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
How can I delete duplicate transactions?
I want to delete the duplicates not simply exclude them. I have duplicates, because I had automatic bank feeds turned on (had to make sure this critical functionality was working before migrating to Zoho). Now when I import my csv's exported from Wave,Automatically Add Recurring Zoho Meeting Events to Zoho Calendar / Zoho Meeting Calendar
Hello Zoho Meeting Team, Hope you are doing well. We would like to request an enhancement regarding recurring meetings created inside Zoho Meeting. At the moment, when we schedule a recurring meeting in Zoho Meeting, it does not appear in Zoho CalendarLimited layout rules in a module
There is a limit of 10 layout rules per module. Is there a way to get that functionality through different customization or workflow + custom function (easily accessible), etc. Having just 10 is limiting especially if module contains a lot of data. AreEnhance Sign CRM integration
Hello all, I'm working on a custom Deluge script to enhance the integration between Zoho CRM and Sign by using a writer merge template for additional flexibility. I want to replicate the post-sign document integration that exists between CRM and SignPython - code studio
Hi, I see the code studio is "coming soon". We have some files that will require some more complex transformation, is this feature far off? It appears to have been released in Zoho Analytics alreadyGood news! Calendar in Zoho CRM gets a face lift
Dear Customers, We are delighted to unveil the revamped calendar UI in Zoho CRM. With a complete visual overhaul aligned with CRM for Everyone, the calendar now offers a more intuitive and flexible scheduling experience. What’s new? Distinguish activitiesReplacing email ID,
In zoho sheets If I am sending it as an email attachments can I replace sender email ID from notifications to my email ID.Move orders scan ISBN
Hi We have ISBN setup to be searched in items zoho but move orders dissent recognize the ISBN is there q missing configuration? regards, JSViewID and Zoho Desk API
I'm looking at the documentation for Listing contacts and it looks like you can filter by ViewID. I assume this is views created in a department or all departments. Is this correct? And if so, how do I find the ViewID for that view? EDIT: I see the viewAbility to Link Reported Issues from Zoho Desk to Specific Tasks or Subtasks in Zoho Projects
Hi Zoho Desk Team, Hope you're doing well. When reporting a bug from Zoho Desk to Zoho Projects, we’ve noticed that it’s currently not possible to select an existing task or subtask to associate the issue with. However, when working directly inside ZohoAutomatically Update Ticket Status in Zoho Desk Based on Actions in Zoho Projects
Hi Zoho Desk Team, Hope you’re doing well. We’re using the Zoho Desk–Zoho Projects integration to manage tasks related to customer tickets, and it works well for linking and tracking progress. However, there are a few important automation capabilitiesPrint Tickets
We have field engineers who visit customers. We would like the option to print a job sheet with full details of the job and account/contact details.Zoho Desk integration with Power BI
Hi, I want to be able to create a Power BI report which has live updates of ticket data from zoho desk, is this possile at all? Thanks JackAbility to Attach Images When Reporting Issues to Zoho Projects from Zoho Desk
Hi Zoho Desk Team, Hope you’re doing well. We’re using the Zoho Desk–Zoho Projects integration to report bugs directly from support tickets into the Zoho Projects issue tracker. This integration is extremely useful and helps us maintain smooth coordinationAbility to Choose Task List and Add Subtasks When Creating Tasks from Zoho Desk
Hi Zoho Desk Team, Hope you’re doing well. We’re using the Zoho Desk–Zoho Projects integration to seamlessly connect customer tickets with project tasks. While the integration works great overall, we noticed two important limitations that affect our workflowSync Task Status from Zoho Projects to Zoho Desk
Hi Zoho Desk Team, Hope you’re doing well. We’re actively using the Zoho Desk–Zoho Projects integration, which helps our support and project teams stay aligned. However, we noticed that when we change a task’s status in Zoho Projects, the change is notDefault/Private Departments in Zoho Desk
1) How does one configure a department to be private? 2) Also, how does one change the default department? 1) On the list of my company's Zoho Departments, I see that we have a default department, but I am unable to choose which department should be default. 2) From the Zoho documentation I see that in order to create a private department, one should uncheck "Display in customer portal" on the Add Department screen. However, is there a way to change this setting after the department has been created?Retainer invoice in Zoho Finance modlue
Hello, Is there a way of creating retainer invoices in the Zoho Finance module? If not can I request this is considered for future updates please.Can we do Image swatches for color variants?
We want to do something like the attached screenshot on our new zoho store. We need image swatches instead of normal text selection. We want to user to select an image as color option. Is this doable? I don't see any option on zoho backend. Please hHow Zoho Desk contributes to the art of savings
Remember the first time your grandmother gave you cash for a birthday or New Year's gift, Christmas gift, or any special day? You probably tucked that money safely into a piggy bank, waiting for the day you could buy something precious or something youZoho CRM IP Addresses to Whitelist
We were told to whitelist IP addresses from Zoho CRM. (CRM, not Zoho Mail.) What is the current list of IP Addresses to whitelist for outbound mail? Is there a website where these IP addresses are published and updated? Everything I could find is overColor of Text Box Changes
Sometimes I find the color of text boxes changed to a different color. This seems to happen when I reopen the same slide deck later. In the image that I am attaching, you see that the colors of the whole "virus," the "irology" part of "virology," andThe difference between Zoho Marketing Automation and Zoho Campaigns
Greetings Marketers! This post aims to differentiate between Zoho Marketing Automation and Zoho Campaigns. By the time you get to the end of the post, you will be able to choose a product that objectively suits you. What is Zoho Marketing Automation?When moments in customer support get "spooky"
It’s Halloween again! Halloween is celebrated with spooky symbols and meanings based on history and traditions, with each region adding its own special touch. While we were kids, we would dress up in costumes along with friends, attend parties, and enjoyHow to use Rollup Summary in a Formula Field?
I created a Rollup Summary (Decimal) field in my module, and it shows values correctly. When I try to reference it in a Formula Field (e.g. ${Deals.Partners_Requested} - ${Deals.Partners_Paid}), I get the error that the field can’t be found. Is it possibleZoho Mail Android app update - View emails shared via Permalink on the app.
Hello everyone! In the latest version(v2.8.2) of the Zoho Mail Android app update, we have brought in support to access the emails shared via permalink within the app. Earlier, when you click the permalink of an email, you'll be redirected to a mobileLet us view and export the full price books data from CRM
I quote out of CRM, some of my clients have specialised pricing for specific products - therefore we use Price Books to manage these special prices. I can only see the breakdown of the products listed in the price book and the specialised pricing forWeekly Tips: Manage External Images in Zoho Mail
When you receive emails every day, whether from clients, newsletters, or services, many of them contain external images that automatically load when you open the message. While this can make emails look more engaging, it can also impact your privacy andEmpowered Custom Views: Cross-Module Criteria Now Supported in Zoho CRM
Hello everyone, We’re excited to introduce cross-module criteria support in custom views! Custom views provide personalized perspectives on your data and that you can save for future use. You can share these views with all users or specific individualsHow to display Motivator components in Zoho CRM home page ?
Hello, I created KPI's, games and so but I want to be able to see my KPI's and my tasks at the same time. Is this possible to display Motivator components in Zoho CRM home page ? Has someone any idea ? Thanks for your help.Introducing Record Summary: smarter insights at your fingertips
Hello everyone, We’re excited to introduce the Record Summary feature. This powerful addition makes use of Zia to simplify how you interact with your CRM data, providing a seamless, consolidated view of critical record information. Scrolling through theAccount in Quick View Filter
I have a report that I often run against a specific Account. Every time, I have to go into the edit menu and change the Advanced Filter. I would prefer to use the Quick View Filter, but it does not allow me to use the one and only field that makes anyInsert Cookie Policy in Zoho Sites
Hello, i need to insert a banner on my site because i'm in Italy so i have to respect EU laws for Cookie Policy and Privacy Policy. I see that i need to insert a code in <head> section of my site to show a banner/popup with cookie info. How i can do this? Thank you LucaCliq iOS can't see shared screen
Hello, I had this morning a video call with a colleague. She is using Cliq Desktop MacOS and wanted to share her screen with me. I'm on iPad. I noticed, while she shared her screen, I could only see her video, but not the shared screen... Does Cliq iOS is able to display shared screen, or is it somewhere else to be found ? RegardsUnable 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, whenDelegates should be able to delete expenses
I understand the data integrity of this request. It would be nice if there was a toggle switch in the Policy setting that would allow a delegate to delete expenses from their managers account. Some managers here never touch their expense reports, andLet's Talk Recruit: Meet Zia, your all-in-one AI assistant (Part-2)
Welcome back to Let’s Talk Recruit series. In Part 1, we introduced Zia and how AI is reshaping the way recruiters work. This time, we’re taking a closer look at how far Zia has come and how each update continues to simplify your everyday tasks. WhenFunction #9: Copy attachments of Sales Order to Purchase Order on conversion
This week, we have written a custom function that automatically copies the attachments uploaded for a sales order to the corresponding purchase order after you convert it. Here's how to configure it in your Zoho Books organization. Custom Function: Hitstock
bom/bse : stock details or price =STOCK(C14;"price") not showing issue is #N/A! kindly resolve this problemKaizen #8 - Handling Recurrence and Participants in the Events Module via API
Hello everyone! We are back this week with an exciting post—Handling recurrence and participants in the Events module through API. First things first—What is the Events module? "Events" is a part of the Activities module in Zoho CRM. An event is an activity that happens at a given place and time. You can find Events on the user's Zoho CRM's home page, Activities home page, Calendar, and in other related records. What are the types of Events? Events are of two types—Recurring and non-recurring events.Next Page