Kaizen #36 - Tasks #API
Hello everyone!
Welcome back to another post in the Kaizen series!
This week, we will discuss adding, updating, and deleting Tasks.
A task is a specific piece of work that is usually time-bound. In Zoho CRM, tasks are listed in the record's Home page, Activities' home page, and in other related records.
Let us now see how to work with Tasks using APIs.
1. Creating a Task
Use the Insert Records API to create a task.
Request URL: {{api-domain}}/crm/v2/Tasks
Request method: POST
Sample Input (se_module Leads)
{ "data": [ { "Subject": "Team_Meeting", "What_Id": { "name": "Christopher Maclead", "id": "3660682000000516249" }, "Status": "In Progress", "Due_Date": "2020-05-30", "Priority": "High", "$se_module": "Leads" } ] } |
Sample Input (se_module Contacts)
{ "data": [ { "Subject": "Team_Meeting"1, "Who_Id": { "name": "Kris Marrier , "id": "3660682000000516033" }, "Status": "In Progress", "Due_Date": "2020-05-30", "Priority": "High", "$se_module": "Contacts" } ] } |
Sample Input (se_module Accounts)
{ "data": [ { "Subject": "Meeting1", "Who_Id": { "name": "Kris Marrier", "id": "3660682000000516033" }, "What_Id": { "name": "Zylker", "id": "3652397000000624046" }, "Status": "In Progress", "Due_Date": "2020-05-02", "Priority": "High", "$se_module": "Accounts", "Remind_At": { "ALARM": "FREQ=WEEKLY;UNTIL=2020-05-21T11:00:00+05:30ACTION=POPUP;TRIGGER=DATE-TIME:2020-05-01T11:00:00+05:30" }, "Recurring_Activity": { "RRULE": "FREQ=WEEKLY;INTERVAL=1;UNTIL=2020-05-16;BYDAY=SA;DTSTART=2020-05-02" } } ] } |
Input JSON
Key | Data Type | Description |
Subject | String | Subject of the task. This key is mandatory. |
Who_Id | JSON Object | ID of the contact the task is related to. Applicable when module is contacts. |
What_Id | JSON Object | ID of the record for modules other than contacts. For Accounts module, this is the ID of the module the contact is associated with the contact whose ID is given in the Who_Id key. |
Status | String | The status of the task. The possible values are "Not Started", "Deferred", "In Progress", "Completed", and "Waiting on someone else". |
Due_Date | Date in yyyy-mm-dd format | The date on which the task is due. |
Priority | String | The priority of the task. The possible values are "High", "Highest", "Low", "Lowest", and "Normal". |
$se_module | String | The API name of the parent module that the contact is associated with. This key is mandatory when you include Who_id and What_Id. |
Remind_At
Key | Data Type | Description |
FREQ | String | Defines the frequency of the reminder. The possible values are DAILY, WEEKLY, MONTHLY, YEARLY, NONE. If you specify, NONE, the system sets a one-time reminder and TRIGGER becomes mandatory. |
Action | String | Represents how you want to remind the task owner about the task. The possible values are EMAIL, POPUP, EMAILANDPOPUP. |
TRIGGER=DATE-TIME | DateTime (ISO8601) | Defines when you want to trigger the reminder. This key is mandatory. Example: 2020-05-01T12:28:00+05:30. |
TRIGGER=TIME | hh:mm | 24-hour time format at which the system must trigger the reminder. Example: 23:45 |
Note
- Triggers can be given based on due date. For instance, if you want the reminder to be triggered one day before the due date:TRIGGER = -P1D.
- Similarly, if you want the reminder to be triggered two weeks before the due date:TRIGGER= -P2W. This applies only to recurring tasks, and the trigger time is mandatory.
Recurring_Activity
We have discussed this key in detail in Kaizen#8 - Handling Recurrence and Participants in the Events module via API.
Here is the response.
Since we have created a recurring task that recurs thrice, the system creates three individual tasks.
2. Updating a Task
The input keys are similar to the ones mentioned in the Insert a Task section.
In this example, we are updating the reminder (the "remind_at" key) of one of the recurring tasks.
Request URL: {{api-domain}}/crm/v2/Tasks/3652397000002133013
Request method: PUT
Sample Input
{ "data": [ { "Subject": "Meeting1", "Remind_At": { "ALARM": "FREQ=NONE;ACTION=POPUP;TRIGGER=-P1D;TRIGGER_TIME=11:00" } } ] } |
Sample response
Errors common to inserting and updating a task
Error code | Reason | Handling |
INVALID_DATA | The ID you specified in what_id or who_id is invalid. | Specify the correct ID. |
MANDATORY_NOT_FOUND | You have not specified TRIGGER in "Remind_At" or UNTIL and DTSTART in RRULE keys. | Specify the mandatory keys. |
INVALID_RRULE | You have specified an incorrect value for FREQ, INTERVAL, or BYMONTHDAY, BYDAY, BYMONTH, BYSETPOS. | Specify the correct value for RRULE. |
3. Deleting a Task
Use the Delete Specific Record API or Delete Records API to delete the task(s).
Request URL: {{api-domain}}/crm/v2/Tasks/3652397000002133013 or
{{api-domain}}/crm/v2/Tasks?ids=3652397000002133013,3652397000002133010
{{api-domain}}/crm/v2/Tasks?ids=3652397000002133013,3652397000002133010
Request method: DELETE
Sample response
We hope you found this post useful.
Write to us at support@zohocrm.com if you have any questions, or let us know in the comment section.
Cheers!
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