Kaizen #205 - Answering Your Questions | Managing Picklists and Enabling History Tracking via Zoho CRM APIs

Kaizen #205 - Answering Your Questions | Managing Picklists and Enabling History Tracking via Zoho CRM APIs

Hello everyone!

Welcome back to another post in our Kaizen series. 

In this post, we will look at how you can manage picklist fields in Zoho CRM using APIs. This topic was raised as feedback to Kaizen #200, so we are taking it up here with more details.



In this post, we will cover the following:
  • What is a picklist field in Zoho CRM?
    • Picklist vs Multi-select Picklist
  • Working with picklist fields via APIs
  • History tracking for picklists
    • What is history tracking for picklists in Zoho CRM?
    • Use case
    • Enabling history tracking for a picklist using the Create Custom Fields API

What is a picklist field in Zoho CRM?

A Picklist field is a drop-down field in Zoho CRM that contains a predefined list of values. While creating or updating a record, you can select one value from this list instead of entering it manually. This helps you avoid typing errors.

Example :
A Region field with values East, West, North, and South.
If a lead is from the East, the user simply selects East from the picklist instead of typing it manually. 

Picklist vs Multi-select Picklist
                                                         
                                                            Picklist

                                                   Multi-select Picklist

  Users can select only one value from the list. 

   Users can select multiple values at once. 

  A standard Region picklist works when a record belongs to only one region.

  Example : East

   A Multi-select Region picklist works when a record spans multiple regions.
   Example : East, North

Global picklist / Global set : User can create a picklist in common and associate the created picklist across the modules to maintain accuracy. Refer to Kaizen #161: Global Sets using Zoho CRM APIs for more details.

Working with picklist fields via APIs

Creating a picklist field using the Create Custom Field API

You can create a new Picklist field in a module by calling the Create Custom Field Metadata API. For example, you can create a picklist field named Region with the values: East, West, North, South.

Request URL : {{api-domain}}/crm/v8/settings/fields?module=Leads
Request Method : POST


Sample Input
When creating a picklist field, set its data type as picklist and provide the list of options, each with a mandatory display_value. You can also configure additional properties such as actual_value, lexical sorting, and color coding.


{
    "fields": [
        {
            "field_label": "Select Region",
            "data_type": "picklist", // Specify the data type as picklist
            "tooltip": {
                "name": "info_icon",
                "value": "Select your region here"
            },

    "profiles": [
                {
                    "id": "5725767000000026011",
                    "permission_type": "read_write" 
                }
 ],
            "pick_list_values": [
                {
                    "display_value": "East",  //The unique display value for the picklist, which will be displayed in the CRM UI. Use the display_value in API requests during create, update, and upsert operations.

                    "actual_value": "IN_East" //The unique reference value associated with the particular option.
                },
                {
                    "display_value": "West",
                    "actual_value": "IN_West"
                },
                {
                    "display_value": "North",
                    "actual_value": "IN_North"
                },
                {
                    "display_value": "South",
                    "actual_value": "IN_South"
                }
            ],
            "pick_list_values_sorted_lexically": true,   //Sorts options alphabetically. Default value is false.
            "enable_colour_code": true    //Allows color coding for picklist options. Default value is false.
        }
    ]
}


Note : To create a multi-select picklist field, set the data_type key to multiselectpicklist in the request body ("data_type": "multiselectpicklist").

Sample Response
{
    "fields": [
        {
            "code": "SUCCESS",
            "details": {
                "id": "5725767000007613005"
            },
            "message": "field created",
            "status": "success"
        }
    ]
}

Updating a picklist field using the Update Custom Field API

The PATCH - Field Metadata API lets you modify an existing Picklist field. Use the Get Fields Metadata API to get your picklist field ID. 

You can:
Here is a sample request that updates the Select Region dropdown field in the Leads module.

Request URL : {{api-domain}}/crm/v8/settings/fields/5725767000007613005?module=Leads
Request Method : PATCH

Adding a new option to the existing picklist field 

Sample Input 

{
    "fields": [
        {
            "pick_list_values": [
                {
                    "display_value": "Central", //adding a new option to the existing picklist field
                    "actual_value": "IN_Central"
                }
            ],
        }
    ]
}

Updating picklist 

{
    "fields": [
        {
            "profiles": [
                {
                    "id": "5725767000000026011",
                    "permission_type": "read_only" //updating the permission_type
                }
            ],
            "pick_list_values": [
                {
                    "display_value": "South Region", //updating the display field's value
                    "id": "5725767000007613010" //unique ID of the option 
                }
            ],
            "enable_colour_code": false //disabling color code for the options
        }
    ]
}

Note : Use the actual_value or unique ID of a picklist option to update its display value. Use the Get Fields Metadata API or Get Layouts Metadata API to get the details.

Removing existing options using Update Custom Layout API

To remove picklist values, keep only the required options in your input. Any options not included in the request will automatically move to the unused section.
First, fetch the required layout, section, field, and option IDs using the Get Layouts Metadata API. Then, in your request body, specify only the picklist values you want to retain.

Request URL : {{api-domain}}/crm/v8/settings/layouts/5725767000000091055?module=Leads
Request Method : PATCH

Sample Input 
{
    "layouts": [
        {
            "id": "5725767000000091055", //layout id
            "sections": [
                {
                    "id": "5725767000000209001", //section id
                    "fields": [
                        {
                            "id": "5725767000007613005", //field id
                            "pick_list_values": [
                                {
                                    "display_value": "Central",
                                    "id": "5725767000007626001"
                                },
                                {
                                    "display_value": "East",
                                    "id": "5725767000007613004"
                                }
                            ]
                        }
                    ]
                }
            ]
        }
    ]
}


Here, Central and East regions remain as active picklist options, and West, North, and South regions are moved to the unused section.

Updated response
Use the Get Fields Metadata API to check the updated response. The Central and East are still active options (type: used), and North, South, and West are inactive options (type: unused)
{
    "fields": [
        .
        .
        .
        {
            "field_label": "Select Region",
            "id": "5725767000007613005",
            "api_name": "Select_Region",
            "pick_list_values": [
                {
                    "display_value": "-None-",
                    "sequence_number": 1,
                    "reference_value": "-None-",
                    "colour_code": null,
                    "actual_value": "-None-",
                    "id": "5725767000007613013",
                    "type": "used"   //default option
                },
                {
                    "display_value": "Central",
                    "sequence_number": 6,
                    "reference_value": "Central",
                    "colour_code": null,
                    "actual_value": "IN_Central",
                    "id": "5725767000007626001",
                    "type": "used"
                },
                {
                    "display_value": "East",
                    "sequence_number": 2,
                    "reference_value": "East",
                    "colour_code": null,
                    "actual_value": "IN_East",
                    "id": "5725767000007613004",
                    "type": "used"
                },
                {
                    "display_value": "North",
                    "sequence_number": 4,
                    "reference_value": "North",
                    "colour_code": null,
                    "actual_value": "IN_North",
                    "id": "5725767000007613008",
                    "type": "unused"
                },
                {
                    "display_value": "South",
                    "sequence_number": 5,
                    "reference_value": "South",
                    "colour_code": null,
                    "actual_value": "IN_South",
                    "id": "5725767000007613010",
                    "type": "unused"
                },
                {
                    "display_value": "West",
                    "sequence_number": 3,
                    "reference_value": "West",
                    "colour_code": null,
                    "actual_value": "IN_West",
                    "id": "5725767000007613006",
                    "type": "unused"
                }
            ],
            "data_type": "picklist"
        }
    ]
}



Assigning picklist values using the Insert Records API

When you insert a record, you can directly pass the picklist option’s display value (not the ID) in the request body.

Request URL : {api-domain}/crm/v8/{module_api_name}
Request Method : POST

Sample Input 
{
    "data": [
        {
            "Company": "Zylker",
            "Last_Name": "David",
            "Select_Region": "Central"   // Picklist value to assign
        }
    ]
}

Note: 
  • When creating, updating, or upserting records, 
    • You can either pass an existing picklist value or add a new one, through the API. Please note that the new value will only be stored in that record, and will not be added to the picklist field’s metadata.
    • In the UI, you can only select from the available dropdown options.
    • Always use the display_value of the picklist option, not the picklist option’s ID.
    • You can also assign the default option (-None-). In this case, the picklist field’s value will be stored as null ("Select_Region": null)
Sample Response

{
    "data": [
        {
            "code": "SUCCESS",
            "details": {
                "Modified_Time": "2025-08-23T04:51:39-07:00",
                "Modified_By": {
                    "name": "Patricia Boyle",
                    "id": "5725767000000411001"
                },
                "Created_Time": "2025-08-23T04:51:39-07:00",
                "id": "5725767000007623017",
                "Created_By": {
                    "name": "Patricia Boyle",
                    "id": "5725767000000411001"
                }
            },
            "message": "record added",
            "status": "success"
        }
    ]

}



Updating picklist values in existing records using the Update Records API

When updating, you also use the picklist display value in the field.

Request URL : {api-domain}/crm/v8/Leads/5725767000007628002
Request Method : PUT

Sample Input 

{
    "data": [
        {
            "Select_Region": "West" // New picklist value
        }
    ]
}

This will replace the existing picklist value with West.


History tracking for picklists

What is history tracking for picklists in Zoho CRM?

You can enable history tracking for a picklist field using the Create Custom Field API. Once enabled, Zoho CRM automatically creates a related list for the tracked picklist and a separate module.
Every time the picklist value changes, Zoho CRM creates a new entry in this related list. Each entry shows the old value, the new value, who made the change, and when it was made, and how long the record stayed in the previous value before moving to the next one.

Use case

Zylker's sales team tracks lead progress through the statuses such as New, Contacted, Qualified, and Converted. The team wants to know how long a lead remains in each status and identify if follow-ups are delayed or leads are not progressing. 
You can achieve this by enabling history tracking on the Status picklist. You can also monitor every status change, who made it, and how long the lead stayed in the previous status. This helps the team monitor, identify delays, and improve the follow-up process.

The log stores:
  • New Value - updated region in the Moved_To__s key.
  • Changed By - user who made the update  in the Modified_By key.
  • Changed On - date and time when the region was changed  in the Last_Activity_Time key.
  • Duration  - how long the record stayed in the previous value before the change  in the Duration_Time and Duration_Days keys.

Enabling history tracking for a picklist using the Create Custom Fields API

Request URL : {{api-domain}}/crm/v8/settings/fields?module=Leads
Request Method : POST

Sample Input
{
    "fields": [
        {
            "field_label": "Status",
            "data_type": "picklist",
            "pick_list_values": [
                {
                    "display_value": "New",
                    "actual_value": "New"
                },
                {
                    "display_value": "Contacted",
                    "actual_value": "Contacted"
                },
                {
                    "display_value": "Qualified",
                    "actual_value": "Qualified"
                },
                {
                    "display_value": "Converted",
                    "actual_value": "Converted"
                }
            ], 
            "history_tracking_enabled": true, //(mandatory) Enables history tracking for the picklist
            "history_tracking": {
                "related_list_name": "Status History", //Lets you give a custom name to the history related list that CRM creates.
                "duration_configuration": "time", //Decides how to track the timing of changes: days - History is tracked by days and time - History is tracked by time. 
 
              Note : Before specifying the time value, enable the duration customization feature in your organization by contacting support@zohocrm.com.

                "followed_fields": [  // The followed_fields lets you retrieve additional field values whenever the picklist value changes.
                    {
                        "api_name": "Owner"
                    }
                ]
            }
        }
    ]
}

Sample Response in UI 


Sample Response via API
Whenever a picklist option changes, the system creates a new record in the related list module. In this example, Status History is the related list module. The sample response below shows how a particular change looks when retrieved using the Get Records API.

Request URL : {{api-domain}}/crm/v8/Status_History/5725767000007739323
Request Method : GET

Sample Response

{
    "data": [
        {
            "Status": "Contacted",
            "$approval": {
                "delegate": false,
                "takeover": false,
                "approve": false,
                "reject": false,
                "resubmit": false
            },
            "Modified_Time": "2025-08-28T06:35:15-07:00",
            "$currency_symbol": "$",
            "$field_states": null,
            "$review_process": null,
            "$editable": true,
            "Duration_Time": "6568847", //The system stores the duration in milliseconds.
            "$sharing_permission": "full_access",
            "Lead_Owner": {
                "name": "Patricia Boyle",
                "id": "5725767000000411001"
            },
            "Moved_To__s": "Qualified",
            "$orchestration": false,
            "Last_Activity_Time": "2025-08-28T08:24:44-07:00",
            "Full_Name": {
                "name": "Zylker",
                "id": "5725767000007735001"
            },
            "Modified_By": {
                "name": "Patricia Boyle",
                "id": "5725767000000411001",
                "email": "patricia@zoho.com"
            },
            "$review": null,
            "$process_flow": false,
            "$in_merge": false,
            "id": "5725767000007739350",
            "$approval_state": "approved",
            "$pathfinder": false,
            "$zia_visions": null
        }
    ]
}



Note :
  • You can select up to 10 fields in total, with a maximum of 5 user fields for all modules except Deals.
  • Encrypted fields cannot be specified.
  • In the Deals module,
    • History tracking is enabled by default for the Stage picklist field.
    • You cannot enable history tracking for any other picklist field in the Deals module.
    • You can only update the existing Stage picklist field using the Update Custom Field API.
    • You can add up to 6 followed fields, with a maximum of 5 user fields.



We hope this post helps you confidently manage picklists and track their history in Zoho CRM. Try it out, and let us know your experience in the comment section or reach out to us at support@zohocrm.com 

Stay tuned for more insights in our upcoming Kaizen posts!
Cheers!






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                                                                                                                Meet Harvey & Mia, hailing from the same Tech school, carrying the dream of setting up their own IT maintenance firm in their location. They drew up a clear business plan and put their business in motion on New Year's Eve. They had great reception right

                                                                                                              • Open a record to edit based on another form being edited

                                                                                                                Hi all, I am trying to edit a record based on another record being edited. It works out like this: When I create a Monthly_Update and then submit I open the Monthly_Levels form and pass the ID from the Monthly_Update to a field called mu. I want it to

                                                                                                              • Problem with signature on zoho survey

                                                                                                                Hello, I'm trying to export individual responses with signatures on zoho survey. But the signatures on some of my surveys are not exported as the original image, but as a generic image, same for all (screen joins). Is there a solution to have the signatures

                                                                                                              • Change in Zoho CRM API?

                                                                                                                Hello, I am using the Zoho API trough the PHP SDK v2.1 Since few days, I noticed that I have to change the way I pass the data to the API when I create, update, or upsert a record. Dates Before I was passing a PHP date object to "$record->addKeyValue(...)",

                                                                                                              • MTA - BAD IP reputation by outlook/hotmail

                                                                                                                Messages to Microsoft email servers are bouncing back due to poor reputation. Message: 4.7.650 The mail server [136.143.188.206] has been temporarily rate limited due to IP reputation. For e-mail delivery information see https://postmaster.live.com (S775)

                                                                                                              • QuickBooks Extension for Zoho CRM - Advanced Features -2025

                                                                                                                Hello Everyone, We’re happy to announce the latest version of our QuickBooks Extension for Zoho CRM, now officially live on the Zoho Marketplace! This release introduces one-click data sync, a user-friendly UI, enhanced performance, and a powerful set

                                                                                                              • Changing Department often causes the Firefox tab to freeze

                                                                                                                Title, it doesn't seem to happen with neither Opera nor Chrome. And even in Firefox, sometimes it just lets me change the department I'm in no problem, even to All Departments which is probably the most, like, resource heavy? But most of the time, the

                                                                                                              • Need to integrate Zoho Mail Mobile app with Zoho Meeting Mobile App for Android and Apple

                                                                                                                Hello Zoho Team, Please bring integration of Zoho Mail Mobile app with Zoho Meeting for Android and Apple Thanks

                                                                                                              • ¡Muchas gracias por participar a los Meetups de Usuarios de Zoho! Y Novedades del ecosistema Zoho

                                                                                                                ¡Hola Comunidad de Zoho en Español! 👋 Después de un breve lapso de tiempo, volvemos con una nueva edición de nuestro Community Digest, donde te contamos las novedades de los productos de Zoho en los últimos meses. Estas mejoras se centran en nuestros

                                                                                                              • Anyway to move mail from one account to another yet?

                                                                                                                Hello, Is there any way to move email from one mailbox account to another mailbox account in zoho yet? Thanks, Ryan.

                                                                                                              • Using a CRM Client Script Button to create a Books Invoice

                                                                                                                Hello, I need help handling error messages returned to my client script from a function. The scenario I have setup a client script button which is available from each Deal. This CS executes a crm function, which in turn creates an invoice based on the

                                                                                                              • Building Toppings #2 - Learn how to use Bigin's Developer Console to build toppings

                                                                                                                Hey Biginners, In our last post, we discussed what toppings are, why they're essential to extending Bigin's capabilities, and how the Bigin Developer Center serves as the starting point for building them. As a cloud platform, the Developer Center empowers

                                                                                                              • Proposal for Creating a Unique "Address" Entity in Zoho FSM

                                                                                                                The "Address" entity is one of the most critical components for a service-oriented company. While homeowners may change and servicing companies may vary, the address itself remains constant. This constancy is essential for subsequent services, as it provides

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                                                                                                                I'm adding in hyperlinks into my eDM. When I send a test email, it's all correct. However, when I send out the eDM, all the hyperlinks jump up one space so none of the links are opening to the correct page. Why is this happening and how can I fix it?

                                                                                                              • Tip of the week #16 - Search and filter threads based on criteria

                                                                                                                Zoho TeamInbox lets you search and filter threads with any information that you have about the thread. You just have to input the criteria and Zoho TeamInbox will list all the threads that match the condition.   Firstly, there is a global search you can

                                                                                                              • Introducing recipient authentication via Stripe Identity in Zoho Sign

                                                                                                                Hi everyone! It's important to authenticate your recipient's identity before they access and sign important documents to ensure the highest level of compliance. Zoho Sign already helps businesses do this with various authentication methods: SMS OTP Email

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                                                                                                                We’re excited to announce a highly requested enhancement in Zoho FSM — you can now associate multiple assets with Work Orders, Estimates, and Service Appointments. This update brings more clarity, flexibility, and control to your field service operations,

                                                                                                              • CRM: hosting a single html file in Zoho and displaying it as a widget

                                                                                                                I have seen that CRM offers the option of uploading a web project to Zoho itself and displaying it as a widget in CRM. The instructions then talk about setting a development environment with Node and developing an application to upload to Zoho. But I

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                                                                                                                How do I keep the converted leads in the Leads Module after conversion (converting it to account, contact, deal). I want to add it in a converted stage in the leads module in order to get a report or dashboard and see all converted leads from my pip

                                                                                                              • Customizing Global Search Settings for All Users

                                                                                                                Hi Our team use the brilliant global search functionality within CRM many many times daily. But, we struggle with the out-of-the box columns that CRM gives you. We are always telling users to customize this look to more suit our business, to show the

                                                                                                              • Introducing Formula Fields for performing dynamic calculations

                                                                                                                Greetings, With the Formula Field, you can generate numerical calculations using provided functions and available fields, enabling you to derive dynamic data. You can utilize mathematical formulas to populate results based on the provided inputs. This

                                                                                                              • From Zoho CRM to Paper : Design & Print Data Directly using Canvas Print View

                                                                                                                Hello Everyone, We are excited to announce a new addition to your Canvas in Zoho CRM - Print View. Canvas print view helps you transform your custom CRM layouts into print-ready documents, so you can bring your digital data to the physical world with

                                                                                                              • Tip of the Week #77– Stay informed of the activities happening in your organization

                                                                                                                Whenever a message is handled in Zoho TeamInbox, every action is recorded in the Activity Log. This ensures you always know what’s happening across your teams and inboxes. To access it, simply click the Audits icon on the left pane’s top bar after logging

                                                                                                              • Zoho Logs - Not seeing logs since 30 Nov

                                                                                                                Hi, we have a few functions running, I am testing some new ones and noticed that although I can see executions, I cannot see any logs, even when the first line on the functions is a log. I reviewed some existing functions, one of which is invoked on a

                                                                                                              • Workdrive MS Office integration

                                                                                                                Have installed subscribed version of Zoho WorkDrive VSTO runtime not found is the error when I try to install Zoho_WorkDrive_For_Office Unable to open work files in Excel and Word Urgent, since I have migrated all my OneDrive files to work drive already

                                                                                                              • How do I create an update to the Cost Price from landed costs?

                                                                                                                Hi fellow Zoho Inventory battlers, I am new to Zoho inventory and was completely baffled to find that the cost price of products does not update when a new purchase order is received. The cost price is just made up numbers I start with when the product

                                                                                                              • How to change Zoho Vault password

                                                                                                                I am searching where I can change the Vault Password after having changed the Zoho account password. I don't see this option anywhere in my account. It should be simple and accessible! Please help. Thanks!

                                                                                                              • Zoho Workdrive - Communication / Chat Bar

                                                                                                                Hi Team, Please consider adding an option to allow admins to turn on or off the Zoho Communication Bar. Example of what I mean by Communication Bar: It's such a pain sometimes when I'm in WorkDrive and I want to share a link to a file with a colleague

                                                                                                              • Prefered Bin Missing in android APP

                                                                                                                Andoroid app dosent show preferred bin in the picklist. The workaround support reccomend is to use the computre to create the picklist. it shuld be information to be shown aas basic for the pciker.

                                                                                                              • When Marking a Multiple Choice Answer Exclusive - Not Following My Survey Disqualification Logic

                                                                                                                Using a multiple choice (many answers) question and I created survey disqualification logic that was working as intended. My question: Disqualification page logic is: If (QUESTION) is "any one of the following" then (OPTIONS) - a custom message populates

                                                                                                              • Where to Add Machines as Products to Map with Assets in Zoho FSM?

                                                                                                                implementing Zoho FSM for a clinical equipment supply company. The business sells and installs clinical machines in hospitals and clinics, and they also handle service requests, scheduled maintenance, calibration visits, and general machine upkeep. In

                                                                                                              • Show Zoom Link in Recipient's Calendar

                                                                                                                We set up meetings within a record, selecting the "Make this an online meeting".  We use Zoom. Most of the recipients go to their calendar (usually Gmail or Outlook, corporate) to join the Zoom meeting, but there is no Zoom link in the calendar. Can this

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                                                                                                                Hi, I am hoping someone can help. I have a zoho form that has a CRM lookup field. I was hoping to send this to my publicly to clients via a text message and the form then attaches the signed form back to the custom module. This work absolutely fine when

                                                                                                              • Zoho CRM for Everyone's NextGen UI Gets an Upgrade

                                                                                                                Hello Everyone We've made improvements to Zoho CRM for Everyone's Nextgen UI. These changes are the result of valuable feedback from you where we’ve focused on improving usability, providing wider screen space, and making navigation smoother so everything

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                                                                                                                Hello Support, I called into telephone support and was told that a contact can only be linked to one company. We have situations were director are contacts of and directors of multiple companies so that seems a basic weakness in Bigin. When go to add

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