Kaizen 217 Actions APIs Tasks
Welcome to another week of Kaizen!
In last week's post we discussed Email Notifications APIs which act as the link between your Workflow automations and you. We have discussed how Zylker Cloud Services uses Email Notifications API in their custom dashboard. In this post, we will discuss the Automation Tasks API.
Zylker's admin have set up the email notification that notifies the team for different triggers. Team is notified when a deal is lost. But then, what should be the course of action? Does someone know to follow up? Is the reason for the loss being logged? Often, notifications create awareness but not accountability. That is the significance of tasks. Including Task details to Zylker's dashboard ensure the right people receive the right instructions.
This update to the dashboard will allow system admins to:
- audit the existing tasks,
- create new tasks,
- update existing tasks, and
- clean up inactive and unwanted tasks.
STEP 1: Discover and audit existing tasks
To get details of existing tasks in the system and audit them the admins at Zylker use GET Automation Tasks API.
Request to fetch all automation tasks:
GET {api-domain}/crm/v8/settings/automation/tasks
Request to fetch a specific automation task:
GET {api-domain}/crm/v8/settings/automation/tasks/{task_ID}
Zylker's admin has created an automation task for investigating the reason behind a lost deal. Below output JSON shows the details of the automation task such as name, id. Note that whenever an automation task is created in the system a new task is created in the task module.
{ "tasks": [ { "created_time": "2025-11-07T12:29:18+05:30", "lock_status": { "locked": false }, "editable": true, "module": { "api_name": "Deals", "id": "5843104000000002181" }, "related_module": null, "deletable": true, "source": "crm", "created_by": { "name": "Patricia Boyle", "id": "5843104000000424672" }, "notify": false, "feature_type": "workflow", "field_mappings": [ { "display_value": "Investigate loss reason for ${Deals.Deal Name}", "field": { "api_name": "Subject", "id": "5843104000000002271" }, "type": "merge_field", "value": "Investigate loss reason for ${!Deals.Deal_Name}" }, { "display_value": "Trigger Date plus 3 day(s)", "field": { "api_name": "Due_Date", "id": "5843104000000002273" }, "type": "execution_time", "value": { "period": "days", "unit": "3", "trigger_field": "${CURRENTTIME}", "sign": "plus" } }, { "display_value": "Patricia Boyle", "field": { "api_name": "Owner", "id": "5843104000000002269" }, "type": "static", "value": { "name": "Patricia Boyle", "id": "5843104000000424672" } }, { "display_value": "Not Started", "field": { "api_name": "Status", "id": "5843104000000002279" }, "type": "static", "value": "Not Started" }, { "display_value": "Highest", "field": { "api_name": "Priority", "id": "5843104000000002281" }, "type": "static", "value": "Highest" } ], "modified_time": "2025-11-07T12:29:18+05:30", "associated": true, "modified_by": { "name": "Patricia Boyle", "id": "5843104000000424672" }, "name": "Investigate loss reason for ${Deals.Deal Name}", "id": "5843104000006662001" } ] } |
This task makes sure that the reason for loss is properly analyzed and logged. This ensures that the same mistakes are not repeated and corrective action can be taken.
STEP 2: Create new automation task
At any company, proactive engagement with customers is crucial for customer retention, especially when they are new. At Zylker, the management decided to check in with the customer after 30 days of onboarding. The admin created an Automation Task to engage with the customer using the Create Automation Task API.
Request to create an automation task for a follow up task:
POST {api-domain}/crm/v8/settings/automation/tasks
|
Key fields
- name : indicates the name of the automation task
- module: indicates the module for which the automation task is created
- field_mappings: consists of the field mappings of the fields to a record in tasks module. This consists of three main keys:
- field: indicates the API name and ID of the field in the Tasks module records
- value: indicates the value of the field in the Tasks record
- type: denotes the type of value. The possible values for this field are merge_field, static, execution_time
For the field `Due_Date`, type is `execution_time` and value is `Account Created Time + 30 Days` as:
"value": {
"period": "days",
"unit": "30",
"trigger_field": "${!Accounts.Created_Time}",
"sign": "plus"
}
It forms the core of our solution to create a task 30 days after onboarding.
This ensures customer success team automatically follow up with new customers after their first month. It helps them to:
- measure product adoption,
- gather early feedback,
- identify potential issues, and
- strengthen customer relationships.
The task is automatically created, assigned, and scheduled without manual intervention.
STEP 3: Updating an automation task
After using the customer success check-in for a while, the customer success gave their feedback to admin. They feel that the 30 day follow up is too soon and assigning the task as Highest priority is overwhelming.
The admin updates the automation tasks to accommodate their feedback using the Update Automation Tasks API.
Request to update an automation task:
PUT {api-domain}/crm/v8/settings/automation/tasks/5843104000006646001
{ "tasks": [ { "field_mappings": [ { "field": { "api_name": "Due_Date", "id": "5843104000000002273" }, "type": "execution_time", "value": { "period": "days", "unit": "60",//Changed from 30 to 60. "trigger_field": "${!Accounts.Created_Time}", "sign": "plus" } }, { "field": { "api_name": "Priority", "id": "5843104000000002281" }, "type": "static", "value": "High"///Changed from Highest to High. }, { "field": { "api_name": "Description", "id": "5843104000000002291" }, "type": "merge_field", "value": "60-day follow-up with ${!Accounts.Account_Name}.Check adoption metrics and gather feedback."// Description changed to account for the update to the task. } ] } ] } |
The admin has changed the execution time to `Account Created Time + 60 Days`, the priority from `Highest` to `High` and also the description to reflect the change in execution time.
STEP 4: Deleting tasks notifications
Any unwanted or redundant task can be deleted using Delete Automation Tasks API.
Request to delete an automation tasks:
DELETE {api-domain}/crm/v8/settings/automation/tasks/5843104000006678001
DELETE {api-domain}/crm/v8/settings/automation/tasks?ids=5843104000006646001,5843104000006646002
We hope that you find this post on Actions - Tasks APIs useful. If you have any feedback, please let us know in the comments, or reach out to us via support@zohocrm.com.
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
Mable Mary M P
Sticky Posts
Kaizen #222 - Client Script Support for Notes Related List
Hello everyone! Welcome to another week of Kaizen. The final Kaizen post of the year 2025 is here! With the new Client Script support for the Notes Related List, you can validate, enrich, and manage notes across modules. In this post, we’ll explore howKaizen #217 - Actions APIs : Tasks
Welcome to another week of Kaizen! In last week's post we discussed Email Notifications APIs which act as the link between your Workflow automations and you. We have discussed how Zylker Cloud Services uses Email Notifications API in their custom dashboard.Kaizen #216 - Actions APIs : Email Notifications
Welcome to another week of Kaizen! For the last three weeks, we have been discussing Zylker's workflows. We successfully updated a dormant workflow, built a new one from the ground up and more. But our work is not finished—these automated processes areKaizen #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.
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
IF Statement in Zoho CRM Formula Field
Hi, I am attempting to write a formula field that will give me one result if one statement AND another statement are true, then a different value if the first statement AND a different statement are true, else 0. Stated differently: if account = destination[Free Webinar] Environments in Zoho Creator - Creator Tech Connect
Hello Everyone, We’re delighted to kick off the 2026 edition of the Zoho Creator Tech Connect Series and are excited to continue this learning journey with you. The Creator Tech Connect series is a free monthly webinar featuring deep-dive technical sessionsZoho Voice API SMS
I made a post request in Zapier to try to send an SMS. Authentication appears to be configured correctly. I followed the documentation and I'm getting a 400 Error "Internal Server Error". Not helpful at all. Anyways, I could not find any information onHow do I change (error) display messages
Hi! I would like to edit display messages like "invalid entries" and "enter a value for Nome" and so on into Italian language messages. How can I do that? Already tried on Validate on form submit. Where I am failing? Thanks in advance.Report grouping
I have added a grouping in a report but it is not working how i had expected. I wanted to group a summary on a field named Size but when i add the grouping the report is still showing me each record and making a summary at the bottom of the report. WhatRecord Overseas Transactions Along with CC charges
Hi All, We receive payments via stripe in multiple currencies and stripe takes around 2.5% fees. The amount is settled in INR into our local bank. What should be the currency of the income account used for Stripe payments? Here is a sample flow that weEasier onboarding for new users with stage descriptions
Greetings, I hope all of you are doing well. We're happy to announce a recent enhancement we've made to Bigin. You can now add descriptions to the stages in your pipeline. Previously, when creating a pipeline, you could only add stages. With this update,Pieds de page personnalisé - Document Zoho Writer
Bonjour à tous, Je rencontre un souci avec l’ajout d’un pied de page personnalisé dans un document Zoho Writer. Je souhaite insérer les informations de mon entreprise (notamment un logo + adresse) dans le pied de page. Le problème, c’est que lorsque j’ajouteZoho Trident Windows - Streams Not Visible
Namaste We’re having an issue with Streams not being visible in Trident (Windows), which is important for us as we share many emails internally. It appears that the feature to show Streams above the Inbox folder, as seen in the default mailbox view, isSubforms and automation
If a user updates a field how do we create an automation etc. We have a field for returned parts and i want to get an email when that field is ticked. How please as Zoho tells me no automation on subforms. The Reason- Why having waited for ever for FSMPermissions on Views
Having the option of any agent creating custom views is firing back and got a situation where there are a hundred different views across the team and tickets are not being dealt in the most efficient of ways. Tickets seems to be missed by some agents,Credit card transactions are backwards after importing statements
I am new to Zoho Books so I'm importing my firm's bank and credit card statements in. My credit card statements have a single column with negative numbers so that is the option I chose. But when I went to categorize the credit card transactions, I canAbility to Edit Ticket Subject when Splitting a Ticket
Often someone will make an additional or new request within an existing ticket that requires we split the ticket. The annoying part is that the new ticket maintains the subject of the original ticket after the split so when the new ticket email notificationimport data from Apollo.ai into zoho crm via zoho flow
I might be asking this question in the wrong forum. We use Apollo.ai to find potential new leads for our business, there are around 10000 leads that we have initially found. We have an Apollo.ai account but just to do searches, we dont use it as a crm.MS Teams for daily call operations
Hello all, Our most anticipated and crucial update is finally here! Organizations using Microsoft Teams phone system can now integrate it effectively with Zoho CRM for tasks like dialling numbers and logging calls. We are enhancing our MS Teams functionalityKnowledgebase SEO
We have a custom-domain mapped help center that is not restricted via login. I have some questions: a) will a robots.txt file still allow us to control indexing? b) do we have the ability to edit the sitemap? c) do category URLs get indexed by searchFilter contacts based on selected category in Zoho Desk ticket
Hello community, I’m setting up the Tickets module in Zoho Desk and I need help implementing the following: When a category is selected in a ticket, I want the Contact field to be filtered so that it only displays contacts that are related to that category.Adding Markdown text using Zoho Desk API into the Knowledge Base
Hi Zoho Community members, We currently maintain the documentation of out company in its website. This documentation is written in markdown text format and we would like to add it in Zoho Knowledge Base. Do you know if there is REST API functionalityVIsual maindmaps in Zoho notebook Ai
Can I create and export VIsual maindmaps in Zoho notebook Ai1stDibs Integration to Zoho Inventory
Hello is it possible to integrate my Zoho inventory and 1stDibs?Develop and publish a Zoho Recruit extension on the marketplace
Hi, I'd like to develop a new extension for Zoho Recruit. I've started to use Zoho Developers creating a Zoho CRM extension. But when I try to create a new extension here https://sigma.zoho.com/workspace/testtesttestest/apps/new I d'ont see the option of Zoho Recruit (only CRM, Desk, Projects...). I do see extensions for Zoho Recruit in the marketplace. How would I go about to create one if the option is not available in sigma ? Cheers, Rémi.Can a default task Priority be set?
The "Priority" field in the Task layout does not allow a default to be set. Is there another way of doing it? Because the current default is "None" and the Zoho Kanban board design has selected this field as critical information to surface by includingCommunity Question: Renewal vs Invoicing
This is a question for the community. Does anyone else consider there to be a difference between a subscription renewal event and sending out a recurring invoice for a subscription? For example, let's say customer XYZ purchases a 1-year subscription toScheduled Reports - Do not send empty report
Hello, We are intensively using reports in the CRM, especially for sales managers. When data is empty, they still receive an email. Can you add an option to avoid sending the report when data is empty?Improved Contact Sync flow in Google Integration with Zoho CRM
Hello Everyone, Your contact sync in Google integration just got revamped! We have redesigned the sync process to give users more control over what data flows into Google and ensure that this data flows effortlessly between Zoho CRM and Google. With thisAutomatic Matching from Bank Statements / Feeds
Is it possible to have transactions from a feed or bank statement automatically match when certain criteria are met? My use case, which is pretty broadly applicable, is e-commerce transactions for merchant services accounts (clearing accounts). In theseIs Zoho One Desktop more secure than Zoho One Web SaaS?
Is Zoho One Desktop more secure than using Zoho One in browser? Inherently, it seems desktop would be unless you don't do things like share your pw or leave pc on. I am concerned about data being on the cloud or someone else's server and database.Reminder Settings - Time Tracker
On the time tracker in Reminder Settings I created a reminder according to the Zoho manual. But a manager asked me to change the message that goes in the email. Is it possible to change the message? I didn't find that in the Zoho manual. Another question: I configured to receive the reminder everyone who logged in less than 40 hours. Does Zoho consider less than 40 hours of the current week or the whole month? Another situation, I put it so that I and another specific user would receive the notification,Why hybrid project management might be the best fit for you?
Project management techniques are designed to equip teams with proven methods for easy and efficient project execution. While management teams may have apprehensions about adopting the hybrid method of project management, we’ve compiled the top reasonsCreate Item group from a composite Item
I have applied my mind for hours but cannot figure this out. Can you have a composite item in an item group?. E.g. We bundle different color and size SKU's together as composite items. Also Using composite items as Bill of Materials. We want to createMain difference of Zoho Recruit Corporte version and Staffing HR vesion
Hi Zoho, I need help to fully understand what is the main key point differences of Recruit Corporate version versus the Staffing HR version? We are currently using Corporate HR version and we are looking on having an insightful automated reporting, doesOut of Stock items showing in Commerce
I have over 6000 items and most are not in stock, but all items are showing up in Commerce whether they are inventory or not. What option or feature can you use to hide items in Commerce at zero or negative quantities? I currently am using Commerce forCRM gets location smart with the all new Map View: visualize records, locate records within any radius, and more
Hello all, We've introduced a new way to work with location data in Zoho CRM: the Map View. Instead of scrolling through endless lists, your records now appear as pins on a map. Built on top of the all-new address field and powered by Mappls (MapMyIndia),Support for Custom Fonts in Zoho Recruit Career Site and Candidate Portal
Dear Zoho Recruit Team, I hope you're doing well. We would like to request the ability to use custom fonts in the Zoho Recruit Career Site and Candidate Portal. Currently only the default fonts (Roboto, Lato, and Montserrat) are available. While theseIs it possible to transfer data from one related list to another within the same module ?
In the Leads module, there is an existing default Product related list that already contains data. Recently, I added a custom multi-lookup field, which created a new related list in the same Leads module. Now, I need to move the existing data from theHow to implement new online payment gateway?
Hello, Can you tell me how to proceed to implement my local payment gateway? DIBS has an open avaiable API that should be easy to implement into ZOHO BOOKS. http://tech.dibspayment.com/dibs_payment_windowCustom Footer – Zoho Writer Document
Hello everyone, I’m having an issue adding a custom footer in a Zoho Writer document. I would like to insert my company information (including a logo + address) in the footer. The problem is that when I add these elements, the main content of my pagesHow to use MAIL without Dashboard?
Whenever I open Mail, it opens Dashboard. This makes Mail area very small and also I cannot manage Folders (like delete/rename) etc. I want to know if there is any way to open only Mail apps and not the Dashboard.Formula working in MS Excel , is not working in Zoho Sheets, Filter fuction which is working in MS sheets per the attached workbook / Daily update.
Filter function , which is working in MS Excel is not working in Zoho sheets. Please help on function of filter of particular class sheets and extract students name who has more than 3.5 hours of study hours on particular day depending on date in D7 cell.New in Smart Prompt: Record Assistant for contextual assistance, and support for new AI models
Smart Prompt helps teams stay informed and move faster by providing relevant suggestions where work happens in CRM. With this update, Smart Prompt becomes more adaptable to your organization’s AI preferences. You can now choose which Large Language ModelNext Page