Kaizen #33 - Triggering Workflow Rules, Approvals, and Blueprints via Zoho CRM API
Hello everyone!
Welcome back to yet another post in the Kaizen series.
This week, we will discuss Triggering Workflow rules, Approvals, and Blueprints via Zoho CRM API, while inserting, updating, or upserting records.
First things first—What are Workflows, Approvals, and Blueprints?
- Workflow Rules: Using workflow rules, you can automate a set of routine actions and communication like sending email notifications, assigning tasks, field updates, and so on.
- Approvals: Using the approval process, you can automate the process of submitting records for approval based on certain conditions, and define the set of actions to be performed upon approval or rejection of the record.
- Blueprints: Blueprints are a replica of your business process. They facilitate automation, validation, and collaboration of teams, thus making your business process more efficient and free from loopholes.
The default flow:
- While creating/updating/deleting records via API, you need not explicitly specify any input to trigger workflow rules, approvals, or blueprints. When the records match the criteria, the automation rules will be triggered automatically.
- When you specify an empty "trigger" array in the input, the system prevents the execution of all automation rules (workflow rules, approvals, and blueprints)."trigger":[]
- To trigger a specific set of automation (workflow rule, approval or blueprint), you must specify the value in the "trigger" key of the input. For instance, to trigger all the workflow rules and approvals, but not blueprints associated with the request:"trigger": ["workflow","approval"]
Example:
Zylker Inc. is a sales organization that provides multiple B2B solutions. Let us see how Zylker Inc. manages various business scenarios using workflow rules, approvals, and blueprints.
1. Triggering workflow rules
Assume that to avoid delayed closings, Zylker Inc., has decided to close deals with value 2000 or more, within a week of their initiation.
To manage this, they have a workflow that automatically assigns a task to the deal owner to close the deal within a week, when a new deal with amount greater than or equal to 2000 is created.
Here is a screenshot of a sample deal that meets the above mentioned condition, created via API.
You can see that a new task is automatically assigned to the deal owner to close the deal within a week.
1a. To prevent the system from triggering workflow
Now, assume that a deal is already closed and won, and you are creating it in Zoho CRM for record purposes. In this case, there is no need to assign a task to the deal owner to close the deal within a week.
Hence, to prevent the system from triggering the workflow, you must specify the "trigger" key in the input with no values. The sample input would be:
{ "data": [ { "Deal_Name": "Sample Deal3", "Pipeline": "Standard", "Stage": "Qualification", "Amount": "6000" } ], "trigger": [] } |
1b. To trigger all the workflow rules (but not approvals or blueprints)
To trigger all the workflow rules associated with creating a deal, and prevent the system from triggering any other automation rule (approvals or blueprints), the input would be:
{ "data": [ { "Deal_Name": "Sample Deal3", "Pipeline": "Standard", "Stage": "Qualification", "Amount": "6000" } ], "trigger": [ "workflow" ] } |
The "wf_trigger" parameter for Delete Records API
You can use "wf_trigger" parameter to trigger the workflows/prevent the system from triggering workflows while deleting records. The parameter accepts boolean values, with default value false.
Sample request to trigger workflow while deleting records:
curl "https://www.zohoapis.com/crm/v2/Leads?ids=410405000002264040,410405000002264025&wf_trigger=true" -X DELETE -H "Authorization: Zoho-oauthtoken 1000.8cb99dxxxxxxxxxxxxx9be93.9b8xxxxxxxxxxxxxxxf" |
2. Triggering approvals
Assume that as per Zylker Inc's policies, the sales representatives are allowed to give a discount of up to only 10% during the negotiation stage of a deal. If they have to give a discount beyond 10%, they must get approval from their manager and their sales director. Based on the deal size and purchase history, the approvers would choose to approve or reject the discount requested by the customer.
To manage this, they have configured an approval process that automatically submits the deals for approval, if the discount is more than 10%.
Here is a screenshot of a sample deal that meets the above mentioned condition, created via API.
You can see that the record has been automatically created in the approval mode.
2a. To prevent the system from triggering the approval process (while allowing it to trigger workflows)
While the above mentioned flow is default, there is a catch—when the deal amount is more than a specific limit, the restrictions on discount can be relaxed by sales representatives themselves.
In this case, there is no need to submit the records for approval. However, the workflow rule must be triggered to create a task for the deal owner to close it within a week.
The sample input to trigger all the associated workflow but not approval processes would be:
{ "data": [ { "Deal_Name": "Sample Deal3", "Pipeline": "Standard", "Stage": "Qualification", "Amount": "6000" } ], "trigger": [ "workflow" ] } |
2b. To trigger all the approval process (but not workflows and blueprints)
To trigger all the approvals associated with creating a deal, and prevent the system from triggering any other automation rule (workflows or blueprints), the input would be:
{ "data": [ { "Deal_Name": "Sample Deal3", "Pipeline": "Standard", "Stage": "Qualification", "Amount": "6000" } ], "trigger": [ "approval" ] } |
If you specify "approval" and "workflow" in the "trigger" array, the system triggers all the approval processes and workflow rules associated with the request.
3. Triggering a blueprint
Assume that Zylker Inc follows a simple deal follow-up process. Whenever a new deal is created, it goes through a few stages like Qualification, Negotiation, Discount Approval, Contract, and Deal Closure. To manage the same, they have configured a blueprint.
In any case, if you do not want the record action to trigger the blueprint, the sample input would be:
{ "data": [ { "Deal_Name": "Sample Deal3", "Pipeline": "Standard", "Stage": "Qualification", "Amount": "6000" } ], "trigger": [] } |
If you specify an empty "trigger" array the system prevents the execution of any automation rule associated with the request. Instead, if you specify "blueprint" in the "trigger" array, all the blueprints associated with the request will be triggered by the system.
We hope you found this post useful. Reach out to us at support@zohocrm.com if you have any questions, or let us know in the comment section.
We will meet you next week with another useful topic.
Cheers!
Next 'Kaizen' - API Credits
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
Sneha Sridharan
chaitanya2561
Praveen Sankar
Sticky Posts
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.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.Kaizen #210 - Answering your Questions | Event Management System using ZDK CLI
Hello Everyone, Welcome back to yet another post in the Kaizen Series! As you already may know, for the Kaizen #200 milestone, we asked for your feedback and many of you suggested topics for us to discuss. We have been writing on these topics over the
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
Exciting Updates to the Kiosk Studio Feature in Zoho CRM!
Hello Everyone, We are here again with a series of new enhancements to Kiosk Studio, designed to elevate your experience and bring even greater efficiency to your business processes. These updates build upon our ongoing commitment to making Kiosk a powerfulZoho Projects - Refine Access to Collaboration Menu
Hi Projects Team, I noticed that Calendar, Chat and Meeting menu options in the Collaboration section are visible to client users, even when they don't have access to the features. This could be confusing and frustrating, because if it's there you expectZoho Projects - Add Feed to Project Tabs
Hi Projects Team, I'm working on a lightweight communications requirement for one of my customers in relation to communicating with their client users via Zoho Projects. I noticed that the Feed is only available in the Collaboration section, but you canZoho Projects - Email Notifications for Feed Updates
Hi Projects Team, I'm working with a client who wants a simple way to communicate with their customers on projects. Getting the customer to add comments to Tasks or Bug records is not ideal, as we need a way which is easy with minimal training, and hasZoho Books Finance Modules Not Accessible in Zoho CRM Mobile App
We have integrated Zoho CRM with Zoho Books using the Zoho Finance Suite integration. In the CRM web version, we can see the Finance modules (Estimates/Quotes, Invoices, Sales Orders, Items, Payments) and are able to create invoices and quotes directlyZoho CRM Kiosk Upload Files
Hello all, We are trying out Kiosks at the moment to see where it can fit best in our business. We are still a bit off in the application but lets say we will sort this out. My question is the following - when I create a Kiosk I can add "File Upload"Connecting zoho creator to zoho writer to send prefilled documents
i will paste the worflow below // Get user's submitted data from the form userSalary = input.Current_Salary; userCIBIL = input.CIBIL_Score; userEmail = input.Email; userName = input.Name; // You need to get the Document ID from the URL of your Zoho WriterExtracting Images from a Zoho Creator Report into a Pages
If you’ve uploaded images in a form and can see them in your report, you might also want to display those same images inside a Page (custom HTML page). This is useful for dashboards, profile pages, or any place where images should be visible dynamicallyHow do I change a form's name? Why isn't this more intuitive?
Can someone please let me know how to change a form's name?Zoho is blocking emails I subscribe to from one sender
About 4 months ago I stopped receiving newsletters that I subscribe to from @thedispatch.com. They tell me that zoho's server is blocking them. I've added them to my contacts list, but they're not even reaching my inbox. I don't know how to troubleshootIntroducing 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. ThisInactive Items - Make Less Prominent by Default
Currently, when one marks an Item as "Inactive", it really doesn't do much of anything to hide it or get it out of the way. Search and reporting within Finance should, by default, hide inactive Items from standard reports, searches, etc. If one specificallyItems should display under specific warehouse
I have configured the multi warehouse but it show all the items under all warehouse which is not correct according to our business logic, so i want that items should only display under that specific warehouse not under all the warehouses not even with zero quantity. Some items should be common but not all so is there any option for that purpose so i can specific the items to its warehouse. RegardsZoho Analytics Bulk Api Import json Data
HI, I’m trying to bulk-update rows in Zoho Analytics, and below are the request and response details. I’d like to understand the required parameters for constructing a bulk API request to import or update data in a table using Deluge. Any guidance onE-Invoicing in Belgium with Zoho Billing
Starting January 1, 2026, Belgium is introducing mandatory electronic invoices (e-invoicing) for all B2B transactions between VAT-registered businesses. Invoices and credits notes must be exchanged in a prescribed digital format. How E-Invoicing worksConvert HTML to PDF & Send as Email Attachments in Zoho Creator (Deluge)
This approach is useful for sending welcome letters, instructions, or promotional offers after order creation. // 1. Define the variables using the submitted input customerName = input.Customer_Name1; orderID = input.ID; customerEmail = input.Email_Address; //Auto-fill New Row with Previous Row Values
rowsize = input.Order_Items.count(); for each row1 in input.Order_Items { rowsize = rowsize - 1; if(rowsize == 1) { row.Door_Model = row1.Door_Model; row.Door_Color = row1.Door_Color; row.Materials = row1.Materials;I am facing a problem with an if-else condition
If I use if, else if, and else conditions in Deluge with the same variable name, sometimes the variable causes an error because the same variable name is present in every blockWhen I click on PDF/PRINT it makes the invoice half size
When I click PDF / Print for my invoice in Zoho Books, the generated PDF appears at half size — everything is scaled down, including the logo, text, and layout. The content does not fill the page as it should. Could someone advise what causes Zoho BooksPython - code studio
Hi, I see the code studio is "coming soon". We have some files that will require some more complex transformation, is this feature far off? It appears to have been released in Zoho Analytics alreadyAPI question - adding a thread to an existing ticket
Hi Is there an API function for the customer to add to an existing ticket thread? example, customer puts in new support ticket. support replies and ask for more details. customer replies with more details -what api function is used for this (will add record append to same ticket number?) Thankssearch and Smart Bar both missing in Mail
One of the users on my account does not have the search bar at the top right or the Smart Bar at the bottom left of the desktop Mail app. Any ideas how to get those back?Why is Zoho Meeting quality so poor?
I've just moved from Office 365 to Zoho Workplace and have been generally really positive about the new platform -- nicely integrated, nice GUI, good and easy-to-understand control and customisation, and at a reasonable price. However, what is going onHide fields only for creation
Hello, I'd like to hide some fields only during the creation of a contact in Zoho CRM. In fact I have some fields that are automatically calculated thanks to an automation, so when my users create a contact I don't want them to fill those fields. I knowItems Below Reorder Point Report?
Is there a way to run a report of Items that are below the Reorder Point? I don't see this as a specific report, nor can I figure out how to customize any of the other stock reports to give me this information. Please tell me I'm missing something sQwen as the default open source Generative AI model for Zia
Hello everyone, Zia Generative AI is transitioning from Llama (8B parameters) to Qwen (30B parameters) as the default model. This means that users who were using Llama as a GenAI service will now use Qwen. This upgrade was made with a vision to enhanceCalendar week view: Today + 6
Is there anyway to have the calendar change dynamically based on the date? Due to the amount of events, we only display a week at a time, but towards the end of the week, we can no longer see ahead to next week (without changing it manually every time).How to restrict user/portal user change canvas view
Hi , I would like to restrict user / portal user change their canvas view because I hide some sensitive field for them. I dont want my user switch the canvas view that do not belong to them But seems Zoho do not provide this setting?E-Invoicing in Belgium with Zoho Books
Starting January 1, 2026, Belgium is introducing mandatory electronic invoices (e-invoicing) for all B2B transactions between VAT-registered businesses. This means that invoices and credits notes must be exchanged in a prescribed digital format. How E-InvoicingE-Invoicing in Belgium with Zoho Inventory
Starting January 1, 2026, Belgium is introducing mandatory electronic invoices (e-invoicing) for all B2B transactions between VAT-registered businesses. Invoices and credits notes must be exchanged in a prescribed digital format. How E-Invoicing WorksEnhancement Request for Multi-Asset Work Order Feature
Hello Latha, Thank you for your continued support. The multi-asset Work Order feature is extremely helpful. I did some testing based on our requirements, and during the process, I noticed a few areas where we need your team’s support to improve the featureCRM x WorkDrive: File storage for new CRM signups is now powered by WorkDrive
Availability Editions: All DCs: All Release plan: Released for new signups in all DCs. It will be enabled for existing users in a phased manner in the upcoming months. Help documentation: Documents in Zoho CRM Manage folders in Documents tab Manage filesWeekly Tips : Make collaboration effortless with Whiteboard in Zoho Mail
Working with your team often means switching between emails, notes, and other applications just to explain an idea. Maybe you are trying to sketch a layout, plan a workflow, or quickly brainstorm ideas—with text alone, things can get confusing. So howAdd Option to Mass Dispatch by User
Hello! We are using the dispatch console to dispatch service appointments to our service ressources. Right now, the process is our dispatcher verifies each ressource's route for the day and dispatches it after validation. Sadly, there doesn't seem toIntroducing parent-child ticketing in Zoho Desk [Early access]
Hello Zoho Desk users! We have introduced the parent-child ticketing system to help customer service teams ensure efficient resolution of issues involving multiple, related tickets. You can now combine repetitive and interconnected tickets into parent-childError AS101 when adding new email alias
Hi, I am trying to add apple@(mydomain).com The error AS101 is shown while I try to add the alias.How to add to Subforms via Zapier with Zoho Writer?
I have the following layout for a Zoho Writer Document. As you can see there is a repeating subform taking in "Items". I am trying to make a Zapier integration with it, and I can see there is 1 field saying: "Items", but it does not specify how I'm supposedContrôles administratifs granulaires : un atout pour la sécurité des e-mails
La moindre erreur dans votre système de messagerie peut coûter très cher à votre entreprise, tant en argent qu’en conformité et en image de marque. Pour beaucoup d’organisations, ce risque est bien réel. Les e-mails véhiculent quotidiennement des informationsInclude the "Added Email ID" to the Filters of a Report
Hi, With a Report and lots of entries, a normal thing is to filter entries by the submitter, but that is not included in the Auto Filter of Reports and you can't add a custom filter to a Report without specifying the actual value. I would like to be ableMarketer's Space: Why mobile optimization deserves a place in your email strategy
Hello Marketers, Welcome back to Marketer's Space! Today, we'll talk about the importance of creating mobile-friendly email designs. While mobile phones were once used only to make phone calls, today they're used for almost everything, including texting,Next Page