Kaizen #195: Frequently Asked Questions on Bulk Read API and Bulk Write API
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Hello all!!
Welcome back to another post in the Kaizen series!
In this post, we will address some of the most frequently asked questions about Zoho CRM's Bulk Read API and Bulk Write API from the Zoho CRM Developer Community Forum.
Frequently Asked Questions on Bulk Read API
1. What is the Bulk Read API, and when should I use it?
Bulk Read refers to bulk data export. This API allows you to export large datasets i.e., you can export up to 2,00,000 records in a single export job from Zoho CRM in CSV format. Bulk Read APIs are best suited for backups and data migration.
2. Since Zoho CRM has other record APIs such as GET Records API, COQL API, and Search API to retrieve data, why should I use the Bulk Read API?
Other record APIs like the GET Records API, COQL API, and Search API are used to retrieve data, but they return fewer records per API call. This can quickly lead to reaching your daily API limits, unlike the Bulk Read API, which can be used to export larger datasets.
- GET Records API : You can fetch up to 200 records per API call. Use pagination to retrieve up to 1,00,000 records from a module.
- COQL API : You can fetch up to 2000 records per API call. Using LIMIT and OFFSET, you can fetch up to 100,000 records. To get beyond 100,000 records, refer to Pagination section of the API help documentation. Also, it supports cross-module queries.
- Search API : You can fetch up to 200 records per call. With pagination, you can retrieve up to 2,000 records in total. Using this API, you can search for records in a module based on a criteria that you define.
- Advantages of Bulk Read API :
- You can export up to 2,00,000 records per API call.
- Use the page_token to export the next set of 2,00,000 records until all records are fetched.
3. How do I make a Bulk Read API call?
The process involves three steps:
- Create a Bulk Read Job : Make a POST call with the required details, including module, fields, and filter criteria. For a successful API call, you will receive a unique job_id in the response.
- Check Job Status : Use the job_id to poll for status of the Bulk Read API. You can also set up a callback URL for notifications, where you will be notified when the Bulk Read job is complete.
- Download Results : Once the Bulk Read job is complete, you will get the download_url in the response of the Get Status API. Use this download URL to download the ZIP file containing the CSV or ICS files.
4. What are the supported and unsupported modules in the Bulk Read API?
Supported modules :
leads, accounts, contacts, deals, campaigns, tasks, cases, events, calls, solutions, products, vendors, price books, quotes, sales orders, purchase orders, invoices, subforms, linking module, and custom modules.
Unsupported modules :
Modules that appear as related lists in a record like Emails and Attachments are treated as separate modules in Zoho CRM. The Bulk Read API does not support these related list modules.
5. How can I export subform records in a module using the Bulk Read API?
To export subform records using the Bulk Read API, specify the subform’s API name in your request.
Request URL: https://www.zohoapis.com/crm/bulk/v8/read
Request Method: POST
Sample Request:
|
{
"callback": {
"method": "post"
},
"query": {
"module": {
"api_name": "Project_Details"
}
},
"file_type": "csv"
}
|
Note: In the above example, the Project_Details is the API name of the subform to be exported.
Exporting subform records based on criteria
|
{
"query": {
"module": {
"api_name": "Project_Details"
},
"fields": [
"Project_Name",
"Project_Type",
"Expected_Budget",
"Status"
],
"criteria": {
"field": {
"api_name": "Expected_Budget"
},
"comparator": "greater_equal",
"value": "40000" //Retrieving subform records with an expected budget greater than or equal to $40,000
}
}
}
|
For more details on subforms, refer to Kaizen #124 - Manipulating Subform using Zoho CRM APIs.
6. How can I export multi-select lookup (MxN) records in a module using the Bulk Read API?
Specify the API name of the linking module in your request to export records from a multi-select lookup (MxN) field.
Request URL: https://www.zohoapis.com/crm/bulk/v8/read
Request Method: POST
Sample Request:
|
{
"callback": {
"method": "post"
},
"query": {
"module": {
"api_name": "EmpXSkills"
},
"fields": [
"Employees.Name",
"Employees.Year_of_Experience",
"Skills.Name"
],
"criteria": {
"group": [
{
"field": {
"api_name": "Employees.Year_of_Experience"
},
"comparator": "greater_than",
"value": "4"
},
{
"field": {
"api_name": "Skills.Name"
},
"comparator": "contains",
"value": "Social"
}
],
"group_operator": "AND"
}
}
}
|
In the sample, EmpXSkills is the API name of the linking module.
For more details on MxN, refer to Kaizen #125 Manipulating Multi-Select Lookup fields (MxN) using Zoho CRM APIs.
7. How can I export multi-module lookup field's data in a module using the Bulk Read API?
The Appointments module has a multi-module lookup field called Appointment_For. To export data that includes this field, specify the API name of the Appointments module in the module key of your Bulk Read API request.
Request URL: https://www.zohoapis.com/crm/bulk/v8/read
Request Method: POST
Sample Request:
|
{
"callback": {
"method": "post"
},
"query": {
"module": {
"api_name": "Appointments__s" //API name of the Appointments module
}
},
"file_type": "csv"
}
|
Note: The Appointment_For field cannot be used in the criteria.
For more details on MML, refer to Kaizen #189: Manipulating Multi-Module Lookup (MML) Field using Zoho CRM APIs.
8. What are the field limits for a Bulk Read API request?
You can specify up to 200 fields per request. If the limit is exceeded, the API returns all fields in the module by default.
9. What are the criteria limits for the Bulk Read API in Zoho CRM?
The Bulk Read API supports a maximum of 25 criteria per query, including the criteria defined in custom views. Make sure your filter conditions do not exceed this limit to avoid errors during query execution.
Request URL: https://www.zohoapis.com/crm/bulk/v8/read
Request Method: POST
Sample Request:
|
{
"callback": {
"method": "post"
},
"query": {
"module": {
"api_name": "Contacts"
},
"fields": [
"Last_Name",
"Owner",
"Lead_Source",
"Created_Time"
],
"criteria": {
"group_operator": "and",
"group": [
{
"field": {
"api_name": "Lead_Source"
},
"comparator": "equal",
"value": "Advertisement"
},
{
"field": {
"api_name": "Owner"
},
"comparator": "equal",
"value": "Boyle"
},
.
.
.
// Add more criteria objects here, up to 25 total
]
}
}
}
|
10. How do I fetch data from lookup fields using the Bulk Read API?
To fetch data from lookup fields, use the dot (.) operator. Refer to the following Sample Request for reference.
Request URL: https://www.zohoapis.com/crm/bulk/v8/read
Request Method: POST
Sample Request:
|
{
"callback": {
"method": "post"
},
"query": {
"module": {
"api_name": "Contacts"
},
"fields": [
"Last_Name",
"Owner",
"Owner.last_name",
"Account_Name.Account_Name", //account lookup field
"Account_Name.Phone",
"Lead_Source"
],
"criteria": {
"group_operator": "or",
"group": [
{
"field": {
"api_name": "Lead_Source"
},
"comparator": "equal",
"value": "Advertisement"
},
{
"field": {
"api_name": "Owner.last_name" //owner lookup field in the Contacts
},
"comparator": "equal",
"value": "Boyle"
},
{
"field": {
"api_name": "Account_Name.Phone" //account lookup field in the Contacts
},
"comparator": "contains",
"value": "99807"
}
]
}
}
}
|
11. Why do I get a "RESOURCE_NOT_FOUND" error when checking the status of a Bulk Read job?
{
"status": "error",
"code": "RESOURCE_NOT_FOUND",
"message": "The requested resource doesn't exist.",
"details": {
"resource": "5725767000006841003"
}
}
The "RESOURCE_NOT_FOUND" will be thrown for the following three reasons.
|
{
"status": "error",
"code": "RESOURCE_NOT_FOUND",
"message": "The requested resource doesn't exist.",
"details": {
"resource": "5725767000006841003"
}
}
|
- API version mismatch : If there is a version mismatch between the API used to create the job and the API used to fetch its status. For example, if you create a Bulk Read job using v6 and then try to check the job status using v8, you will get the "RESOURCE_NOT_FOUND" error. Always use the same API version consistently for all operations related to a Bulk Read job, from creation to status check to file download. Double-check the version in your request URL before making API calls.
- Job ID expiration : If you pass an expired job ID, the system will return this error.
- Invalid job ID : If you pass an incorrect job ID in the job_id key, the system will return this error.
12. What file formats are supported?
The data is returned as a ZIP file containing either a CSV or ICS file upon job completion. You can download the file from the URL provided in the response of the Status API call.
- CSV: Default format for all modules.
- ICS: Available only for the Events module.
13. How long are the exported files available for download?
The download_url is valid for one day after job completion. After that, the file is inaccessible.
14. How to handle large datasets beyond the record limit?
Use the page key to paginate the export of large datasets. The maximum possible value of page key is 500.
For example,
- page=1 retrieves records 1 to 200,000
- page=2 retrieves records 200,001 to 400,000
If the more_records key is true in the response of Get the Status of the Bulk Read Job API, it indicates that there are more records available to fetch. In such a case, use pagination and make more Bulk Read API calls to retrieve them.
Request Method: GET
Sample Response:
|
{
"data": [
{
"id": "3652397000000646004",
"operation": "read",
"state": "COMPLETED",
"result": {
"page": 1,
"per_page": 200000,
"count": 200000,
"download_url": "/crm/bulk/v8/read/2276164000001136017/result",
"more_records": true,
"next_page_token": "bca6fba106357ae3b1ecbd63f"
},
"query": {
"module": {
"id": "2276164000000000125",
"api_name": "Contacts"
},
"page": 1
},
"created_by": {
"id": "2276164000000471001",
"name": "Patricia"
},
"file_type": "csv"
}
]
}
|
Use the page_token key to get the next set of records. You can find the value for page_token in the next_page_token field of the response from your Get Bulk Read Job Status API call.
Now, again, use the POST - Bulk Read API with this token to fetch the next batch of records.
Request URL: https://www.zohoapis.com/crm/bulk/v8/read
Request Method: POST
Sample Request:
|
{
"query": {
"page_token": "bca6fba106357ae3b1ecbd63f"
}
}
|
15. What are the download rate limits for the Bulk Read API?
A maximum of 10 download requests are allowed per minute. If this limit is exceeded, the server returns an HTTP 429 (Too Many Requests) error.
16. Is it possible to export records based on a custom view?
Yes, the Bulk Read API supports exporting records based on a custom view by specifying the CVID in your request. Refer to the Bulk Read API documentation for details.
17. Does the Bulk Read API preserve the order of fields in the response?
The Bulk Read API does not follow a specific order for fields in the response when all fields from a module are requested. However, if you specify a set of fields using the fields JSON array, the response will maintain the same order as provided.
18. Is it possible to schedule multiple Bulk Read jobs?
Yes, you can schedule multiple Bulk Read jobs simultaneously.
19. Is it possible to cancel a Bulk Read request after it is initiated?
No, once a Bulk Read request is initiated, it cannot be cancelled.
20. Do the download URLs require any kind of authentication? Or can anyone access them?
Yes, authentication is required to access download URLs.
- Admin users can download the results of all Bulk Read jobs.
- Non-admin users can only download their own Bulk Read jobs.
21. How many records can be exported from the Events module in ICS format per API call?
The ICS format is supported only for the Events module. You can export up to 20,000 records in ICS format from the Events module in a single API call.
Frequently Asked Questions on Bulk Write API
1. What is the Bulk Write API and what operations does it support?
The Bulk Write API allows you to insert, update, or upsert large sets of data (up to 25,000 records) asynchronously in Zoho CRM.
It supports three main operations:
- Insert: Create new records
- Update: Modify existing records
- Upsert: Update existing records or create new ones if no matching record exists.
2. What file formats are supported for bulk operations?
The Bulk Write API accepts one ZIP file containing CSV files.
- To import records into modules such as Deals and Accounts,i.e, to import records only to the parent modules, the ZIP file should contain only one CSV file. For example, if you want to import 50,000 records into the Leads module, you need to make two CSV files (25,000 records each), compress each CSV file into a separate ZIP file, and make two separate Bulk Write API requests.
- To import parent and child records (subform or linking module) in a single API call, the ZIP can include multiple CSV files - one for the parent module and others for the child modules. For more details on handling parent-child records, refer to Kaizen #131 - Bulk Write for parent-child records using Scala SDK.
- The maximum allowed size of the ZIP file is 25 MB.
3. What are the key points to keep in mind while preparing a CSV file for the Bulk Write API?
- Maximum of 25,000 records per file
- Maximum of 200 column headers
- Supported delimiters: comma (,), semicolon (;), colon (:), or pipe (|)
- All records must belong to the same module
Things to note with the header row
- If field mapping is not provided in the API request, then the first row must contain CRM field API names. This enables automatic mapping by the system.
- If field mapping is provided explicitly in the API request, then the first row can contain any name like display_label. In this case, the first row will be discarded by the system, and it will rely only on the field mapping in the API request.
Recommended way to create a ZIP file for Bulk Write API
It is recommended to create the ZIP file from the terminal. When you zip files through UI (right-click -> Compress), hidden files like __MACOSX may be added to the zip file, which can cause upload errors.
Example :
|
zip bulk_data.zip parent.csv -> zip test.zip test.csv
|
Field mapping is
- Optional for single-module bulk jobs.
- Mandatory for parent-child module jobs.
4. What are the mandatory headers to include while making a Bulk Write job?
|
Header |
Value |
|
Authorization |
Zoho-oauthtoken {access_token} |
|
Content-Type |
multipart/form-data |
|
X-CRM-ORG {org_id} Use the Organization API to get your org ID. |
123456789 |
|
feature |
bulk-write |
5. Why am I getting the "403 Invalid Response From Service Team" error while uploading my ZIP file using the Bulk Write API?
Using an incorrect or missing Org ID in the X-CRM-ORG header will result in this 403 error response. Specify a valid Org ID in the header when uploading the ZIP file. Use the Organization API to get your Org ID.
6. How do I handle lookup fields in my input CSV?
For lookup fields, the column header should follow one of the following formats:
|
Option 1: To reference by ID |
Option 2: To reference by a field value (like name) |
|
Use the format: field_api_name.id |
Use the format: field_api_name.field_api_name |
7. How do default values work in field mappings for the Bulk Write API?
While mapping fields in your Bulk Write API request, you can set a default_value for any field. This is helpful when the uploaded CSV file does not have a corresponding value for the field, but you want to map a default value to that field in that case.
Here is a sample field mapping for a picklist field Lead_Source with a default value:
Sample Field Mapping
|
{
"api_name": "Lead_Source", // Picklist field
"index": 2, // Column index in the CSV
"default_value": { // Optional key with a default value
"value": "call"
}
}
|
If the CSV file has a value in column index 2, that value will be used. If the CSV column is empty for a record, the default_value - call (in our case) will be used instead.
Please note that the default key is optional. If default_value is not provided and the field is required, records with missing values may fail.
8. How do I handle multi-select picklist fields in the Bulk Write API?
Use semicolons (;) to separate multiple values in the CSV file and in the default value mapping in the request body.
Example in CSV: "A;B;C"
Sample Field Mapping
|
{
"api_name": "Rating",
"default_value": {
"value": "A;B"
}
}
|
If the CSV does not contain a value for the field, the value specified under default_value will be used.
9. How do I set a default value for a date field in the Bulk Write API?
When setting a default value for a date field, only the ISO format is allowed.
Sample Field Mapping
|
{
"api_name": "Registered_day",
"default_value": {
"value": "2025-03-21"
}
}
|
If the CSV column for the date field is empty, the default date in ISO format will be used.
10. How do I set a default value for a decimal field in the Bulk Write API?
For decimal fields, the default value must be a number using a dot (.) as the decimal separator. Commas (;) are not allowed.
Sample Field Mapping
|
{
"api_name": "Decimal",
"default_value": {
"value": "99.75"
}
}
|
Only numbers with a dot (.) as the decimal separator are supported. Values like "99,75" are invalid and will cause errors.
11. Can I import Subform and MxN (linking module) data using the Bulk Write API?
Yes, the Subform and MxN (linking module) modules are treated as separate modules in Zoho CRM. Like modules such as Leads and Contacts, you can import data into CRM using the Bulk Write API.
For cases such as importing parent-child data, for example, Leads (parent module) and its associated subform records (child module), you must include multiple CSV files - one for the parent and one for the subform within a single ZIP file and upload it in a single Bulk Write request. Also, make sure the field mappings are correct in the input request.
Refer to Kaizen #131 - Bulk Write for parent-child records using Scala SDK for more details on handling parent-child records.
12. Is Multi-module Lookup (MML) supported in the Bulk Write API?
No, Multi-module Lookup (MML) fields are not currently supported in the Bulk Write API.
Currently, in Zoho CRM API Version 8, the Appointment_For field in the Appointments module is an MML field. Since the Appointments module itself is not supported in Bulk Write, importing data into it - including MML fields is not possible using the Bulk Write API.
13. Is it possible to cancel a Bulk Write request after it is initiated?
No, once a Bulk Write request is initiated, it cannot be cancelled. The job will run to completion unless it fails due to an error.
14. Can I schedule multiple Bulk Write jobs simultaneously?
Yes, you can schedule multiple Bulk Write jobs simultaneously. There is no restriction on the number of jobs you can initiate in parallel.
15. Are there any restrictions on the file name for CSV or ZIP files in the Bulk Write API?
No, there are no specific restrictions on the file name. You can name your CSV or ZIP files as needed. For example, leads_data.csv and leads_with_subform.zip.
16. Are Auto Number and Formula field types supported in the Bulk Write API?
No, both Auto Number and Formula fields are not supported in the Bulk Write API.
17. Are External ID fields supported in the Bulk Write API?
Yes, only the Org-based external ID field is supported, and user-based external fields are not supported.
18. What are the unsupported Modules in Bulk Write API?
The Attachments, Notes, Events, Calls, Upload file fields, and Record images are treated as separate modules in Zoho CRM and are not supported by the Bulk Write API.
x-----------------------------x
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!
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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.Marketer’s Space - Get Holiday-Ready with Zoho Campaigns
Hello marketers, Welcome back to another post in Marketer’s Space! Q4 is packed with opportunities to connect with your audience - from Halloween, Black Friday, and Cyber Monday, to Thanksgiving, Christmas, and New Year. In this post, we’ll look at howNext Page