Kaizen #51 - Handling Users with ZohoCRM API

Kaizen #51 - Handling Users with ZohoCRM API

Hello everyone!

Welcome back to yet another post in the Kaizen series.
This week, we will discuss the Zoho CRM Users API in detail.

Users in Zoho CRM

A user is the one who is allowed to access and manage the CRM records. Generally, anyone using CRM is a user. Further you can assign profiles and categorize the users based on their roles and permissions.

There are 4 major operations in Users API:
1. Get User(s) Data
2. Add User
3. Update User
4. Delete User

Note: 
1. The oauth scopes required for all the mentioned Users API: 
ZohoCRM.users.all 
     (or)
ZohoCRM.users.{operation_type}    

2. The possible operation types are:
a. READ - Get User Data
b. CREATE - Create User Data
c. UPDATE - Update User Data
d. DELETE - Delete User Data

To fetch the users data specified in the API request. The data to be fetched can be trimmed based on the user categories like AllUsers, ActiveUsers etc. 

Request Method: GET
Request URL: 
a. To fetch multiple users:
{{api-domain}}/crm/v2/users

b. To fetch a specific user:
{{api-domain}}/crm/v2/users/{user_id}

a. Sample Request:
{{api-domain}}/crm/v2/users?type=AllUsers

Let us see the parameters applicable to this API and their possible values:
Parameter Name
Data Type
Description and Possible Values
type
String
Specify the type of users to fetch. 
page
Integer
Specify the list of user records as per their position in Zoho CRM. Default value is 1.
per_page
Integer
Specify the number of user records to be retrieved per page. Default value is 200.

Let us see the possible type of users in an organization:
User Type
Description
AllUsers
To list all the users in your organization (both active and inactive users). This is the default user type. 
ActiveUsers
To get the list of all Active Users
DeactiveUsers
To get the list of all users who were deactivated
ConfirmedUsers
To get the list of all the confirmed users
NotConfirmedUsers
To get the list of all the non-confirmed users
DeletedUsers
To get the list of all the deleted users
ActiveConfirmedUsers
To get the list of all the active and confirmed users
AdminUsers
To get the list of all the admin users
ActiveConfirmedAdmins
To get the list of active users with the administrative privileges and are also confirmed
CurrentUser
To get the current CRM user

Sample Response:


b. Sample Request to fetch a specific user:
{{api-domain}}/crm/v2/users/3719520000000191015

Sample Response:


To add an user to the organization. 

Note: You can add only one user per request and you require to add Field API names in input. It can be fetched from Fields Meta Data API

Request Method: POST
Request URL: 
{{api-domain}}/crm/v2/users

Mandatory keys in Request JSON
Key 
Data type
Description
last_name
String
The last name of the user.
email
Email
The Email ID of the user
profile
String
The unique ID of the role to assign the user with. It can be obtained from the Roles API.
role
String
The unique ID of the profile to assign the user with. It can be obtained from the Profiles API.

Other than the mentioned mandatory keys, the input Json can contain the system-defined fields and custom fields such as Single Line, Currency, URL and Checkbox.

Sample Request JSON:
{
    "users": [
        {
            "role": "3719520000000026005",
            "city": "Chennai",
            "state": "Tamil Nadu",
            "first_name": "John",
            "email": "john.mclane@zohocorp.com",
            "website": "www.zoho.com",
            "profile": "3719520000000026011",
            "last_name": "Mclane"
        }
    ]
}

Sample Response:


To update the details of a user of your organization. You will require to mention the user_id. The user_id can be obtained from Get Users API.

Request Method: PUT
Request URL: 
If you intend to provide the user_id in the body as Json. 
{{api-domain}}/crm/v2/users

If you intend to provide the user_id in the request URL.
{{api-domain}}/crm/v2/users/{user_id}

Note:
a. A deactivated user cannot be updated.
b. To activate/deactivate a user, use 'status' key in the input with the specified operation (active for activating and inactive for deactivating) as the value.
b. The time zone for another user cannot be updated, you can update your own time zone

Sample Request JSON:
You can update only one user per request. I am updating the city of the user that we added in Add User Operation.
{
    "users": [
        {
            "city": "Banglore"
        }
    ]
}

Sample Response:


To delete a user from the organisation. You will require to mention the user_id. The user_id can be obtained from Get Users API.

Request Method: DELETE
Request URL: 
If you intend to provide the user_id in the body as Json. 
{{api-domain}}/crm/v2/users

If you intend to provide the user_id in the request URL.
{{api-domain}}/crm/v2/users/{user_id}

Sample Request: 
{{api-domain}}/crm/v2/users/3719520000001093002

Sample Response:


Note:
a. By providing the type as 'DeletedUsers' in Get Users API, the deleted records can be fetched.

b. Deletion of primary contact is denied. To delete the primary contact, you will need to assign another contact as new primary contact. 

Some common errors pertaining to Users API and ways to handle them:
HTTP Status Code
Error Code
Message
Reason/Handling
200
INVALID_DATA
The ID given seems to be invalid
You might have provided the incorrect ID in the request. Kindly provide the appropriate ID. The ID of a user can be obtained from Get Users API.
400
DUPLICATE_DATA
Failed to add user as the email id is already present.
The user already exists in the organisation 
400
MANDATORY_NOT_FOUND
One of the mandatory key is missing.
Check if you have provided all the mandatory keys in the request. 
400
LICENSE_LIMIT_EXCEEDED
Request exceeds your license limit. Need to upgrade in order to add
The maximum number of users you can add per your CRM plan has exceeded.
400
INVALID_REQUEST
Primary contact cannot be deleted. 
You cannot delete the primary contact of your organization.
400
ID_ALREADY_DELETED
User is already deleted.
The user you want to delete is already deleted.
403
INACTIVE_USER
Inactive user cannot access the API.

Activate the user and then perform the desired operation.


These are the 4 major operations in Users API. Zoho CRM currently doesn't avail Search User API. It is currently in the development stage and it will be released soon.

We hope you found this post useful. Let us know your thoughts in the comment section or reach us out at support@zohocrm.com.

Cheers!


















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