Kaizen #177: Duplicate Check Preferences API vs. Upsert API
Hello all!!!
Welcome back to another week of Kaizen. Last week, we discussed Optimizing the Use of Record ID Variables in Zoho CRM Queries.
This week, we will explore two important APIs for managing duplicate records in Zoho CRM - Duplicate Check Preferences API and Upsert Records API. While both of these APIs help manage duplicate records, they serve different purposes and are to be used in different scenarios.
This post covers:
- What is the Duplicate Check Preferences API?
- Use Case
- Duplicate Check Configurations
- Updating Duplicate Check Configuration
- How Duplicate Check Preferences Work During Record Creation/Update?
- What is the Upsert API?
- Use Case
- Differences between Duplicate Check Preferences API and Upsert API
What is the Duplicate Check Preferences API
The Duplicate Check Preferences API is a configuration API that allows you to set up criteria using unique fields to manage duplicates across Leads module including Converted Leads and Contacts
in Zoho CRM. Based on the given criteria, the system will restrict the creation or update of duplicate records. For example, if the Phone field is marked as unique and set for duplicate checks, the system will make sure that no two records have the same phone number during records creation or update.
in Zoho CRM. Based on the given criteria, the system will restrict the creation or update of duplicate records. For example, if the Phone field is marked as unique and set for duplicate checks, the system will make sure that no two records have the same phone number during records creation or update.
With the Duplicate Check Preferences API, you can define criteria to find duplicates, such as matching email addresses, phone numbers, or custom fields. During record creation or update, Zoho CRM checks the configured criteria against converted leads or contacts. If a match is found, it triggers a "DUPLICATE_DATA" error and blocks duplicates based on your configuration.
By default, the Insert Records API and Update Records API automatically check for this configuration. If a record matches the defined duplicate criteria, the system prevents its creation or update.
Use case
Zylker, a sales team managing customer contacts in Zoho CRM, often imports leads from various sources like website forms, events, and campaigns. However, the team noticed that many duplicate contacts are being created because the same phone number is associated with some of the contacts. This creates confusion and results in redundant work in their sales process.
By using the Duplicate Check Preferences API, Zylker can prevent the anymore duplicate contacts based on phone numbers (phone is used for an example).
Duplicate Check Configurations
In Zoho CRM, you can configure duplicate check preferences via API in two ways.
i. Configuration in Leads module
The system checks for duplicates on all the Leads using the specified unique fields. By selecting this option, the duplicates will be checked on all the Converted Leads (custom view) as well. This configuration is applicable across all the layouts.
The following is the configuration for duplicate check in the Leads module via API.
The following is the configuration for duplicate check in the Leads module via API.
Request Method: POST
Note:
- The "module" parameter is mandatory, and its supported value is Leads.
- The above URL applies to both Leads and Contacts module configurations.
- You must mark at least one field as mandatory. So, the system can check for duplicates based on the value in the unique field within the Leads module when creating a record.
Input JSON
{ "duplicate_check_preference": { "type": "converted_records", //Converted Leads custom view in Leads module } } |
Response
{ "duplicate_check_preference": { "code": "SUCCESS", "details": {}, "message": "Duplicate check enabled for converted_records successfully.", "status": "success" } } |
ii. Configuration in Contacts module
By selecting this option, the system will check for duplicates in the Contacts module using mapped fields.
Input JSON
{ "duplicate_check_preference": { "type": "mapped_module_records", "type_configurations": [ { "field_mappings": [ { "current_field": { "api_name": "Email", "id": "5725767000000002601" }, "mapped_field": { "api_name": "Email", "id": "5725767000000002503" } } ], "mapped_module": { "api_name": "Contacts", "id": "5725767000000002179" } } ] } } |
How Duplicate Check Preferences Work During Record Creation/Update
Consider Zylker has configured the Contacts module ("type":"mapped_module_records") to check duplicate contacts.
For example, a sales representative at Zylker attempts to add a contact from the Cold Call lead source. However, the same contact already exists in the Contacts module, either from the same or a different lead source.
Since the Contacts module is configured for duplicate check preferences, the system will check for duplicates in the Contacts module using mapped fields. During the record insertion action, the system verifies the Contacts module for any matching records based on these unique identifiers. Based on the result, it either creates the record or throws an error.
Use the Insert Records API to create records in a module.
Request URL: https://www.zohoapis.com/crm/v7/Contacts
Request Method: POST
Input JSON
{ "data": [ { "Company": "Villa Margarita", "Last_Name": "Dolan", "First_Name": "Brian", "Phone": "12345", "State": "Texas" } ] } |
Response
{ "data": [ { "code": "DUPLICATE_DATA", "details": { "api_name": "Email", "duplicate_record": { "Owner": { "name": "Patricia Boyle", "id": "5725767000000411001", "zuid": "808233918" }, "module": { "api_name": "Contacts", "id": "5725767000000002179" }, "id": "5725767000000774010" //The record that already exists in the Contacts module. }, "json_path": "$.data[0].Email", "more_records": false }, "message": "duplicate data", "status": "error" } ] } |
Duplicates are also checked during record updates. If a record is updated with a value that already exists in a unique field, the system indicates it as a duplicate and returns a "DUPLICATE_DATA" error.
Update Duplicate Check Configuration
To update the previously enabled Duplicate Check option configured in your account, use the Update Duplicate Check Option API.
Request Method: PUT
Input JSON
Input JSON
The Contacts ("type": "mapped_module_records") configuration is used in the below sample input.
{ "duplicate_check_preference": { "type": "mapped_module_records", "type_configurations": [ { "field_mappings": [ { "mapped_field": { "api_name": "Phone", //The previously configured Email field as a unique identifier in Contacts has now been replaced with the Phone field. "name": "Contacts", "id": "5725767000000411001" }, "current_field": { "api_name": "Phone", "name": "Leads", //The previously configured Email field as a unique identifier in Leads has now been replaced with the Phone field. "id": "5725767000005381030" } } ], "mapped_module": { "api_name": "Contacts", "name": "Contacts", "id": "5725767000000002179" } } ] } } |
What is the Upsert API?
The Upsert API is a combination of "update" and "insert".
How it works?
You provide a unique identifier (e.g., email, phone number, or a custom field) to check for existing records.
If a record with the same identifier exists, it updates that record.
If no matching record is found, it creates a new one.
Flow diagram
Use Case
Zylker, an e-commerce company, uses Zoho CRM to manage customer data. Customers sign up on Zylker’s online store, and their details are stored in the e-commerce platform like Shopify. Over time, customers may update their contact information, or new customers may sign up. To keep customer records in Zoho CRM accurate and avoid duplicates, Zylker uses the Upsert API to:
- Update existing customer records details if the given unique identifier, such as email or phone number, matches an existing record in Zoho CRM.
- Insert a new record if no match is found. This way, Zylker ensures that new customers are added efficiently.
There are two types of duplicate check fields:
i. System-defined duplicate check fields.
ii. User-defined duplicate check fields.
i. System-defined duplicate check fields
The table below lists the system-defined unique fields. When you create a record using the Upsert API, the system checks these fields for duplicate entries.
The table below lists the system-defined unique fields. When you create a record using the Upsert API, the system checks these fields for duplicate entries.
Leads | |
Contacts | |
Accounts | Account_Name |
Deals | Deal_Name |
Campaigns | Campaign_Name |
Cases | Subject |
Solutions | Solution_Title |
Products | Product_Name |
Vendors | Vendor_Name |
PriceBooks | Price_Book_Name |
Quotes | Subject |
SalesOrders | Subject |
PurchaseOrders | Subject |
Invoices | Subject |
Custom Module | Name |
ii. User-defined duplicate check fields
You can set a normal field as a duplicate check field by enabling "Do not allow duplicate values." Note that you can only set fields with the following field-types as unique— Single Line, Email, Phone, Number, Long Integer, and URL.
Sample Request: https://www.zohoapis.com/crm/v8/Leads/upsert
Request Method: POST
Sample Input JSON
Sample Input JSON
Here, "Email," a system-defined field, has been used as a duplicate check field.
{ "data": [ { "Email": "alice@mail.com", "First_Name": "Alice", "Last_Name": "Brown", "Phone": "+1-555-222-3333", "Order_Date": "2024-01-10", "Order_Value": "$175.00" }, { "Email": "pat@mail.com", "First_Name": "pat", "Last_Name": "Davis", "Phone": "+1-555-666-7777", "Order_Date": "2024-01-15", "Order_Value": "$300.00" } ], "duplicate_check_fields": [ "Email" //You can set the order in which the system checks for duplicate records by specifying the duplicate_check_field array in the input. ] } |
Response
{ "data": [ { "code": "SUCCESS", "duplicate_field": null, "action": "insert", "details": { "Modified_Time": "2025-02-08T09:43:08-08:00", "Modified_By": { "name": "Patricia Boyle", "id": "5725767000000411001" }, "Created_Time": "2025-02-08T09:43:08-08:00", "id": "5725767000005425036", "Created_By": { "name": "Patricia Boyle", "id": "5725767000000411001" } }, "message": "record added", "status": "success" }, { "code": "SUCCESS", "duplicate_field": "Email", "action": "update", "details": { "Modified_Time": "2025-02-08T09:43:08-08:00", "Modified_By": { "name": "Patricia Boyle", "id": "5725767000000411001" }, "Created_Time": "2025-02-08T08:52:22-08:00", "id": "5725767000005425002", "Created_By": { "name": "Patricia Boyle", "id": "5725767000000411001" } }, "message": "record updated", "status": "success" } ] } |
Differences between Duplicate Check Preferences API and Upsert API
Duplicate Check API | Upsert API |
Duplicate Check Preferences can be enabled only in the Leads module. | Supports all modules. |
Throws a "DUPLICATE_DATA" error if a duplicate is detected. | Updates the existing record with new field values if a match is found for the unique fields; otherwise, inserts a new record. |
Use the above Zoho CRM APIs which fit your use cases.
---------------------------------------------------------------------------------------------------------------------
We trust that this post meets your needs and is helpful. Let us know your thoughts in the comment section or reach out to us at support@zohocrm.com
Stay tuned for more insights in our upcoming Kaizen posts!
- More enhancements in the COQL API are now live in Zoho CRM API Version 7. Check out the V7 Changelog
for detailed information on these updates. ✨
- OAuth Scopes Page for Zoho CRM APIs. ✨
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
Andres
Jeganprabhu S
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
Join our live webinar: Explore the WorkDrive TrueSync application!
Hello everyone, We are thrilled to invite you to a live webinar focused on mastering the WorkDrive TrueSync application. Discover how to seamlessly sync your content between the cloud and your computer, ensuring smooth and efficient file management. OurBug tracking
Hi, does anyone know how to track errors during picking or packing? This way I can keep track and see how to improve and prevent errors in this area.Can the Product Image on the Quote Template be enlarged
Hello, I am editing the Quote Template and added ${Products.Product Image} to the line item and the image comes up but it is very tiny. Is there anyway that you can resize this to be larger? Any help would be great! ThanksZoho Creator customer portal limitation | Zoho One
I'm asking you all for any feedback as to the logic or reasoning behind drastically limiting portal users when Zoho already meters based on number of records. I'm a single-seat, Zoho One Enterprise license holder. If my portal users are going to add records, wouldn't that increase revenue for Zoho as that is how Creator is monetized? Why limit my customer portal to only THREE external users when more users would equate to more records being entered into the database?!? (See help ticket reply below.)Script Editor not an option
I am trying to apply a script to a sheet and Script Editor is not an option. I don't want to go outside Sheets to do this (like Creator) if it can be done inside Sheets.Send Automated WhatsApp Messages and Leverage the Improved WhatsApp Templates
Greetings, I hope all of you are doing well. We're excited to announce a major upgrade to Bigin's WhatsApp integration that brings more flexibility, interactivity, and automation to your customer messaging. WhatsApp message automation You can now useEnvio de mails
Hola! No puedo enviar mails pero si recibirlos. No se como solucionarlo! Mi dominio es chidobebes.com.arERROR CODE :554 - Your access to this mail system has been rejected due to poor reputation of a domain used in message transfer
In my email configuration: The domain's MX Records are pointed to Zoho The domain's SPF Records have been pointed out successfully DKIM is enabled. DMARC Record is pointed for the domain. The domain name is digioorja.in. Still facing the issue of Error:This Operation has been restricted. Please contact support-as@zohocorp.com for further details
l tried to verify my domain (casalimpaeperfumada.com.br) and its shows this error: This Operation has been restricted. Please contact support-as@zohocorp.com for further details.SLOW EMAILS
Is there an issue with the Zoho server? For two days now I've been having issues with very long buffering. Please advise. Thank you.POP3 authentication error - SOLVED
Just in case others are as forgetful as me ... As Zoho has changed the POP server for personal and free organisational users, I needed to change the POP server on my email client. This failed persistently but eventually I remembered that I had chosenSolution to Import PST File into Office 365.
MailsDaddy OST to Office 365 Migration Tool is an outstanding solution to recover OST files and migrate them into Office 365 without any hassle. Using this software users can multiple OST files into Office 365 with complete data security. It offers usersAdd Zoho One Groups/Departments to Shared Mailbox Access
Hi, I hope you're doing well. Currently, in Zoho Mail, I can manually add specific users or the entire organization to a shared mailbox. However, there is no option to add Zoho One groups or departments. Feature Request: We would like the ability to assignAllow Filters with Only Special Characters in Zoho Mail
Hi Zoho Mail Team, I hope you're doing well. We have noticed that currently, Zoho Mail does not allow creating filter criteria using only special characters, such as = or #. However, there are scenarios where such a filter is necessary. For example: FilteringHow to save email as PDF?
I saw 2 previous threads about this. One is from 14 years ago. The other was closed as "answered" a year ago but the feature was never implemented: https://help.zoho.com/portal/en/community/topic/how-to-download-save-emails-as-pdf Is the "save as PDF"Flexible plans
Hi, I have a Workplace Standard subscription. On Zoho's website, it mentions that with the annual plan it's possible to have multiple plans under the same organization—for example, Workplace Standard and Mail Lite. However, I can’t find a way to do thisWeekly Tips : Teamwork made easy with Multiple Assignees
Let's say you are working on a big project where different parts of a single task need attention from several people at the same time—like reviewing a proposal that requires input from sales, legal, and finance teams. Instead of sending separate remindersCannot give public access to Html Snippet in Zoho Creator Page
Hi, I created a form in Zoho Creator and published it. The permalink works but I want to override the css of the form. (style based URL parameters is not good enough) So I created a page and added an Html snippet. I can now override the css, which isWeekly Tips : Customize your Compose for a smoother workflow
You are someone who sends a lot of emails, but half the sections in the composer just get in your way — like fields you never use or sections that clutter the space. You find yourself always hunting for the same few formatting tools, and the layout justUnable to confirm Super Admin assignment — confirmation button not working
I’m trying to change the roles within my organization. I am currently a super admin and would like to add another user as a super admin. When I attempt to confirm the action, a screen appears asking for my password to verify my identity. However, whenInstalling EMAIL Setup in New Domain
Respected Support team, I'm facing an issue with cloudflare in Pakistan, I want to setup Zoho Mail Setup but I Don't know how to enable Zoho mail setup without cloudflare. My Website https://stumbleguyzzapk.com/, https://fakservices.com/ is using CF,Will I Get a Refund If I Downgrade Zoho Mail?
Hello, We upgraded an email account for our new employee. However, the employee left after one month, and now I've reduced the number of Zoho Mail users from 7 to 6. Can we get a refund for the remaining portion of our annual payment?Accounting on the Go Series-43:Enhancing Your Reporting Efficiency with Dashboard Filter State Retention
Hello everyone! Welcome back to our series on Zoho Books mobile app features. Today, we will talk about a feature that yet again helps you focus on work that really matters-Dashboard Filter State Retention. Imagine you're working on your Zoho Books dashboard,Zoho books/payroll tax payment
I accidentally made a second payment to my taxes for $300 which is reflected in my bank account and therefore on Zoho books but I can not match it to any transactions because its not reflected in payroll as a tax payment. Is there a way to add an extraI can't renew the Finance Plus subscription
I tried to renew the Finance Plus subscription but it keeps reloading the same page over and over when ever I click on "Renew Subscription" buttonEstimate vs Quote
they are different. Quote is for 1 piece price + other charges. Estimate is for total quantity to be ordered. The gross total amount of the Estimate is the amount payable. Replacing Estimate as Quote is not understandable because they are different. InAccounting on the Go Series-47: Effortless GSTIN Management- Auto Populate TaxPayer Details in Zoho Books Mobile App
Hello everyone, Welcome back! Today, we're focusing on a feature specifically designed for our Indian users in the Zoho Books-Indian edition, particularly those who deal with GST compliance regularly. We understand the importance of accurate and efficientAccounting on the Go Series-48: Enhance Accuracy with Custom Work Week Start Days in Zoho Books iOS app
Hello everyone, Welcome back! We’re here with another feature spotlight that might seem small but can have a big impact on your daily routine: setting the first day of the work week in the Zoho Books iOS app. Imagine this: You’re a business owner whoTime to Get Paid Report in ZBooks
Hello, One of our customers who has 25 different companies around the world gets 60 days to make payments. Unfortunately, the subject report does not report an average time to get paid (in days) or the ability to look at a custom period of time. CurrentlyHow to prepare a balance sheet for a company that has no operations yet?
.Project Billing Method from Zoho People
Normaly our customers use Zoho Projects to manage projects and timesheet that are being charge to the customer. Using the integration from Zoho Project we can have projects base on different billing method. For example most of our customer use HourlyZoho Books-Accounting on the Go Series!
Dear users, Continuing in the spirit of our 'Function Fridays' series, where we've been sharing custom function scripts to automate your back office operations, we're thrilled to introduce our latest initiative – the 'Zoho Books-Accounting on the Go Series'.Zoho Books | Product updates | July 2025
Hello users, We’ve rolled out new features and enhancements in Zoho Books. From plan-based trials to the option to mark PDF templates as inactive, explore the updates designed to enhance your bookkeeping experience. Introducing Plan Based Trials in ZohoZoho Books | Product updates | August 2025
Hello users, We’ve rolled out new features and enhancements in Zoho Books. From the right sidebar where you can manage all your widgets, to integrating Zoho Payments feeds in Zoho Books, explore the updates designed to enhance your bookkeeping experience.Apply Payment Received Amount Zoho Books Invoice
Hello team here is the sample code How can apply the payment received record over a unpaid zoho books invoice. //......................... paymentID = customer_payment.get("payment_id"); organizationID = organization.get("organization_id"); paymentmaplistUpdate or Upsert Records Using Unique Custom Fields
Hello customers, We've enhanced the process of updating records via API. You can now: Update records using unique custom fields Upsert records using unique custom fields Note: Both the features are available in the Zoho Books and Zoho Inventory apps.[Webinar] Understanding the New Invoice Management Systems
Join industry expert CA Pritam Mahure as he discusses the importance of the new Invoice Management System (IMS) and its impact on taxpayers. Topics Covered: - Concept of IMS and pre-requisites - Applicability and Restrictions on Invoices/Records for IMSAccounting on the Go Series-51: Effortless Transactions: Create and Manage Directly from Uploaded Documents
Hello everyone, We’re back with another useful feature that makes working with Zoho Books even easier! This time, we’re simplifying the process of creating transactions directly from uploaded documents. Imagine you’re out meeting clients, and you receive[WEBINAR] Effortless migration to the VAT-ready South Africa edition of Zoho Books
Hello there, If you are one of our early users from South Africa using the older edition of Zoho Books, this webinar is for you! We have now launched a new South Africa edition with VAT support, to which you can migrate your existing data. Join this session,Accounting on the Go Series-52: Capture Receipts on the Go, Right from Your Lock Screen.
Hello everyone, We’re excited to introduce a feature that will make your life so much easier—especially for those constantly on the move! With iOS 18, Zoho Books now allows you to capture receipts directly from your lock screen using Locked Camera Capture.Next Page