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
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
Kiruthiga G
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 Campaigns 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
Website Access Blocked (from one pc only) when attempting unattended access to any device
Hello From one of my laptops I cannot access any remote device using unattended access. A Zoho Assist error page didplays 'Website Access Blocked. See attached.AI read notes or explanation
It would be such a great feature to have AI voices be able to read our Notes or Explanation If not having the AI speak the notes at run time, how about a feature where inside of Zoho Show you can have it look at all the notes of all the slides and haveTop Menu Disappeared from Blog Page
Hi, Our top menu disappeared at Blog Posts page. However, it's still visible any other page on the website. I attached two screenshots, so it can be understood clearly. How can we bring back top menu? Thanks, K.Managing Prepaid Hours for Consulting
We are a consulting firm that bills clients a flat upfront annual fee plus an hourly rate and offer a discount for pre-paying a block of hours. Hours that surpass the pre-paid block are billed monthly at the normal rate. If there are any pre-paid hours remaining at the end of the project they are banked for future use. I'm not seeing a method of doing this in Projects/Books/CRM... thoughts?ZOHO Widget SDK not loading in html
I have this code below, I have imported the widgetsdk however I get the error shown in the image, I have tried many different ways of importing and initiating the function ZOHO but nothing is working. can someone explain what I'm doing wrong, if I amEnhancements to Zoho Corp Help Center "Team Requests" View
Dear Zoho Team, I hope this message finds you well. The ability to view both my tickets and my team’s tickets in the Zoho Corp Help Center is a fantastic feature, especially as the focal point for Zoho in our organization. However, we’ve encountered aAllow Multiple Scheduled Appointments with Zoho Support
Dear Zoho Team, I hope you're doing well. First, thank you for introducing the option to schedule support calls via the Zoho CRM booking link. This has been a fantastic enhancement, eliminating the need for back-and-forth coordination when schedulingProjectwise budget ---
Can we have a Project wise subject in addition to the Monthly, and quarterly ACCOUNT LEVEL budget?WorkDrive API Documentation
WorkDrive provides users and developers an extensive set of APIs to help integrate functionalities of Zoho WorkDrive with other Zoho applications and third-party tools. We have published the official WorkDrive API Documentation page for all external users.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 ForbiddenWho can see draft replies on tickets?
We have noticed that we are able to see draft replies made by other agents. Which settings can limit this visibility? It makes sense to me that admins and the agent who created the draft would be able to see the draft, but no one else. How can we makeSerious question: Are there actually "solo-preneurs"/small business owners who made Zoho-one work well for them?
L.S. After already many years of continued struggle with Zoho-One, I am seriously wondering if there are actually solo-preneurs (one person small business owners - without a large, dedicated IT dept.) who got it (Zoho-One) to work well for their businesses.Major iOS issues when accessing forms via the browser
Hi, We have been using forms for some time, while the office staff are accessing the forms via the app on Android mobiles, we have a fleet of sub contractors that we would not like them having access to the main app as some of the forms are confidentialAll notes disappeared
I've been using the notebook app for over five years on my phone without being logged into an account. A few days ago I opened the app and all my notes had disappeared. Since then I tried restarting my phone, updating the app and logging into my account,How to Iterate a Function in Zoho Desk Workflow with Delay Between Calls?
Hi everyone, I’m working on a function in Zoho Desk that searches for a specific ticket record. If the ticket is not found, I need to retry the search multiple times with a delay between each attempt until the ticket is located or a maximum number ofHow to Iterate a Function in Zoho Desk Workflow with Delay Between Calls?
Hi everyone, I’m working on a function in Zoho Desk that searches for a specific ticket record. If the ticket is not found, I need to retry the search multiple times with a delay between each attempt until the ticket is located or a maximum number ofWork 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 ofZoho Books API Limit Is RIDICULOUS!!!!!!!!!!!!!
The 2,500 API call limit in Zoho Books is about as useful as AOL dialup. Seriously Zoho, not only can I use up 2,500 API calls in no time with my own app but YOUR OWN STUPID IPAD APP blows through them super fast too, so if any one of my clients wantsQR codes in templates
I'm excited about the new QR code generator. I have included a QR code that contains the record ID setting "${ID}" as input data. In the report detail it works perfectly but when printing it in a template the code is not shown.Button Display Conditions
Hi Guys, Is it at all possible to have extra button conditions? Context: We have data in our deals module which has a custom button which converts the deal into contacts + set up relationships between them. At the end of the conversion we set a fieldKnowledge base: The nitty-gritty of SEO tags
A well-optimized knowledge base with great SEO can benefit your company by allowing customers to find help articles and support resources using search engines. This enables customers to quickly and efficiently find the information they need without directSocial Media Simplified with Zoho Social: Make the best out of the publishing calendar
Are you a marketer who likes visualizing your plan of action before you start social media posting? Are you part of a team that works on social media on a rotational basis, so the most important task is to collaborate to avoid overlap and confusion? OrCustom function daily limit and procedural programming
Dearest Zoho Today, support confirmed that if I call a custom function from another custom function then I will use up two, with regards to my daily limit. A few times, we have blown our daily limit and that means that ordinary business processes don't run for the rest of the day. I have to mop these up the following day and there is no guarantee that I will get it right. Therefore, I can't afford to waste any. Procedural programming has been around for over 50 years now and it greatly simplifiesUnified 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 thatWelcome Link Expired
Hi The links sent to the users didn't get clicked on in time and now all the links have expired. Is there a way to send a new link without deleting them and re-adding them>New enhancements: Changing portal users' email addresses and new customization options for templates
Dear All, Portals have enabled organizations to extend access to various CRM modules to their customers, vendors, partners, and end users, per their business requirements. When a portal is created, an invitation email is sent to portal users with a linkGranular Time Frame Settings for Message Deletion and Editing in Zoho Cliq
Dear Zoho Team, I hope you're doing well. Currently, the settings for message deletion and editing in Zoho Cliq are configured globally under: Admin Panel > Organisation > Configurations > Conversations Delete messages: Time frame to allow message deletionNew Built In QR/Barcode Generator Print Settings
I'm trying out the new QR/Barcode generator field in Creator. I would think most people will want to print these, like I do. I am not seeing any way to control the height or width of the barcode for printing (inside the print/pdf template builder). TheZoho One. Client Script
Hi, I would like to know if the Client Script feature is available in Zoho One. If it's, how can I enable it?Calendar View for Zoho Tickets
Is there a way to view your tickets with due dates on a calendar view? I can not find a way to merge my Zoho Calendar and Tickets. This would be extremely helpful to my team.Delete / Modify Default Career Site - Zoho Recruit
Hello, It would be very useful if we could delete a default career site or change which of our career site is the default. Our Career site was created when there were issues with Zoho Recruit creating English CTA buttons on French Career sites. The onlyWorkflows for Timesheet
Good day, Any way to have timesheet as triggers? I looked into Zoho Flow and into Zoho Project automation but no where can I have timesheet as a trigger. Basically, I would like to trigger something upon timesheet approval. Right now, the only way toIs it possible to hide Developer Space for all user in Zoho Projects
Hello! I am Zoho admin in a company and we want to use Zoho Project to manage projects, but after a few days of testing we are not able to "hide" the Developer Space from all kind of users except the admin. To sum up, I want to hide this for all users.Introducing automation and utility conversations in WhatsApp marketing
We’re excited to announce the addition of two new features to our WhatsApp integration: Automation and Utility conversations. These enhancements will allow you to streamline your marketing efforts and engage with your customers more effectively by automatingExtracting data from cells in zoho sheets for zoho books
I am currently uploading my bank statment in excel format to zoho workdrive. I would like flow to extract certain data and send it to zoho books. Would scripting in zoho flow be able to help me with this? By this I mean should I attempt this in zoho flowWithin the Basic KPI component in Analytics, it is impossible to set "next" day range as a filter
Hi there, I am currently setting up a deal dashboard for the Sales team. While it is possible to filter deal records to show records that were created LAST X days only, it looks like a NEXT X days Closing date filter is not available. Would it be possiblePulling Specific Products from Sales Orders in Books to a CRM Record
We currently process orders directly through our website (woocommerce) as well as through manual sales orders in zoho books. When an order comes through the website, all of the individual products from that order show up in the CRM record of that customer.Você já viu os cursos do Zoho Mind?
Pessoal, Tem uma plataforma da Zoho chamada Zoho Mind, muito interessante os cursos e vídeos tutoriais que lá possui. Para a turma do Zoho Creator, tem uma dica de Buscar dados em Formulário, segue o link e clique em Zoho Creator. https://www.zohomind.com.br/#/videostutoriaisComo gerar gatilhos para pagamento de impostos no Zoho Books?
Olá Pessoal, boa tarde! Gostaria de saber como vocês estão escriturando os impostos a pagar no Zoho Books. Vi que temos a opção de Bills, porém se eu escriturar nesta aba do Zoho Books para gerar lembretes de tempo de vencimento por exemplo vai refletirSubform Time field to string.
Good afternoon All. I have a Subform 'Delivery_Receiving_Hours' that captures Day (Dropdown), Time_Open (Time), and Time_Close (Time). I need to capture this data and send it to a multiline field in the CRM. The code, posted below, below will captureNext Page