Kaizen #60 - Get Records, Search Records, Query and Bulk Read APIs
Hi everyone.. Welcome back!
In this post, we will discuss when to use Get Records, Search Records, Query, and Bulk Read APIs to fetch records. Please note that the information in the article holds true for version 3 of Zoho CRM APIs.
Get Records API
The GET Records API allows you to fetch all the records from a module in your CRM account.
When should you use GET Records API?
Use this API to fetch a specific set of records whose IDs you already know, or to fetch all the records from a module without any filters, or using the pre-defined filters.
For instance, when you want to render a mobile/web UI to show the list of records in a module or a specific custom view, you can make use of Get Records API.
Pagination
- You can retrieve up to 200 records using this API in a single call.
- To fetch more than 200 records, you must use pagination and make further API requests with the page parameter.
- For more than 2000 and up to a maximum of 100,000 records, use the page_token parameter in the request. The value for this parameter is available from the key "next_page_token" in the response of the first Get Records call.
- You cannot use the page_token parameter with the page parameter.
Points to remember
- You should specify the field API names to fetch the records.
- You can fetch up to 50 fields using this API.
- You can sort the records by id, Created_Time and Modified_Time fields.
- Each Get Records API call consumes one API credit.
Examples
1. To fetch the records from 1801-2000 in the Leads module with the Last_Name and Email fields
The info JSON object in the response contains the next_page_token to retrieve the next set of records. 
2. To fetch after 2000 records
| [GET] "https://www.zohoapis.com/crm/v3/Leads&fields=Last_Name,Email&per_page=200 &page_token="db8d4276axxxxxxx713748a4e"" |
Search Records API
Search Records API lets you search for records in a module based on a criteria that you define. You can search for records with a specific word in the text fields, or by email or phone fields across the specified module. You can also search for a variety of other fields like currency, Date, DateTime, picklists etc.
When should you use Search Records API?
Use this API when you want to search for a specific text, phone or email in the records of a module, or when you want to do a module-level word search. Search API is the go-to API when you know the details like email, phone or a specific text, but not the individual IDs of the records.
For example, when you want to render a search box in your web/mobile UI, and do a module-level search for the word, use Search Records API.
Pagination
- You can search for up to 200 records in one API request.
- To fetch more than 200 and up to 2000 records, use the page parameter.
Points to remember
- Your search criteria can have equals, starts_with, in, equals, not_equal, greater_equal, greater_than, less_equal, less_than, starts_with, or between conditions.
- There will be a delay in accessing recently inserted or updated records using this API due to data indexing.
- Due to the indexing delay, it is advised not to use Search API to check for record duplication while creating a new record.
- Each Search Records API call consumes one API credit.
Examples
1. To search for all the Leads with the word Zoho in the record
2. To fetch records from the Leads module whose Last_Name is 'Thomas' and First_Name starts with 'M'
Query API
Query API lets you query for records based on queries using the CRM Object Query Language(COQL). COQL is based on the SQL query syntax, and supports the SELECT query to fetch records. Using this API, you can query for data across different modules that are linked using lookup fields. This API allows you to search for a variety of fields like picklist, Date, DateTime, Lookup, Number, Currency, Boolean, or string fields, and sort the records on the basis of any field.
When should you use Query API?
To query for a module's data and its lookup related data using various comparators, or when you want to query for records that fall into a custom view without actually creating one.
For instance, when you want to filter all the products in a specific price range, with 4 stars and up rating, use Query API.
You can also use Query API to query for records from cross module (linked via lookup field). Eg: Filtering deals based on the account's location and industry type. In this example, Deals is the primary module linked with Accounts module via the lookup field 'Accounts_Name'.
Pagination
- You can retrieve 200 records in one API call using this API.
- To fetch more than 200 records and upto 10000 records, use the OFFSET clause.
Points to remember
- You can use DB comparators such as =, >, <, >=, <=, is null, is not null, between, in, not in, like, and not like in your search query.
- You can fetch a maximum of 10000 records using this API.
- You can use Query API to check for record duplication while creating a new record in your web/mobile UI apps.
- Each Query API call consumes one API credit.
Examples
1. Cross Module Filtering : To filter deals based on its corresponding account's location and industry type.
"select_query": "select Deal_Name, Stage, Probability, Type, Account_Name from Deals where ((Account_Name.Location = 'Texas') AND (Account_Name.Industry = 'Military'))" |
2. Consider the following custom view.
You can fetch the records in the custom view using the following SELECT query, without actually creating the custom view.
{ "select_query": "select Last_Name, Owner.last_name from Leads where ((Industry = 'ERP') and (Owner = '4876876000000327001')) OR (Rating = 'Acquired')" } |
For more examples, refer to our Get Records through COQL page.
TIP : If you want to fetch all the records in a module using COQL Query API, you can still use the COQL query to do it. For example, the below example will fetch all the records in the Leads module.
{ "select_query": "select Last_Name, Owner.last_name from Leads where ((Industry = 'ERP') OR (Industry != 'ERP'))"} |
Bulk Read API
Bulk Read API lets you export data in bulk from a module. Using this API, you can export records based on a query, or export all the records in a module with or without filters. The main advantage of Bulk read API is in the huge number of records it can retrieve in one API call. While you can fetch 200 records per API call for GET Records API, Search Records API and Query API, you can export 200,000 records per API call using the Bulk read API.
When should you use Bulk read API?
When you want to schedule a job to export huge volume of CRM data.
For instance, when you want to export the list of all the records from a Zoho CRM module to sync with your local ERP system's data store, use Bulk read API.
Points to remember
- Bulk read is an asynchronous API.
- The result of the bulk read job will be available as a downloadable CSV/ICS file.
- Each Bulk read API call consumes 50 API credits.
- To export more than 200,000 records, use the page key in the request body. Setting page to '2' exports data starting from 200,001.
Sample Scenario
Let us now consider the case where you want to fetch (a)2000, (b)5000, (c)10000 and (d)15000 records from a module, and see which API is best-suited for each case.
Number of records | Get Records API | Search Records API | Query API | Bulk read API |
2000 |
|
|
|
|
5000 |
| Not possible to fetch more than 2000 records |
|
|
10000 |
| Not possible to fetch more than 2000 records |
|
|
15000 |
| Not possible to fetch more than 2000 records | Not possible to fetch more than 10000 records |
|
To sum up, for up to 2000 records, the Get Records API, Search Records API, and Query API all use the same API credits. However, Query API has the edge over the other two because it provides you with greater flexibility to tweak your criteria, thanks to all the comparators and logical operations it supports. If you intend to fetch 10,000 or more records asynchronously, the Bulk Read API is preferable in terms of API credits consumed. For synchronously fetching more than 10,000 records, use the Get Records API.
Feature | Get Records API | Search Records API | Query API | Bulk Read API |
Maximum number of records per API call | 200 | 200 | 200 | 200,000 For Events - 20,000 |
| Maximum number of records that can be fetched | 100,000 | 2000 | 10,000 | 100,000,000 |
| Indexing Delay | No | Yes | No | NA |
| Pagination | Use page parameter to retrieve more than 200 records and page_token parameter for more than 200 records | Use page parameter to retrieve up to 2000 records | Use LIMIT and OFFSET to navigate and retrieve a maximum of up to 10,000 records | Use page key in the request body to fetch more than 200,000 records. Maximum possible value for page is 500 |
| Sorting support | Limited (id, Created_Time and Modified_Time fields ) | No | Yes | No |
| Credits per API call | 1 3 - with CVID parameter | 1 | 1 | 50 |
We hope you found this post useful. Let us know your thoughts in the comment section or reach out to us at support@zohocrm.com
Thank You!
Previous Kaizen Post : Creating alerts and custom messages using Client Script
Next Kaizen Post : Composite API
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
Anu Abraham
Abhishek - Zoho Partner
Juan
Ishwarya SG
Rodger Brehaut
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
Forwarder
Hi, I tried to add a forwarder from which emails are sent to my main zoho account email . However, it asks me for a code that should be received at the forwarder email, which is still not activated to send to my zoho emial account. So how can I get theNo chat option
Chat option is not supported.Direct “Add to Google Calendar” Option in Zoho Meeting
Hello Zoho Meeting Team, Hope you are doing well. We would like to request an enhancement related to the “Add to Calendar” functionality in Zoho Meeting. Currently, when we open Zoho Meeting and view our meetings under My Calendar, there is an Add toDefault Tagging on API-generated Transactions
If one assigns tags to an Item or Customer, those tags get auto-populated in each line item of an Invoice or Sales Order when one creates those documents. However, if one creates the Sales Order or Invoice via the API (either directly coding or usingDKIM cannot be enabled for the domain as no verified default selector present
Hi Support Team, For Domain DKIM record trying to enable status. but showing error "DKIM cannot be enabled for the domain as no verified default selector present" So, please resolve the issue. Thank you.unable to send message reason 554 5.1.8 Email outgoing blocked
unable to send message reason 554 5.1.8 Email outgoing blockedI can't log in to my account on Thunderbird
I've just had to rebuild my PC (calamitous mess from Microsoft with Win10/Win 11 'upgrade' - they confirmed I had to start with a new build). I have used Zoho mail for years via Mozilla Thunderbird, but now I've had to download the latest version of TBird,Should I Use DMARC?
When I configure Zoho Mail's DMARC settings, it's mandatory to fill in the RUA and RUF (Aggregate notification email address*, Forensic notification email address*) addresses. When we enter an email address in these fields, we receive reports from theIntroducing Profile Summary: Faster Candidate Insights with Zia
We’re excited to launch Profile Summary, a powerful new feature in Zoho Recruit that transforms how you review candidate profiles. What used to take minutes of resume scanning can now be assessed in seconds—thanks to Zia. A Quick Example Say you’re hiringBooks API Receiving an Error that Doesn't Make Sense when Creating Credit Note - trying to use 'ignore_auto_number_generation' argument
Hello, I'm working on a newly created routine and I'm getting an error that doesn't make sense when trying to create a new Credit Note. Here is my POST request. Endpoint: https://www.zohoapis.com/books/v3/creditnotes?organization_id=########## Body: {How to move emails to Shared Mailbox?
Hello, I created a Shred Mailbox instead of using a distribution group. But I cannot move previous emails to certain shared mailbox. Is it possible move some emails from inbox to shared mailbox?Collaboration with free plan user.
Hello. Do both users need to be on Pro plan to collaborate? Or can a Pro user share a note with a free plan user with the ability to edit?Zoho Inventory Now Supports VeriFactu for Businesses in Spain
Starting from January 1, 2026, Spain requires real-time invoice reporting for all B2B transactions. From July 2026, this requirement will extend to B2C transactions as well. All reporting must be carried out through the VeriFactu to AEAT (Agencia EstatalConnection to other user
Zoho Cliq handles sharing of Custom OAuth Connections that require individual user logins.In arattai received message can't be deleted
The issue has been noticed in following: arattai app (Android) arattai app (Window) arattai web While the message posted by me may be deleted, the ones received from others can't be. The item <Delete> change to <Report> when the message is a receivedAnalytics Portal
I have the "standard plan" and want to explore the portal option; I activated the 15-day trial but do not see the pricing for the add-on. How can I get the price under "Upgrade add-ons." Thanks RudyCan I filter a Lookup field to only show related records from another Lookup in Zoho CRM?
In our Leads module, we have two Lookup fields: Recruitment Agency – the agency that the lead came from Recruiter – the individual contact from that agency who sent us the lead Both fields link correctly to their respective records in CRM. However, ourZoho Books API invoice email bouncing with 'relaying-issues' error
I have waited over 30 days for zoho books uk to assist with the following and i have had no replies or tickets erronously closed. The service has been terrible - very unlike zoho! So i am raising this here hoping that a community member can assist: Hello,How do I filter contacts by account parameters?
Need to filter a contact view according to account parameter, eg account type. Without this filter users are overwhelmed with irrelevant contacts. Workaround is to create a custom 'Contact Type' field but this unbearable duplicity as the information alreadyZoho Writer to Zoho Sign Template Misalignment – Request for Community
We are currently facing a critical issue impacting our live business operations due to a misalignment problem between Zoho Writer templates and Zoho Sign output. Issue Summary: We have an automated workflow in Zoho CRM using Deluge scripts that generatesAccount blocked
Yesterday I got my Zeptomail account blocked due to too many hard bounces. My account is used exclusively for sending transactional emails (eg. your order has been shipped, a form has been filled, etc) and the sudden blocking impacted hundreds of websitesMigration Tool Download
Since apparently you have to ask for the migration tool to download (why?), I need the download for the migration tool for exchange servers. Please forward link, thanks.IF Formula
Hi, I'm having trouble setting up a custom formula in a field. Can you help me with it? The formula should do the following: If the created date is less or equal to 30 days the field should display a string New in pieline or Exisitng pipeline if aboveAutorespond to one specific sender
Is there any way to create a rule or filter that sends an automatic reply to messages from one specific email address? I really need to set up something like a "vacation response" but only for one "received from" address.View comprehensive logs of all actions in Custom Module History
Hello everyone, We are happy to announce our new feature, Detail View in Custom Module History, which enhances visibility, control and accountability over your records. Users can now access a detailed timeline of every action that has been performed onTrack ZohoForm Conversion using Postmessage event
Hi, I’ve been using a third-party lead tracking tool to capture leads from my website along with their source. Earlier, with the HubSpot form, the third-party script was able to detect the postMessage event that iframe forms typically send back to theEmail task creator when task is updated/marked complete
I am looking for a way to notify the creator of a task in zoho todo when - Task is updated Task is closed Comments entered 1 and 2 are critical, and I cannot find a zoho flow to do this. There is no way that as a manager I will know when someone has completedEmail Recall Feature In Zoho Mail Which Should Also Work For Outside Organisation Members
Add a feature to recall or undo sending an email within a configurable short time window (e.g., 30 seconds to 2 minutes) after hitting send, similar to Gmail’s undo send. Currently the sent email can not be recall If the recipient is not from within yourHow to implement calculating average value of averaged values?
Hi, I'm trying to implement a formula in my layout for a module that calculates the average of 2 averaged values, but I can't do so using the formula custom field. To calculate the 2 averaged values, I could use the formula custom field, but in the customZoho Recruit update published job boards
If we have a job thats already posted on several different job boards and we edit this job in zoho recruit (e.g. the description of the job), does this then automatically update this new information to all the published job boards? If not, how does theNarrative 14: The magic bazaar of Desk
Behind the scenes of a successful ticketing system: BTS Series Narrative 14: The magic bazaar of Desk Marketplace is a centralized platform where users can discover Zoho and third-party applications that can be integrated with their Desk account to facilitateCollections Management: #2 Late Payment Automation
"Sir, I'll process the payment by evening, please don't apply any late payment charges", the customer said while arranging papers on his desk. Sanjay stood there with a tired smile. He had already visited twice that week. Payment collection was one thing.Create a table in the layout section of modules
Dear Sirs, I would like to know whether is possible to create a table under new fields in layouts section of modules. In fact in this section there are single line, multi line, pick list, multi-select, date, formula etc. but I am unable to add a tableNimble enhancements to WhatsApp for Business integration in Zoho CRM: Enjoy context and clarity in business messaging
Dear Customers, We hope you're well! WhatsApp for business is a renowned business messaging platform that takes your business closer to your customers; it gives your business the power of personalized outreach. Using the WhatsApp for Business integrationPower of Automation :: Automatic Task Status Handling for Users
Hello Everyone, A custom function is a software code that can be used to automate a process and this allows you to automate a notification, call a webhook, or perform logic immediately after a workflow rule is triggered. This feature helps to automateQuestion - why no way to input a 'tool description' and 'tree of 'tools'
Every business is different, with different business processes. To be truly useful Zoho MCP needs to have user editable tool descriptions (or ruleset) and a 'tool tree' so that the LLM is context aware when being used. For example, the tool descriptionDevelop Zoho Meeting as a Full Native Application (Not a Browser Wrapper)
Hello Zoho Meeting Team, Hope you are doing well. We would like to suggest an important improvement regarding the Zoho Meeting desktop application. At the moment, the Zoho Meeting app feels more like a mini browser window or an iframe that loads the webCan I create a custom function for chart of accounts?
I'm trying to add a custom function that should run whenever a record in the Chart of Accounts module is edited, but on the form for creating a new function, the module dropdown does not include the chart of accounts as an option.billing
hi, I am being billed $12/year, and I can't remember why. My User ID is 691273115 Thanks for your help, --Kitty PearlAutomatic 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 theseNext Page