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 #197: Frequently Asked Questions on GraphQL APIs
🎊 Nearing 200th Kaizen Post – We want to hear from you! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.Kaizen #198: Using Client Script for Custom Validation in Blueprint
Nearing 200th Kaizen Post – 1 More to the Big Two-Oh-Oh! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.Celebrating 200 posts of Kaizen! Share your ideas for the milestone post
Hello Developers, We launched the Kaizen series in 2019 to share helpful content to support your Zoho CRM development journey. Staying true to its spirit—Kaizen Series: Continuous Improvement for Developer Experience—we've shared everything from FAQsKaizen #193: Creating different fields in Zoho CRM through API
🎊 Nearing 200th Kaizen Post – We want to hear from you! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.Client Script | Update - Introducing Commands in Client Script!
Have you ever wished you could trigger Client Script from contexts other than just the supported pages and events? Have you ever wanted to leverage the advantage of Client Script at your finger tip? Discover the power of Client Script - Commands! Commands
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
Is there a way to set Document Owner/Sender via the API
When sending requests for zoho sign, it would seem zoho uses the id of the person that created the zoho api cred to determine the owner_id, is there a way to set a default for this?Transition Criteria Appearing on Blueprint Transitions
On Monday, Sept. 8th, the Transition criteria started appearing on our Blueprints when users hover over a Transition button. See image. We contacted Zoho support because it's confusing our users (there's really no reason for them to see it), but we haven'tDelegates should be able to delete expenses
I understand the data integrity of this request. It would be nice if there was a toggle switch in the Policy setting that would allow a delegate to delete expenses from their managers account. Some managers here never touch their expense reports, andAdd Save button to Expense form
A save button would be very helpful on the expense form. Currently there is a Save and Close button. When we want to itemize an expense, this option would be very helpful. For example, if we have a hotel expense that also has room service, which is aMultiple organizations under Zoho One
Hello. I have a long and complicated question. I have a Zoho One account and want to set it up to serve the needs of 6 organizations under the same company. Some of the Zoho One users need to be able to work in more than 1 organization’s CRM and otherIMAP Server not responding.
Trying to connect a phone via IMAP and getting "imap.zoho.com not responding." Is the server down, for maintenance or otherwise? I've tried this on two different devices and got the same error on both.Error 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.Unbundle feature for composite items
We receive composite items from our vendors and sell them either individually or create other composite items out of them. So, there is a lot of bundling and unbundling involved with our composite items. Previously, this feature was supported in formRegarding the integration of Apollo.io with Zoho crm.
I have been seeing for the last 3 months that your Apollo.io beta version is available in Zoho Flow, and this application has not gone live yet. We requested this 2 months ago, but you guys said that 'we are working on it,' and when we search on GoogleOpen filtered deals from campaign
Do you think a feature like this would be feasible? Say you are seeing campaign "XYZ" in CRM. The campaign has a related list of deals. If you want to see the related deals in a deal view, you should navigate to the Deals module, open the campaign filter,How do you print a refund check to customer?
Maybe this is a dumb question, but how does anyone print a refund check to a customer? We cant find anywhere to either just print a check and pick a customer, or where to do so from a credit note.MTD SA in the UK
Hello ID 20106048857 The Inland Revenue have confirmed that this tax account is registered as Cash Basis In Settings>Profile I have set ‘Report Basis’ as “Cash" However, I see on Zoho on Settings>Taxes>Income Tax that the ‘Tax Basis’ is marked ‘Accrual'workflow not working in subform
I have the following code in a subform which works perfectly when i use the form alone but when i use the form as a subform within another main form it does not work. I have read something about using row but i just cant seem to figure out what to changeFetch data from another table into a form field
I have spent the day trying to work this out so i thought i would use the forum for the first time. I have two forms in the same application and when a user selects a customer name from a drop down field and would like the customer number field in theZoho Creator as LMS and Membership Solution
My client is interested in using Zoho One apps to deploy their membership academy offer. Zoho Creator was an option that came up in my research: Here are the components of the program/offer: 1. Membership portal - individual login credentials for eachRecord comment filter
Hi - I have a calendar app that we use to track tasks. I have the calendar view set up so that the logged in user only sees the record if they are assigned to the task. BUT there are instances when someone is @ mentioned in the record when they are notHow to View Part Inventory and Warehouse Location When Creating a Work Order in Zoho FSM
Hi everyone, We’re currently setting up Zoho FSM and would like to improve how our team selects parts when creating a Work Order. Right now, when we add a part or item to a Work Order, we can select it from our Zoho Inventory list but we don’t see anyFSM too slow today !!
Anybody else with problem today to loading FSM (WO, AP etc.)?CRM 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 filesNot able to Sign In in Zoho OneAuth in Windows 10
I recently reset my Windows 10 system, after the reset when I downloaded the OAuth app and tried to Sign In It threw an error at me. Error: Token Fetch Error. Message: Object Reference not set to an instance of an object I have attached the screenshotMapping a custom preferred date field in the estimate with the native field in the workorder
Hi Zoho, I created a field in the estimate : "Preferred Date 1", to give the ability to my support agent to add a preferred date while viewing the client's estimate. However, in the conversion mapping (Estimate to Workorder), I'm unable to map my customRuning RPA Agents on Headless Windows 11 Machines
Has anyone tried this? Anything to be aware of regarding screen resolution?The sending IP (136.143.188.15) is listed on spamrl.com as a source of spam.
Hi, it just two day when i am using zoho mail for my business domain, today i was sending email and found that message "The sending IP (136.143.188.15) is listed on https://spamrl.com as a source of spam" I hope to know how this will affect the deliveryDelegates - Access to approved reports
We realized that delegates do not have access to reports after they are approved. Many users ask questions of their delegates about past expense reports and the delegates can't see this information. Please allow delegates see all expense report activity,Split functionality - Admins need ability to do this
Admins should be able to split an expense at any point of the process prior to approval. The split is very helpful for our account coding, but to have to go back to a user and ask them to split an invoice that they simply want paid is a bit of an inWhat is a a valid JavaScript Domain URI when creating a client-based application using the Zoho API console?
No idea what this is. Can't see what it is explained anywhere.Is there a way to request a password?
We add customers info into the vaults and I wanted to see if we could do some sort of "file request" like how dropbox offers with files. It would be awesome if a customer could go to a link and input a "title, username, password, url" all securely and it then shows up in our team vault or something. Not sure if that is safe, but it's the best I can think of to be semi scalable and obviously better than sending emails. I am open to another idea, just thought this would be a great feature. Thanks,Single Task Report
I'd like a report or a way to print to PDF the task detail page. I'd like at least the Task Information section but I'd also like to see the Activity Stream, Status Timeline and Comments. I'd like to export the record and save it as a PDF. I'd like theAuto-response for closed tickets
Hi, We sometimes have users that (presumably) search their email inbox for the last correspondence with us and just hit reply - even if it's a 6 month old ticket... - this then re-opens the 6 month old ticket because of the ticket number in the email's subject. Yes, it's easy to 'Split as new Ticket', but I'd like something automated to respond to the user saying "this ticket has already been resolved and closed, please submit a new ticket". What's the best way to achieve this? Thanks, EdHow to Push Zoho Desk time logged to Zoho Projects?
I am on the last leg of my journey of finally automating time tracking, payments, and invoicing for my minutes based contact center company - I just have one final step to solve - I need time logged in zoho desk to add time a project which is associatedCannot access KB within Help Center
Im working with my boss to customize our knowledge base, but for some reason I can see the KB tab, and see the KB categories, but I cannot access the articles within the KB. We have been troubleshooting for weeks, and we have all permissions set up, customersExport to excel stored amounts as text instead of numbers or accounting
Good Afternoon, We have a quarterly billing report that we generate from our Requests. It exports to excel. However if we need to add a formula (something as simple as a sum of the column), it doesn't read the dollar amounts because the export storeswhy my account is private?
when i post on zohodesk see only agent onlyGetting ZOHO Invoice certified in Portugal?
Hello, We are ZOHO partners in Portugal and here, all the invoice software has to be certified by the government and ZOHO Invoice still isn´t certified. Any plans? Btw, we can help on this process, since we have a client that knows how to get the software certified. Thank you.Show/ hide specific field based on user
Can someone please help me with a client script to achieve the following? I've already tried a couple of different scripts I've found on here (updating to match my details etc...) but none of them seem to work. No errors flagged in the codes, it just500 Internal Server Error
I have been trying to create my first app in Creator, but have been getting the 500: Internal Server Error. When I used the Create New Application link, it gave me the error after naming the application. After logging out, and back in, the application that I created was in the list, but when I try to open it to start creating my app, it gives me the 500: Internal Server Error. Please help! Also, I tried making my named app public, but I even get the error when trying to do that.Client Script | Update - Client Script Support For Portals
Dear All! We are excited to announce the highly anticipated feature: Client Script support for Portals. We understand that many of you have been eagerly awaiting this enhancement, and we are pleased to inform you that this support is now live for allProfessional Plan not activated after payment
I purchased the Professional Plan for 11 users (Subscription ID: RPEU2000980748325) on 12 September 2025, and the payment has been successfully processed. However, even after more than 24 hours, my CRM account still shows “Upgrade” and behaves like aZoho Books - France
L’équipe de Zoho France reçoit régulièrement des questions sur la conformité de ses applications de finances (Zoho Books/ Zoho Invoice) pour le marché français. Voici quelques points pour clarifier la question : Zoho Books est un logiciel de comptabilitéhow to edit the converted lead records?
so I can fetch the converted leads records using API (COQL), using this endpoint https://www.zohoapis.com/crm/v5/coql and using COQL filter Converted__s=true for some reasons I need to change the value from a field in a converted lead record. When I tryNext Page