Kaizen #150 : Track and Monitor Activities in Zoho CRM using the Export Audit Log API
Hello all!
Welcome back to another post in our Kaizen series.
This post details how to back up and track history of actions, such as those performed on a module (example: Leads), track actions performed by specific CRM users, and filter entries within a specific time range, using the Export Audit Log API introduced in Version 7.
Use Case
Zylker, a startup IT firm, has hired 10 project trainees for a six-month training program for the role of Technical Support Engineers. The manager at Zylker has added each trainee to the Zoho CRM as a user. These trainees interact with customers by giving product demos, attending meetings and calls, creating tasks, and being responsible for making deals won.
Solution
Zylker uses Zoho CRM's Export Audit Log API to track trainee activities. By exporting audit logs, the manager monitors how many calls, meetings, and tasks each trainee has completed. This helps the manager highlight areas where trainees need improvement and adjust training programs. After six months, the manager reviews the logs to decide which trainees performed well and should be offered permanent positions.
Note:
Users in the Administrator profile or CEO Role can access the audit logs. However, other users can only view their own and their sub-ordinates' audit Logs.
Exporting Audit Log
The Export Audit Log API is an asynchronous API, and an export job will be scheduled to export the audit log details. The exported audit log will be downloaded in either CSV or ZIP format, depending on the number of entries in the result. You can check the job's status using the Get the Status of the Export Audit Log Job API. Once the job is complete, you can download the results using the Download Export Audit Log Result API.
Let us see how Zylker uses the Zoho CRM API to monitor their trainees' performance.
Create Export Audit Log Job:
Sample Request: {api-domain}/crm/{version}/settings/audit_log_export
Request Method: POST
Scope: ZohoCRM.settings.audit_logs.CREATE
Notes:
- The above sample request exports up to the last three years of audit log data across all modules in your Zoho CRM.
- The input request is optional i.e., if you skip the input request, the system will still export all actions in Zoho CRM.
- Use filters to export specific audit entries.
The sample input below is used to export an audit log for all 10 trainees in the Calls, Events, and Tasks modules over a six-month time range.
{ "audit_log_export": [ { "criteria": { "group_operator": "and", "group": [ { "field": { "api_name": "done_by" }, "comparator": "in", "value": [ { "name": "Joe", "id": "5725767000000583089" }, { "name": "Boyle", "id": "5725767000000583000" }, { "name": "John", "id": "5725767000000583001" }, . . . ] }, { "group_operator": "and", "group": [ { "group_operator": "and", "group": [ { "field": { "api_name": "audited_time" }, "comparator": "between", "value": [ "2024-01-05T00:00:00+05:30", "2024-06-04T23:59:59+05:30" ] }, { "field": { "api_name": "module" }, "comparator": "in", "value": [ { "api_name": "Calls", "id": "5725767000000033015" }, { "api_name": "Events", "id": "5725767000000002195" }, { "api_name": "Tasks", "id": "5725767000000002193" } ] } ] } ] } ] } } ] } |
The above input schedules a job to export data that matches the criteria. The response to the above request is given below, and we will discuss how to see the status of the export audit log job and how to download the result in the upcoming sections in this post.
Refer to the Input JSON Keys to Export Audit Log Using Multiple Filters for input keys' explanations.
Note:
With filters (either single or multiple criteria), you can export up to 6 months (180 days) of audit log data. Note that the time range should not exceed 180 days.
Sample Response:
{ "audit_log_export": [ { "status": "success", "code": "SCHEDULED", "message": "ExportAuditlog scheduled successfully.", "details": { "id": "5725767000003525045" //unique job ID of the export audit log job. } } ] } |
The manager has scheduled an export audit log job to review their trainees' activities within the specified time range (six months).
Get the Status of the Export Audit Log Job
The manager at Zylker retrieves the details of the export audit log jobs that were scheduled previously using the POST Export Audit Log API.
- Exporting All Trainees' Activities: By reviewing the complete log, the manager can analyze the overall performance of all trainees.
- Filtering Specific trainees' Activities: Once after reviewing the entire log, the manager could filter data of only those trainees with average performance and provide them with the required training to help them improve.
Zylker retrieves the status of all scheduled export audit log jobs using the following URL:
{api-domain}/crm/{version}/settings/audit_log_export
By default, it returns all the scheduled export jobs.
For retrieving the status of a specific scheduled export audit log job, Zylker uses the following URL:
{api-domain}/crm/{version}/settings/audit_log_export/{export_job_id}
Request Method: GET
Scope: ZohoCRM.settings.audit_logs.READ
Here is the sample response showing the status of the export audit log job for all the trainees:
{ "audit_log_export": [ { "id": "5725767000003525048", "status": "finished", "job_start_time": "2024-08-07T12:12:39-07:00", "job_end_time": "2024-08-07T12:12:44-07:00", "expiry_date": "2024-08-14T12:12:39-07:00", "created_by": { "name": "Jim", //Zylker's Manager "id": "5725767000000411001" }, "criteria": { "group_operator": "and", "group": [ { "comparator": "between", "field": { "api_name": "audited_time" }, "value": [ "2024-01-05T00:00:00+05:30", "2024-06-04T23:59:59+05:30" ] }, { "comparator": "in", "field": { "api_name": "module" }, "value": [ { "api_name": "Tasks", "id": "5725767000000002193" }, { "api_name": "Events", "id": "5725767000000002195" }, { "api_name": "Calls", "id": "5725767000000033015" } ] } ] }, "download_links": [ ] } ] } |
Response JSON Keys explanation:
- audit_log_export (JSON array) : Contains the details for the audit log export request of the trainees.
- id (string) : Represents the unique job ID of the export audit log job.
- status (string) : Represents the status of the export audit log job. Possible values: Progress, Scheduled, Finished, and Failed.
- job_start_time (string) : Represents the time at which the export job started.
- job_end_time (string) : Represents when the export job was completed.
- expiry_date (string) : Represents the expiry time of the exported audit log available in the download links.
- created_by (JSON object) : Represents the ID and Name of the Zoho CRM user who initiated the export job.
- criteria (JSON object) : Represents the conditions specified for a specific export audit log job using the Create Export Audit Log API.
- download_links (JSON array) : Represents the unique downloadable link for the exported audit log. You can use this link to download the log data using the GET - Download Export Audit Log Result API.
Download Export Audit Log Result
The manager at Zylker can download the result logs using the the "download_links" JSON array key in the response Get the Status of the Export Audit Log Job API.
An export audit log will be in either CSV or ZIP format, depending on the number of entries in the result. If the audit log contains 100,000 or fewer entries, the system will automatically export the logs in a CSV file. If there are more than 100,000 entries, the logs will be split into multiple CSV files inside a ZIP file, with each CSV file holding up to 100,000 entries. A maximum of 10,00,000 audit entries will be exported in a ZIP file.
Request Method: GET
Scope: ZohoFiles.files.READ
In our case, download the audit log result in the CSV file format.
Based on the downloaded results, the manager will analyze the trainees' performance to make hiring decisions and identify areas where those with average performance may need additional training. This approach helps the manager at Zylker to keep track of all trainees' activities regularly.
We trust that this post meets your needs and is helpful. Let us know your thoughts in the comment or reach out to us at support@zohocrm.com
Stay tuned for more insights in our upcoming Kaizen posts!
- Previous Kaizen Post: Kaizen #149 : Using GraphQL APIs to fetch data in a consolidated way
- Further Readings:
Access your files securely from anywhere
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
Subramanian K
Sticky Posts
Kaizen #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 achievedKaizen #142: How to Navigate to Another Page in Zoho CRM using Client Script
Hello everyone! Welcome back to another exciting Kaizen post. In this post, let us see how you can you navigate to different Pages using Client Script. In this Kaizen post, Need to Navigate to different Pages Client Script ZDKs related to navigation A.Kaizen #210 - Answering your Questions | Event Management System using ZDK CLI
Hello Everyone, Welcome back to yet another post in the Kaizen Series! As you already may know, for the Kaizen #200 milestone, we asked for your feedback and many of you suggested topics for us to discuss. We have been writing on these topics over theKaizen #197: Frequently Asked Questions on GraphQL APIs
🎊 Nearing 200th Kaizen Post – We want to hear from you! 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 #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.
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
Email address for forwarding is not saving and there's no confirmation ema
Steps to reproduce: 1. Enter my forward email in the email forward section of the account 2. Click save 3. See a notification stating saved successfully 4. Refresh the page, no forward email is saved 5. No email confirmation received at the forwardingThis domain is not allowed to add in Zoho. Please contact support-as@zohocorp.com for further details
This is the error i keep getting when trying to use my Zoho Domain Mail. This domain is not allowed to add in Zoho. Please contact support-as@zohocorp.com for further details Find attached. I hope this can be resolved very quickly so i can go on and makeAuto CC - Moving Departments
We have Auto CC e-mail replies to your support mailbox enabled. We have two departments: Helpdesk (helpdesk@domain.com) Delivery (delivery@domain.com) If we create a Helpdesk ticket, and reply, replies are CC'd to helpdesk@domain.com (OK) We then moveI have error AS101 when I try to add paypal@mydomain.com to Zoho
Please help me with this. I tried to call the help line 4 times but don't get any response.unable to send message reason 554 5.1.8 Email outgoing blocked
unable to send message reason 554 5.1.8 Email outgoing blockedMailk got blocked / Inquiry About Email Sending Limits and Upgrade Options
Dear Zoho Support Team, My name is Kamr Elsayed I created this account to use for applying for vocational training in Germany. As part of this process, I send multiple emails to different companies. However, after sending only 8 emails today, I receivedSMTP email sending problem
Hello, I've sent emails before, but you haven't responded. Please respond. My work is being disrupted. I can't send emails via SMTP. Initially, there were no problems, but now I'm constantly receiving 550 bounce errors. I can't use the service I paidunblock my zoho mail account. outlines@zoho.com
please unblock my zoho mail account, outlines@zoho.comUnable to see free plan option
Hello Zoho Support Team, I hope you are doing well. I am trying to sign up for Zoho Mail, but I am unable to see the option for the free plan. Could you please guide me on how I can access or activate the free plan? Thank you for your assistance.Outgoing blocked: Unusual activity detected.
I just made payment for my Zohomail Today and have been debited so i will like to be Unblocked because this is what it says (Outgoing blocked: Unusual activity detected) Thank you i await your swift responsesHow to remove some users in zoho accounts
How to remove some users in Zoho accounts.Forwarder
Hi, I tried to add a forwarder from which emails are sent to my main zoho account email . However, it asks me for a code that should be received at the forwarder email, which is still not activated to send to my zoho emial account. So how can I get theForwarder
Hi, I tried to add a forwarder from which emails are sent to my main zoho account email . However, it asks me for a code that should be received at the forwarder email, which is still not activated to send to my zoho emial account. So how can I get theDKIM cannot be enabled for the domain as no verified default selector present
Hi Support Team, For Domain DKIM record trying to enable status. but showing error "DKIM cannot be enabled for the domain as no verified default selector present" So, please resolve the issue. Thank you.I can't log in to my account on Thunderbird
I've just had to rebuild my PC (calamitous mess from Microsoft with Win10/Win 11 'upgrade' - they confirmed I had to start with a new build). I have used Zoho mail for years via Mozilla Thunderbird, but now I've had to download the latest version of TBird,Sorten the domain of zoho mail ids
I recently created zoho mail id and am quite excited with the features. But one issue ig nobody wanna type this big zohoaccounts.com I mean silly bold Suggestion zmail.com (sound gmail) (attraction) or some genz words looks coolWeekly Tips : Customize your Zoho Mail Notifications
In a professional context, email communication remains one of the most crucial channels for staying connected and managing workflows. Keeping track of your emails, task updates, or important announcements can be overwhelming—especially if you are jugglingHow to move emails to Shared Mailbox?
Hello, I created a Shred Mailbox instead of using a distribution group. But I cannot move previous emails to certain shared mailbox. Is it possible move some emails from inbox to shared mailbox?Email task creator when task is updated/marked complete
I am looking for a way to notify the creator of a task in zoho todo when - Task is updated Task is closed Comments entered 1 and 2 are critical, and I cannot find a zoho flow to do this. There is no way that as a manager I will know when someone has completedThe attendees will now be redirected to the landing webpage when they exit the webinar, set by the organizer.
Hello All, In the latest version of the Zoho Meeting iOS mobile app (v1.3.16), we have brought in the below enhancements: Post Webinar Re-direction Revamped exit UI for Webinar Post Webinar Re-direction: The attendees will now be redirected to theDownload API file contents from browser
Hi Team - is there something being planned to be able to trigger file downloads from the browser via a deluge script? i.e. retrieve a file via API, trigger the file download directly from the browser. Or... using the convertToPdf function (https://www.zoho.com/deluge/help/functions/file/convert-to-pdf.html)March 15, 2023: Zoho Docs is discontinued
As of today (March 15, 2023) Zoho Docs is discontinued for all users. We would like to thank our customers for trusting us for so many years! Going forward, we're confident you'll enjoy using Zoho WorkDrive for all your advanced file management and collaborationWhen using "locations" in zoho books, can you keep the two locations totally separate from each other?
I am looking to add a location but I don't want to intermingle the banking or other accounts. I want that to be like two separate independent branches that use different banking accounts, accounts payable, and accounts receivable. The people who are inAdding a Channel to SalesIQ
I have a client that currently uses Zoho CRM and Zoho Desk. They would like a live chat to place on their website that has a mobile app and chat bots (something like SalesIQ). However, they would also like to have all this work over SMS as well. Does the SalesIQ API allow this? Can I add visitors without them being a visitor on a website? Thanks! Bryan RedeagleDataPrep Bigquery Connection failed
Hello everybody, I want to create a connnection beetwen Bigquery and Dataprep but when I try to connect my project I got this error Loading tables has failed. Table list fetched from the data source expired.How Do I Refund a Customer Directly to Their Credit Card?
Hi, I use books to auto-charge my customers credit card. But when I create a credit note there doesn't seem to be a way to directly refund the amount back to their credit card. Is the only way to refund a credit note by doing it "offline" - or manually-Zoho Flow Needs to Embrace AI Agent Protocols to Stay Competitive
Zoho Flow has long been a reliable platform for automating workflows and integrating various applications. However, in the rapidly evolving landscape of AI-driven automation, it risks falling behind competitors like n8n, which are pioneering advancementsImportant Features Missing
Hey all I love linkthread, but i am missing some important features. I want to be able to include my Google Tag Manager. I have all the important stuff in my GTM Container: Facebook Pixel, LinkIn Pixel, Zoho Pagesense and so on. So i am able to do retargetingZoho SignForms: Prefill parameters with spaces render as “+” in the document (even when using %20)
Hello Zoho Sign team, we are using SignForms with prefill parameters passed via URL. Spaces in parameter values are being rendered as “+” in the finalized document—even when we URL-encode spaces as %20. This is critical for us because we prefill addressesCurrency selector (based on variable) usage in comparsion
Hi, I've developed a currency selector based on the following topic, and it's working well in pivot tables and charts: https://help.zoho.com/portal/en/community/topic/how-can-i-allow-my-users-to-choose-a-currency-for-the-dashboard I also have a comparisonCustomize Column in Projects - Default View for Template?
Is there a way to have the columns you'd like to see added to a template? I want my customized columns to show up every single time I create a project from that template. It appears I can customize them in the template but when I create the project they do not transfer over. Template: See below how the columns in order are : Task, Owner, Status, Assigned, Website URL, Blog H1..etc. When I create a project from that same template it comes out as: Task, Owner, Status, Tags, Start Date, End Date, etcAsk the Experts 24: Analytics, data administration, and mobile experience with Zoho Desk
Hello Everyone! Welcome back to the Ask the Experts(ATE) series! We were so focused on our Autumn 2025 release that we didn't host an ATE session last month. In this month's ATE, we'd like to expand our areas for discussion: we'd like to listen to yourMulti-Page Forms in Zoho Creator!
Let’s make long applications easier to handle by dividing them into pages, adding a progress bar, and guiding users step by step through complex data entry. This would be a total game-changer for the user experience and could significantly boost completionUnable to Receive Emails on Zoho Mail After Office 365 Coexistence Setup – Error: 553 Relaying Disallowed
Hello, My domain name is bigniter.com, and I’ve been using Zoho Mail as my email service provider without any issues. Recently, I followed the steps outlined in the Zoho documentation to enable Coexistence with Office 365: 🔗 https://www.zoho.com/mail/help/adminconsole/coexistence-with-office365.html#multi-serverEmail login error
Login successfully but email page errorShared Mailboxes Disappeared
Zoho Mail users in our company haven't been able to see their Shared Mailboxes for the past few hours. I've checked with App and Web Access, but they can't access them. When I send emails to their addresses, I get no error messages. They're still visibleRemote Server is misconfigured
Dear Team, I am unable to use email id as remote server is misconfigured. It would be really great if you could help on this and get this resolved. Thanks & Regard Rohit Guptawhy cant i access my email account. it keeps asking me for reverifiying my account by entering my password.
I cant access my account. it keeps asking me for reverifcaton by entering my password. once its entered it asks for it over and over.Free webinar alert on October 16 - Less Complexity, More Security: Workplace + Directory
Hello Zoho Workplace Community! Security and productivity shouldn't be at odds—and with Zoho, they're not. Discover how Zoho Workplace + Directory delivers seamless collaboration with enterprise-grade security, all in one integrated ecosystem. Join ourEmail Recall Feature In Zoho Mail Which Should Also Work For Outside Organisation Members
Add a feature to recall or undo sending an email within a configurable short time window (e.g., 30 seconds to 2 minutes) after hitting send, similar to Gmail’s undo send. Currently the sent email can not be recall If the recipient is not from within yourNext Page