Kaizen #110 Record Locking APIs in Zoho CRM
Hello everyone!
Welcome to Kaizen! In the previous Kaizen post, we discussed Record Locking Configuration APIs. In this post, we will discuss Record Locking APIs in Zoho CRM.
Record locking refers to the restrictions applied to a record to prevent changes to its data. Records can be locked manually or automatically. Record Locking Configuration APIs are used to set the configuration required for record locking.
Locking Information Module
When record locking configuration is enabled for any module, a new module will be created in the CRM with the API Name Locking_Information__s that contains the details related to locking information. Details related to this module can be retrieved using the Modules API (endpoint: /settings/modules) and corresponding fields can be fetched via Fields META API (endpoint: /settings/fields?module=Locking_Information__s). The fields of Locking_Information__s module are:
Name | Data Type | Description |
Locked_Reason__s | textarea | Reason for locking the record. |
Lock_Source__s | picklist | Indicates whether the record was manually locked or automatically locked. Possible values: Automatic, Manual |
Locked_For__s | multi module lookup | This field contains the details of the name and id of the record which is locked and also the api_name and id of the the record's module. |
Locked_Time__s | datetime | Time the record was locked. |
Locked_By__s | user lookup | Details of the user who locked the record(manual locking). |
id | bigint | ID of record locking information.This id is referred as record_locking_id in the below APIs |
Record_Locking_Rule_Id__s | bigint | ID of the record locking rule inside the module's record locking configuration |
Record_Locking_Configuration_Id__s | bigint | ID of the record locking configuration. |
Feature_Type__s | picklist | Represents feature type (possible value:record_locking) |
When a record gets locked in any module, corresponding details are stored in the Locking_Information__s module as a new record.
The ID key inside the Locked_For__s json object in Locking_Information__s module points to the locked record.
"Locked_For__s": { "module": { "api_name": "Deals", "id": "5843104000000002181"//id of Deals module }, "name": "Commercial Press", "id": "5843104000001068086"//id of locked record i.e.{record_id} } |
Deleting the record inside Locking_Information__s module unlocks the locked record.
However, these actions have to be performed using Locking_Information__s Related Record APIs of the record.
URL Pattern for the same is
{api-domain}/crm/{version}/{module_api_name}/{record_id}/Locking_Information__s [POST]
{api-domain}/crm/{version}/{module_api_name}/{record_id}/Locking_Information__s/{record_locking_id}[GET/PUT/DELETE]
With this API, you can retrieve the locking information of locked records.
Request URL:
{api-domain}/crm/{version}/{module_API_name}/{record_id}/Locking_Information__s/{record_locking_id}
OR
{api-domain}/crm/{version}/{module_API_name}/{record_id}/Locking_Infortmation__s?fields={field_name_1},{field_name_2}
HTTP Method: GET
Please note that the fields parameter is mandatory when you are not passing the record locking id in the endpoint.
Consider that the record locking configuration for deals module is configured to automatically lock a record when it reaches the closed lost stage. A deals record in closed lost stage gets automatically locked. You can obtain the details of the locking information using this API.
Sample Request URL to fetch the locking information of a record in Deals module:
[GET] {api-domain}/crm/v5/Deals/5843104000001068077/Locking_Information__S?fields=Locked_For__s,Locked_Reason__s,Lock_Source__s,Locked_Time__s,Locked_By__s,Record_Locking_Rule_Id__s,Record_Locking_Configuration_Id__s,Owner,Parent_Id
Response Body:{ "data": [ { "Locked_By__s": null, "Locked_For__s": { "module": { "api_name": "Deals", "id": "5843104000000002181" }, "name": "Commercial Press", "id": "5843104000001068077" }, "$field_states": null, "Locked_Reason__s": null, "$editable": false, "$sharing_permission": "read_only", "Lock_Source__s": "Automatic", "Locked_Time__s": "2023-10-23T17:46:17+05:30", "Record_Locking_Configuration_Id__s": "5843104000001068044", "Record_Locking_Rule_Id__s": "5843104000001068069", "id": "5843104000001072001", "Feature_Type__s": "record_locking", "$zia_visions": null } ] } |
Lock Records API
In certain scenarios, even if the record does not meet the configured locking criteria, you call the below API to manually lock it to prevent any changes to the record.
Request URL:
{api-domain}/crm/{version}/{module_API_name}/{record_id}/Locking_Information__s
HTTP Method: POST
For instance, you are handling a deal and want to temporarily prevent any modifications to the deal information because the deal is in the last round of negotiations. You can choose to manually lock the record using the Lock Records API.
Sample Request URL for manually locking deals record:
[POST] {api-domain}/crm/v5/Deals/5843104000001068086/Locking_Information__s
Request Body:
{ "data": [ { "Locked_Reason__s": "last round of negotiations " } ] } |
Update Record Locking Information API
The locked reason for a manually locked record can be updated using Update Record Locking Information API.
Request URL:
{api-domain}/crm/{version}//{module_API_name}/{record_id}/Locking_Information__s/{record_locking_id}
HTTP Method: PUT
Consider that you want to modify the locked reason for the above locked record.
Sample Request URL to modify locked reason for the above locked deal:
[PUT] {api-domain}/crm/v5/Deals/5843104000001068086/Locking_Information__s/5843104000001068094
Request Body:
Unlock Records API
Request Body:
{ "data": [ { "Locked_Reason__s": "awaiting final approval" } ] } |
Unlock Records API
This API can be used to unlock a manually locked record.
Request URL:
{api-domain}/crm/{version}/{module_API_name}/{record_id}/Locking_Information__s/{record_locking_id}
HTTP Method: DELETE
Consider that you want to unlock the above deal to move it to closed won stage. You can unlock the deal using this API.
Sample Request URL to unlock the above deal:
[DELETE] {api-domain}/crm/v5/Deals/5843104000001068086/Locking_Information__s/5843104000001068094
Response Body:
{ "data": [ { "code": "SUCCESS", "details": { "id": "5843104000001068094" }, "message": "relation removed", "status": "success" } ] } |
We hope you found this article useful. We will be back next week with another interesting topic. If you have any questions, write to us at support@zohocrm.com or let us know in the comment section.
Cheers!
Previous Kaizen - Record Locking Configuration APIs in Zoho CRM
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