditions"),"")); paramap.put("Description",ifnull(respMap.get("Description"),"")); paramap.put("Adjustment",ifnull(respMap.get("Adjustment"),"0.0").toDecimal()); paramap.put("Discount",ifnull(respMap.get("Discount"),"0.0").toDecimal()); paramap.put("Tax",ifnull(respMap.get("Tax"),"0.0").toDecimal()); paramap.put("Shipping_Cuty",ifnull(respMap.get("Shipping_Cuty"),"")); paramap.put("Shipping_Code",ifnull(respMap.get("Shipping_Code"),"")); paramap.put("Shipping_Method",ifnull(respMap.get("Shipping_Method"),"")); paramap.put("Shipping_State",ifnull(respMap.get("Shipping_State"),"")); paramap.put("Shipping_Street",ifnull(respMap.get("Shipping_Street"),"")); paramap.put("Status",ifnull(respMap.get("Status"),"")); createResp = zoho.crm.createRecord("Purchase_Orders",paramap); info paramap; info createResp; |
Here is the response:
This is the Purchase order created from the sales order.
I have associated this function to a workflow that converts a sales order to a purchase order, every time a sales order is created or updated.
How is authentication handled for integration tasks?
Functions with integration tasks are triggered by actions like workflows, blueprints etc. These triggers are org-wide and not restricted to specific sets of users. So, the integration tasks are executed as if the actions are done by the org’s admin.
API and Function Credits
Just like how APIs consume credits, integration tasks consume API credits, too.
The number of credits depends on the integration task you have used. For example, if you use the createRecord integration task, it consumes the same credits as the create records API. Similarly, the getRecordById integration task consumes the same credits as the Get Records API.
This is in addition to the function credits.
So, for the above function, the following are the various limits applied:
- API credits - 2 - one each for getRecordById and createRecords integration tasks.
- Function credits - 1
Where can you find the usage stats?
API Dashboard
Apart from API credit consumption, the API dashboard also gives you the details of the credits consumed by integration tasks.
The "Credits Usage" section shows you the credits specific to integration tasks. As you can see, out of the total available 56000 credits, 36 credits are consumed. Out of these 36 credits, 32 are from integration tasks.
The "Credits by Applications/Functions" pie chart gives you the credit consumption by each function or app.
When you click on one of them, you will see the details.
Functions Dashboard
The "Most Credits Consumed Functions" chart gives you the details of the functions that have consumed credits higher than most.
We hope you found this post useful. Next week, we will discuss Connections, invoke URLs and more.
Let us know what you think in the comments, or drop us an email at support@zohocrm.com.
Cheers!
Access your files securely from anywhere
Centralize Knowledge. Transform Learning.
All-in-one knowledge management and training platform for your employees and customers.
New to Zoho Recruit?
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
Shylaja S
Pablo Silva Osorio
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
New to Zoho TeamInbox?
Zoho TeamInbox 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
Can't edit Segments
Happening with 2 different Zoho One environments, in different browsers. Please fix.Zoho Sheet for Desktop
Does Zoho plans to develop a Desktop version of Sheet that installs on the computer like was done with Writer?From Zoho CRM to Paper : Design & Print Data Directly using Canvas Print View
Hello Everyone, We are excited to announce a new addition to your Canvas in Zoho CRM - Print View. Canvas print view helps you transform your custom CRM layouts into print-ready documents, so you can bring your digital data to the physical world withTransfer ownership of files and folders in My Folders
People work together as a team to achieve organizational goals and objectives. In an organization, there may be situations when someone leaves unexpectedly or is no longer available. This can put their team in a difficult position, especially if thereConsumer Financing
Does Zoho currently have a payment gateway (such as Stripe, Square, etc) which offers financing for customers? So, let's say the estimate we give the customer is greater than what they can afford at the time, but we can sell the service now, letting themHow can Data Enrichment be automatically triggered when a new Lead is created in Zoho CRM?
Hi, I have a pipeline where a Lead is created automatically through the Zoho API and I've been trying to look for a way to automatically apply Data Enrichment on this created lead. 1) I did not find any way to do this through the Zoho API; it seems likevalidation rules doesn't work in Blueprint when it is validated using function?
I have tried to create a validation rule in the deal module. it works if I try to create a deal manually or if I try to update the empty field inside a deal. but when I try to update the field via the blueprint mandatory field, it seems the validationSubform edits don't appear in parent record timeline?
Is it possible to have subform edits (like add row/delete row) appear in the Timeline for parent records? A user can edit a record, only edit the subform, and it doesn't appear in the timeline. Is there a workaround or way that we can show when a userZoho CRM - Option to create Follow-Up Task
When completing a Zoho CRM Task, it would be very helpful if there was an option to "Complete and Create Follow-Up Task" in the pop-up which appears. It could clone the task you are closing and then show it on the screen in edit mode, all the user wouldMandatory Field - but only at conversion
Hello! We use Zoho CRM and there are times where the "Lead Created Date & Time" field isn't populated into a "Contractor" (Account is the default phrase i believe). Most of my lead tracking is based on reading the Lead Created field above, so it's importantZoho CRM for Everyone's NextGen UI Gets an Upgrade
Hello Everyone We've made improvements to Zoho CRM for Everyone's Nextgen UI. These changes are the result of valuable feedback from you where we’ve focused on improving usability, providing wider screen space, and making navigation smoother so everythingFile Upload field automatically replaces spaces with underscores – support experience
Hi everyone, I want to share my recent experience regarding the File Upload field behavior in Zoho Creator and my interaction with the Zoho support team. When a user uploads a file, the system automatically renames the document by replacing spaces inDeluge function to copy parent record file upload field to child record file upload field
I'm stuck trying to write a deluge function that is triggered via automation in child record "Appointments," confirms if a file is in file upload "Report" field of parent "Contacts" record via Contacts lookup field "Contact_Name". If no file is in parentZoho Books Sandbox environment
Hello. Is there a free sandbox environment for the developers using Zoho Books API? I am working on the Zoho Books add-on and currently not ready to buy a premium service - maybe later when my add-on will start to bring money. Right now I just need aMake panel configuration interface wider
Hi there, The same way you changed the custom function editor's interface wider, it would be nice to be able to edit panels in pages using the full width of the screen rather than the currently max-width: 1368px. Is there a reason for having the configuration panel not taking the full width? Its impossible at this width to edit panels that have a lot of elements. Please change it to 100% so we can better edit the layouts. Thanks! B.Image Compression Options
Much better if we have level of options to compress the image [20%, 40%...] We are dealing with service reports daily that has before and after photos (image field)- the file size too large and one thing, the current limit is 10mb or 15mb for reportCannot get code to work with v2.mergeAndStore!
Please can someone help me pass subform items into a repeating mail merge table row using v2.mergeAndStore? I have a mail merge template created in Writer and stored in Workdrive. This template is referenced by a custom CRM function which merges all ofHow to hide or archive a blog post temporarily in Zoho commerce website builder?
I would like to temporarily hide or archive a blog post in zoho commerce website builder so that it doesnt appear on my website till I enable it again. I tried to look for this option but could not find it. It only allows me to permanently delete a blogFounders using Zoho — are you leveraging Zoho Campaigns + Zoho Social for thought leadership… or just sending emails?
I’ve noticed something interesting in the Zoho ecosystem. Many founders use Zoho Campaigns and Zoho Social for basic marketing—newsletters, scheduled posts, and announcements. But very few are using these tools strategically to: • Position themselvesWATERFALL CHART IN ZOHO ANALYTICS
Hi Team, I would like to know whether Zoho Analytics currently supports a Waterfall Chart as a built-in visualization type. If yes, could you please share the steps to create one? If not, is there any workaround or recommended method to build a WaterfallHow to mix different types of inputs (such as dropdown list and textbox)
Hi, I'm creating a form called "Room Reservations" for a company. I created a "table" using "Matrix Choice". I created "Room 1", "Room 2" and "Room 3" with the "Questions". I would then like to create two columns with the "Answers", one called "Department"Full Context of Zoho CRM Records for Zia in Zoho Desk for efficient AI Usage
Hello everyone, I have a question regarding the use of Zia in Zoho Desk in combination with CRM data. Is it possible to automatically feed the complete context of a CRM record into Zia, so that it can generate automated and highly accurate responses forAbility 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. ThisReply to Email for SO/PO
Hello, We are new to Zoho Books and running into an issue. Our support@ email is our integration user. When our team is sending out PO/SO's we are updating the sender email, but for some reason many of our responses are coming back to our support@ emailHow to Convert NSF to PST Format Effortlessly? - SYSessential
It is highly recommended to obtain the error-free solution of the SYSessential NSF to PST converter to convert NSF files from Lotus Notes. Using this professional software, it becomes easier to convert all NSF database items, including emails, journals,Zoho Commerce - Poor Features Set for Blogging
Hi Zoho Commerce team, I'm sure you will have noticed that I have been asking many questions about the Blogs feature in Commerce. I thought that it would be useful if I share my feedback in a constructive way, to highlight the areas which I feel needPass shipping info to payment gateway Zoho Books to Authorize.net
For some reason the integration from Zoho books to Authorize.net does not pass the shipping address. Authorize.net is ready to receive it, but zoho books does not send itMassive Zoho Books failure
We have not received any communication or notification from Zoho, but we have detected that Zoho Books is not working for all our users. We cannot access or use Zoho Books. This is critical. We are trying to contact Zoho on the Spain telephone number,Does the Customer “Company Name” field appear anywhere in the Zoho Books UI outside of PDFs?
Hi everyone, I’m trying to understand how the Company Name field is actually used in Zoho Books. There is a Company Name field on the customer record, but when viewing transactions like a Sales Order in the normal UI (non-PDF view), that field doesn’tEmail outbox is now available in the sandbox
Hello all! Testing emails without visibility has always been a blind spot in the sandbox. With the new Outbox, that gap is closed. You can now view and verify every email triggered from your sandbox, whether it’s through workflows, approvals, or massZoho Desk blank screen
opened a ticket from my email, zoho desk comes up blank, nothing loads. our receptionist also gets the same thing under her login on her computer. our sales rep also gets same thing on zoho desk at his home on a different computer. I tried clearing cache/history/cookies,Looking For Recruit Developer
Hi everyone, I am looking for a Zoho Certified Developer to assist with a development project for MetalXpert. We are building a software system designed to bridge the gap between a candidate mobile app and an employer web portal using Zoho Recruit assales IQ issue on website
i integrated the zoho sales IQ code on the website but it is comming in distroted form i am sharing the screenshot below the website is bulit in wix platformMulti-currency and Products
One of the main reasons I have gone down the Zoho route is because I need multi-currency support. However, I find that products can only be priced in the home currency, We sell to the US and UK. However, we maintain different price lists for each. ThereDeprecation of the Zoho OAuth connector
Hello everyone, At Zoho, we continuously evaluate our integrations to ensure they meet the highest standards of security, reliability, and compliance. As part of these ongoing efforts, we've made the decision to deprecate the Zoho OAuth default connectorI need to know the IP address of ZOHO CRM.
The link below is the IP address for Analytics, do you have CRM's? IP address for Analytics I would like to know the IP address of ZOHO CRM to allow communication as the API server I am developing is also run from CRM. Moderation Update: The post belowImportant Update: Google Ads & YouTube Ads API Migration
To maintain platform performance and align with Google's newest requirements, we are updating the Google Ads and YouTube Ads integrations by migrating from API v19 to the newer v22, before the official deprecation of v19 on February 11, 2026. Reference:Importing into the 'file upload' field
Can you import attachments into the file upload field. I would expect it to work the same way as attachments do, But can't seem to get it to work.Zoho recruit's blueprint configuration is not functioning as mapped
Current Status: Zoho Blueprint is not functioning as configured. Issue: We are moving a Candidate status in Zoho Recruit "for active file" but we encountered: "Status cannot be changed for records involved in Blueprint." This happens to various clientSuper Admin Logging in as another User
How can a Super Admin login as another user. For example, I have a sales rep that is having issues with their Accounts and I want to view their Zoho Account with out having to do a GTM and sharing screens. Moderation Update (8th Aug 2025): We are workingNext Page