Field Trackers in Zoho CRM

Field Trackers in Zoho CRM

Hey folks! Welcome to a fresh week of Kaizen. 

In this post, we will be looking at the Field Trackers in ZOHO CRM APIs. Currently, this support is provided to all the picklist fields (system-defined and custom) and is available by default for a picklist field (Stage) in the Deals module and a datetime field (Rescheduled_To) in the Appointments module. 

Field Trackers 

Field trackers in ZOHO CRM help you to monitor the changes made to a specific field. It ensures data integrity and compliance as it helps in maintaining the history of changes applied to the critical data. 

It captures the details such as who made the change, when the change occurred, the previous and current values of the field. Users can use this data to analyse how a field's value evolved and identify the important patterns/trends in the business. 

Picklist Field Trackers 

Both system-defined and custom picklist fields support Field Tracker. The history details of the field will be available in a related list with five default fields - picklist values, duration, modified time, modified by, and moved to.

To enable this support for a picklist, follow these steps. 
  • Go to Setup > Customization > Modules and Fields in your ZOHO CRM account. 
  • Select your desired module in which you want to create a picklist field tracker. 
  • Select the settings icon (...) of the required picklist field and click Edit Properties.
  • In the Picklist properties page, select the Enable history tracking for picklist values checkbox.
Refer to this help guide to learn more about picklist trackers and how to add additional fields that you want to view in the picklist history related list. At most, only one picklist field can be tracked within a module.

Consider you are a Manager and you have enabled field tracking for the Lead Status picklist field within the Leads module to trace the timeline of your leads' status changes. Now, take the following steps to obtain the picklist history details:

STEP 1: Make a GET Fields Metadata API call to the Leads module.  
STEP 2: In the response, check for the history_tracking key in the Lead Status field. 



In the history_tracking key, 
  • the module key, provides both the api_name and id of the new module responsible for tracking picklist history details. As a result, it naturally establishes a relationship with the Leads module, and it will be accessible as a new related list within the same module.  
  •  the duration_configured_field key provides the field api_name and id of the key which contains the duration of the picklist values in that picklist tracking module. 
STEP 3: With the api_name of new picklist tracking module, you can fetch the history details in two ways. 

(i) Fetching picklist changes of all the leads records from that new module

As we already know that picklist tracking details are maintained in a new module, make a GET Records API call with the following details. 

Replace the module_api_name with the api_name of the picklist tracking module(Lead_Status_History), which is obtained from the fields metadata of the Leads module.

Request URL: {api-domain}/crm/{version}/{module_api_name} 
For our case, it will be provided as https://www.zohoapis.com/crm/v5/Lead_Status_History. 
Request Method: GET
Possible Parameters: fields, page, per_page, sort_by and sort_order.
For our case, make a GET Fields Metadata API call to the related list (Lead_Status_History). The response will give you the list of fields available in the related list. 
Scope: ZohoCRM.modules.ALL (or) ZohoCRM.modules.{module_name}.READ 
Sample Response:



To fetch individual history records, use this {api-domain}/crm/{version}/{module_api_name}/{record_id} request url and replace the record_id with the id fetched in this response.

(ii) Fetching the history details of a particular lead

This approach fetches the related list data of a particular record in a module (here it is Leads). 
Make a GET Related Records Data API call with these details. 

Request URL: {api-domain}/crm/{version}/{module_api_name}/{record_id}/{related_list_api_name}
For our case, it will be given as https://www.zohoapis.com/crm/v5/Leads/5545974000004023008/Lead_Status_History.
Request Method: GET
Possible Parameters: fields, page, per_page, sort_by and sort_order.
Scope: ZohoCRM.modules.ALL (or) ZohoCRM.modules.{module_name}.READ 
Sample Response:



To fetch individual history records, use this {api-domain}/crm/{version}/{module_api_name}/{record_id}/{related_list_api_name}/{related_record_id} request url and replace the related_record_id  with the id fetched in this response.

Stage History

In the Deals module, a picklist field called Stage acts as a default field tracker. The history details of this picklist are recorded in a new module called DealHistory. In this module, there are four default fields followed from the Deals module which cannot be unfollowed. They are Expected Revenue, Amount, Probability and Closing date. You can add additional fields from the Deals module to this list based on your requirement. 

The module's relationship with the Deals module identifies it as a related list within the Deals module as Stage History.  You can retrieve the history details of this default picklist field tracker in those aforementioned two ways. 

Let us show you a sample of each way for better understanding.

(i) Fetching picklist changes of all the deals records from DealHistory

Make a GET Records API call to the DealHistory module with the following details.

Request URL: {api-domain}/crm/{version}/Stage_History or {api-domain}/crm/{version}/DealHistory/{record_id} 
Request Method: GET
Possible Parameters: fields, page, per_page, sort_by and sort_order.
Make a GET Fields Metadata API call to DealHistory to get the list of fields. 
Scope: ZohoCRM.modules.ALL (or) ZohoCRM.modules.DealHistory.READ
Sample Response:


(ii) Fetching the history details of a particular deal

Make a GET Related Records Data API call with these details. 

Request URL: {api-domain}/crm/{version}/Deals/{record_id}/Stage_History or {api-domain}/crm/{version}/Deals/{record_id}/Stage_History/{related_record_id}
Request Method: GET
Possible Parameters: fields, page, per_page, sort_by and sort_order.
Scope: ZohoCRM.modules.ALL (or) ZohoCRM.modules.Deals.READ
Sample Response:


Appointments' Rescheduled History

In the Appointments module, a datetime field named Rescheduled_To acts as a default field tracker. The history details of this particular field are stored in a separate module with the API Name Appointments_Rescheduled_History__s. It is also accessible as a related list under the Appointments module with the same module API name as the related lists API name. Only the recent 20 rescheduled data of an appointment will be available in this tracker module.  

This module has six default fields - Appointment_Name, Rescheduled_Time, Rescheduled_By, Rescheduled_From, Rescheduled_To, Reschedule_Note and Reschedule_Reason. You cannot remove the existing fields or add new fields to this module. The lookup field with display label Appointment Name and API name Appointment_Name points to the corresponding appointment to which the history data belongs. 

Apart from fetching the rescheduled history data, Zoho CRM also helps you to CREATE, UPDATE and DELETE the history records for this field. This helps you to synchronise the rescheduled history when importing the Appointments records from a third party application. 

Let us look into a few scenarios in which the use of each of the Appointments Rescheduled History CRUD operations.  

Scenario 1  

As a Manager, you might want to retrieve all the rescheduled appointment history data to determine the most common reasons for rescheduling. 

Use the GET Appointments Rescheduled History API with the following details. 

Request URL: {api-domain}/crm/{version}/Appointments_Rescheduled_History__s (or)
{api-domain}/crm/{version}/Appointments__s/{appointment_id}/Appointments_Rescheduled_History__s
Request Method: GET
Scope: ZohoCRM.modules.appointments_rescheduled_history.READ
Possible Parameters: fields, page, per_page, sort_by and sort_order
Sample Response:



The '204 - No Content' response will be thrown if the reschedule count of the specific appointment is 1. This response will not include the current appointment time, which is the last rescheduling of the appointment. You can retrieve it only using the GET Appointments API.  

Scenario 2

For instance, you are using a third party application for booking appointments and have decided to move to ZOHO CRM. But, losing the rescheduled history data for "not completed" appointments can be a major concern. In such a scenario, you can seamlessly transfer and incorporate the rescheduled data for these appointments with the help of Add Appointments Rescheduled History API

In this context, we are just adding new records of rescheduled data to the tracking module(Appointments_Rescheduled_History__s), which records the details of the Rescheduled_To field. Given that Appointments_Rescheduled_History__s is a module, it also allows us to execute UPDATE and DELETE operations, as elaborated in the forthcoming scenarios.

Following are the details of the API:

Request URL: {api-domain}/crm/{version}/Appointments_Rescheduled_History__s
Request Method: POST
Scope: ZohoCRM.modules.appointments_rescheduled_history.CREATE
Sample Request Body:

{
    "data": [
        {
            "Rescheduled_From": "2023-09-19T15:00:00+05:30",
            "Rescheduled_To": "2023-09-22T10:30:00+05:30",
            "Appointment_Name": {
                "name": "AC Service - Leota Dilliard (Sample)",
                "id": "5545974000004330038"
            },
            "Rescheduled_Time": "2023-09-19T15:30:00+05:30",
            "Rescheduled_By": {
                "name": "Patricia Boyle",
                "id": "5545974000000393001"
            },
            "Reschedule_Note": "Customer unavailable",
            "Reschedule_Reason": "By Customer"
        }
    ]
}

You can add up to 100 records in a single API call, with a limit of 20 rescheduled history records allowed for a single appointment.

Scenario 3

To ensure accuracy and completeness, you may want to update the reason and other details for rescheduling the appointment. At times you would even want to insert additional information to the existing history data. In situations like these, use the Update Appointments Rescheduled History API

Following are the particulars about this API,

Request URL: {api-domain}/crm/{version}/Appointments_Rescheduled_History__s (or) {api-domain}/crm/v5/Appointments_Rescheduled_History__s/{record_id}
Request Method: PUT
Scope: ZohoCRM.modules.appointments_rescheduled_history.UPDATE
Sample Request Body:

{
    "data": [
        {
            "id": "5545974000004365002", 
            "Reschedule_Note": "Team unavailable",
            "Reschedule_Reason": "By Team"
        }
    ]
}

You can update all the POST request JSON keys except the Appointment_Name key. Using this API, you can update a maximum of 100 rescheduled history records per API call. 

Scenario 4

As a Manager, you may want to delete certain history entries that contain sensitive or outdated information to comply with the data privacy regulations. You can use the Delete Appointments Rescheduled History API to remove sensitive/outdated and even duplicate entries. 

Following are the details of this API: 

Request URL: {api-domain}/crm/{version}/Appointments_Rescheduled_History__s/{record_id}
Request Method: DELETE
Scope: ZohoCRM.modules.appointments_rescheduled_history.DELETE
Sample Response:



You can delete only one rescheduled history record per API call. The rescheduled history records of an appointment in the recycle bin will still be available in the related list. To remove them, you have to delete the appointment from the recycle bin. 

We trust you found this post both beneficial and informative!

Your thoughts and perspectives matter to us. If there is a topic you would like us to delve into or if you have any questions, please feel free to drop a comment below or send us an email at support@zohocrm.com.

Stay tuned until we circle back to you on next Friday! 

Cheers!



Previous Post: Kaizen #107 - Functions and Invoke URLs

Head over here to refer to our Kaizen collection on Zoho CRM developer tools. 

    Access your files securely from anywhere


            Zoho Developer Community





                                      • Desk Community Learning Series


                                      • Digest


                                      • Functions


                                      • Meetups


                                      • Kbase


                                      • Resources


                                      • Glossary


                                      • Desk Marketplace


                                      • MVP Corner


                                      • Word of the Day


                                      • Ask the Experts



                                          Zoho Marketing Automation


                                                  Manage your brands on social media



                                                        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

                                                                            • CRM Community Learning Series

                                                                              CRM Community Learning Series


                                                                            • Kaizen

                                                                              Kaizen

                                                                            • Functions

                                                                              Functions

                                                                            • Meetups

                                                                              Meetups

                                                                            • Kbase

                                                                              Kbase

                                                                            • Resources

                                                                              Resources

                                                                            • Digest

                                                                              Digest

                                                                            • CRM Marketplace

                                                                              CRM Marketplace

                                                                            • MVP Corner

                                                                              MVP Corner





                                                                                Design. Discuss. Deliver.

                                                                                Create visually engaging stories with Zoho Show.

                                                                                Get Started Now


                                                                                  Zoho Show Resources


                                                                                    Zoho Writer Writer

                                                                                    Get Started. Write Away!

                                                                                    Writer is a powerful online word processor, designed for collaborative work.

                                                                                      Zoho CRM コンテンツ








                                                                                        Nederlandse Hulpbronnen


                                                                                            ご検討中の方





                                                                                                  • Recent Topics

                                                                                                  • Custom Status for Purchase Orders

                                                                                                    Currently Zoho books has functionality to create custom statuses for Sales Orders. Can this be extended to include custom status for purchase orders as well? It was a great decision to add this functionality to sales orders. Our use case is for tracking
                                                                                                  • My workflows not working

                                                                                                    Hi I have created my first workflow I want it so when a customer responds to a ticket that the status is changed to "reopened" We want this so its clear there is a ticket to deal with again. We only have 2 agents responding to tickets and do not have
                                                                                                  • Waiting Room

                                                                                                    Is there any plans to implement a Virtual Waiting Room for Attendees on Meetings and or Webinars?
                                                                                                  • Error AS101 when adding new email alias

                                                                                                    Hi, I am trying to add apple@(mydomain).com The error AS101 is shown while I try to add the alias.
                                                                                                  • Global Sets for Multi-Select pick lists

                                                                                                    When is this feature coming to Zoho CRM? It would be very useful now we have got used to having it for the normal pick lists.
                                                                                                  • What's New - January 2025 | Zoho Backstage

                                                                                                    Hi there! As we step into a brand-new year, we’re thrilled to bring you some exciting updates to make event management more enjoyable and efficient. Here’s what we rolled out in January to kick off 2025: Backstage 2.0 now enforced for all users We've
                                                                                                  • How do you do ticket add ons in Backstage?

                                                                                                    Hi Everyone, If you wanted to have general admin tickets and allow for add ons, like camping, or car or Carbon offset. What would you do? Peace Robin
                                                                                                  • Re-create auth token

                                                                                                    I need to re-create a self-client auth token, with the same scopes (and additional ones) as the current token. Is there a way to view the scopes assigned to the current token to ensure that no scopes are missing when creating the new one?
                                                                                                  • Writing on sketch cards is bugged when zoomed in

                                                                                                    When zoomed in, it writes a noticeable distance above or to the side of where you're actually trying to write. The further you're zoomed in, the more noticeable it is. Zooming is also entirely absent on the desktop version.
                                                                                                  • Doesn't let me test my newsletter.

                                                                                                    Hello, I click "Preview and Test". I select the email address to send the test (usually my own email). I send the test email, appears the message "Your test email has been sent", but nothing happens. I mean, there is nothing in my inbox. I also tried
                                                                                                  • Custom Related List anchor tag with tel protocol

                                                                                                    The following code worked great for about a year to create clickable tel and mailto links in a related list in the Deals module. Just this morning, it started displaying the HTML as text. For example: <a href='tel:8882490100'>8882490100</a> Zoho support
                                                                                                  • reset of user password

                                                                                                    User forgot her password, so she requests a password rest, but never gets the email. How do I reset her password, since that function is not an option, even for an administrator?
                                                                                                  • In what case it's better to use Developer Console? Only for marketplace?

                                                                                                    As I can see from the documentation, the limitations are challenging. No Custom API No Page Variables No Custom Connections.
                                                                                                  • commision tracker

                                                                                                    I am after a zoho developer to finish my commission tracker as I hired someone on oDesk that started but now will respond to my emails.I really need to get It finished as it is holding up my plans Thanks Budget : $500 | Duration : a.s.a.p To leave a private message, please click the link for private response in post Action section.
                                                                                                  • Generate a Zoho Sign link

                                                                                                    From time to time I get a response "I never received your you e-document for electronic signature" is there a way to generate a Zoho Sign link to share.
                                                                                                  • Error 403: Forbidden When Updating Email Signature via API

                                                                                                    Hi Zoho Desk team, First, congratulations again on the excellent Zoho API. But, I’m encountering an issue while attempting to update an email signature via the API. Whenever I make a request to update the signature, the response returns an HTTP 403 Forbidden
                                                                                                  • Queues Management ?

                                                                                                    I need to assign the new requirements equally between my support agents. How I can configure this feature in Zoho? Thanks
                                                                                                  • Client Can't View Ticket

                                                                                                    Hi, I created a ticket for my Client since he had an issue. I added him as a Contact as well. My client got a notification in his email that the ticket has been created. When he went to view the ticket on his desktop, the screen was blank. He then viewed
                                                                                                  • Automating Custom Web Link Messages to Customers via Instant Messaging in Zoho Desk

                                                                                                    Hello, I am looking for assistance with Zoho Desk's Instant Messaging feature. Is there a way to automate the sending of a custom web link to customers every day at 6:30 PM? Any guidance or suggestions on how to achieve this would be greatly appreciated.
                                                                                                  • How do you apply field validation to a date field?

                                                                                                    We are using Sign for remote e-signature of liability waivers. The signer must enter a date of birth, and if they are a minor their legal guardian must sign for them. However we have had numerous problems with signers returning an invalid date of birth
                                                                                                  • Implement Regex in Layout and Validation rules

                                                                                                    Hello all, We are excited to announce that users can now implement Regular Expressions (Regex) in our layout and validation rules. This new functionality allows for more flexible rules to be created when designing and validating forms. What is Regex?
                                                                                                  • 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?
                                                                                                  • Editing landing page after signup for a webinar

                                                                                                    Hi, how can I edit the landing page after signing up for a webinar. I personalized the email "registration confirmation", which is working fine. Nevertheless after submitting the form, the participant gets redirected to a page, which looks like the standard
                                                                                                  • Kiosk GetRecords can't compare formulas

                                                                                                    (submitted as a help request by accident - should have been a topic) Scenario: I have an "email domain" formula whose value is "@xyz.com" if the e-mail address is brent@xyz.com . I have the same field in Leads and Contacts. So, theoretically, I should
                                                                                                  • Kiosk can't merge picklist or multiselect

                                                                                                    There is no ability to load a multiselect or picklikst field into a kiosk with the values that have been previously selected. So, I essentially have 3 unacceptable options: 1.)Load the value into a text string and include instructions like this: "Picklist
                                                                                                  • Fillable template with dynamic tables?

                                                                                                    Is there a way to build a fillable template so that users can add rows to a table? To describe what I'm trying to accomplish the table has 3 sections; a header row, some number of rows with custom information, and a summary row with totals. I can't figure
                                                                                                  • Tip of the Week - Timeline User Filter for Dashboard

                                                                                                    Does the Date User Filter in your Dashboard leave out a few reports from filtering? This happens when the reports are not created over the same table and the (time) column over which the user filter is created.   To solve this, Zoho Reports has a Timeline User Filter. This filter applies the criteria on all reports, matching it with the best possible date column associated with a report. i.e., if your reports are based on a date column, then it will filter it for that data column.  To know more on
                                                                                                  • Zoho Forms Webhooks - Only sends on submission not on edit.

                                                                                                    Hi There, We have a slightly unique use case for Zoho Forms. We used Zoho Forms for the collection of Guest Lists. When a customer submits their guest list they get an email confirmation. Within this is a link for them to update their guest list before
                                                                                                  • Add Knowledge Base KB Articles to multiple categories

                                                                                                    Greetings,  Love you help center system.  One item that would be incredibly helpful to many of us would be able to add a single Knowledge Base KB article to multiple categories in our system.  It seems it could be quite easy to use a checkbox form, instead
                                                                                                  • What does "Tickets for Review" do?

                                                                                                    What is the purpose of the va nilla view " Tickets for Review?"
                                                                                                  • Report of Leads/Accounts/Deals with no open activities

                                                                                                    How can we replicate the option in filter to only show Leads/Accounts/Deals with no open activities ? The option is present in the filters (please find screenshot) but I am unable to find them in the report. Thanks
                                                                                                  • Cannot set Subform Multiline field to read-only using Client Script

                                                                                                    I am using client script to set different subform fields as read-only It works for Single Line Fields, but when I try to set a Multiline field as Read-only it doesn't work var subform = ZDK.Page.getSubform("Subform_1"); var item_Code_old = subform.getField('Item_Code_Old').setReadOnly(true);
                                                                                                  • Changing Color Theme of Guided Conversations

                                                                                                    Hello, We have recently added Guided Conversations to one of our websites, but I am wondering if there is a way to customize the color scheme so it matches the appearance of the website? Thank you in advance!
                                                                                                  • Lost the ability to sort by ticket owner

                                                                                                    Hi all, in the last week or so, we have lost the ability to sort tickets by Ticket Owner. Unlike the other columns which we can hover over and click on to sort, Ticket Owner is no longer clickable. Is it just us, or are other customers seeing this too?
                                                                                                  • Can't login to Zoho mail

                                                                                                    I'm logged into Zoho but when I try to go in zoho mail I get: Invalid request! The input passed is invalid or the URL is invoked without valid parameters. Please check your input and try again. I just set up my mx records and stuff with namecheap a few
                                                                                                  • Social Media Simplified with Zoho Social: Bridge sales and social media marketing

                                                                                                    Social media marketing has become the go-to strategy for most businesses who are trying to boost awareness of their product/service, create a brand image in the minds of their audience, increase website traffic and engagement, and generate leads. Posting
                                                                                                  • This domain is not allowed to add. Please contact support-as@zohocorp.com for further details

                                                                                                    I am trying to setup the free version of Zoho Mail. When I tried to add my domain, theselfreunion.com I got the error message that is the subject of this Topic. I've read your other community forum topics, and this is NOT a free domain. So what is the
                                                                                                  • Work Orders / Bundle Requests

                                                                                                    Zoho Inventory needs a work order / bundle request system. This record would be analogous to a purchase order in the purchasing workflow or a sales order in the sales cycle. It would be non-journaling, but it would reserve the appropriate inventory of
                                                                                                  • Create Quote does not show the "Product Description" entered as part of the Product setup.

                                                                                                    The product description created as part of the product setup page, does not show in the Create Quote module; The module allows for an additional description to be added but without access to the original stored description. By selecting the product from the "Product Name Lookup" pop-up, the "Product Description" part should be populated from the product record where the user is allowed to further modify it.
                                                                                                  • Allow Itemization for Recurring Expenses

                                                                                                    For whatever reason, one cannot itemize a Recurring Expense. This capability should be added. The use cases to support this is largely the same as what they were to allow for itemization in Expenses. Anything that would need to be itemized for a regular
                                                                                                  • Next Page