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.
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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. ✨
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