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
Centralize Knowledge. Transform Learning.
All-in-one knowledge management and training platform for your employees and customers.
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 #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.Kaizen #226: Using ZRC in Client Script
Hello everyone! Welcome to another week of Kaizen. In today's post, lets see what is ZRC (Zoho Request Client) and how we can use ZRC methods in Client Script to get inputs from a Salesperson and update the Lead status with a single button click. In thisKaizen #222 - Client Script Support for Notes Related List
Hello everyone! Welcome to another week of Kaizen. The final Kaizen post of the year 2025 is here! With the new Client Script support for the Notes Related List, you can validate, enrich, and manage notes across modules. In this post, we’ll explore howKaizen #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 are
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
What's New - February 2026 | Zoho Backstage
February 2026 brings a major new addition and a collection of enhancements across Zoho Backstage. We thought about writing a long introduction, but the updates in this release make a strong case on their own. So we’ll skip the buildup and dive straightAttaching files to emails within CRM Deals.
Hello, We have recently started using the extension "Workdrive for CRM" (Related List) to view/store our documents for each Deal, instead of using Attachments. Overall it feels like a better way to go but the user experience is not so great when it comesAnyone worked out how to export or screengrab a full heatmap?
I'd love to be able to include a copy of a heatmap in a report but can't work out how to grab the whole thing as there doesn't appear to be an export function? Thanks in advance.Establishing Relationships among contacts/leads with Reciprocal
Is there any way to create a relationship between contacts and leads and be able to go into just one of the files and have it reciprocate the entry in the other file? For example, if I have two people say John and Jane Smith who are husband and wife.Placeholder for Agent Signature in Email Templates
Dear Zoho Team, I hope this message finds you well. We currently face a limitation when designing email templates in Zoho Desk. While we can create email templates and include a footer at the end, the agent signature is always appended by default at theCustom View and Custom Fields on Zoho Books
Hi, I have some custom fields on Estimates and Invoices. I also use Custom Views so I can have a lot of information at a glance. I want to include my custom fields as columns in my custom views of estimates / invoice, but it looks like is not possible.%PaymentLink%
Does not work. Software creates a BAD link. ....and yes payment options are turned on. Link on the invoice pdf once opened will work but this template is a joke.Syncing calendar with Google Calendar doesn't work when events are sent to auto repeat
Hi... The ZOHO CRM -- GOOGLE CALENDAR sync is broken. If I create a single event on either side, sync works, but if I create an event with auto repeat on either side it doesn't work. Furthermore, events created before the sync don't show up in the calendar.Allow Global Admin to access/edit all forms without changing owners
Hi there, Please consider adding a feature where the Global Admin of the account an automatically access/edit any form in the Company Account. I'm the Global Admin on our Zoho One plan, and we have multiple users that use/create forms. But for me to accessCan Zoho Marketing Automation send OTP codes via WhatsApp during user registration?
The flow I would like to implement is: A user signs up in the mobile app and enters their phone number. The system generates a one-time verification code (OTP). The OTP is sent to the user via WhatsApp message. The user enters the code in the app to confirmWhere to show Customization Field ?
Dear Sir, I have made some New Field in Item Field Customisation. Now I don't require that field in Estimate, Sales Orders etc. I just wants that field in Sales Invoice to Show/Hide... Is that possible ?What's New in Zoho Analytics - February 2026
Hello Users! We're back with another round of updates for Zoho Analytics. This month's release focuses on giving you greater flexibility in how you visualize, manage, and act on your data - with new features like custom visualizations, remote MCP server,Zoho Books (and other Finance Suite Apps) - Clickable Item Name on Invoices and Reports
Hi Zoho Books team, It would be really helpful if the Item Name on Reports were clicable to take me to the item. The same on Invoices, often I am looking at an invoice and I want to look at the deails of a product. A link here would be helpful to jumpZOHO Reports are taking longer time to get refresh
Hi Team, Since last few days, I'm facing issues in getting updated reports. For eg: right after making an expense entry or even posting a journal, it is taking longer then expected for the updated reports. Refer below: "You are viewing the report thatDisplay actual mileage on an invoice
My users are creating expenses in Zoho expense. For example, they expense 10 miles and get paid 7 dollars (10 miles * IRS rate of .70). If I look at the expenses in Zoho Books, it does show them at 10 miles at .70 cent When I add these expense to an invoiceCan't change form's original name in URL
Hi all, I have been duplicating + editing forms for jobs regarding the same department to maintain formatting + styling. The issue I've not run into is because I've duplicated it from an existing form, the URL doesn't seem to want to update with the newCan you create relationships BETWEEN contacts within the same module
I am setting up my CRM, and I want to have a way to connect contacts within the same module. Is there a way to do this? If not - how do I decide how to split up contacts to make connections? What are best practices for this? We have clients who needFunction and workflow to create customer payment and send receipt
I am attempting to set up a workflow/custom function for the automatic creation of a customer payment and sending the email receipt, but am receiving the error "Improper Statement Error might be due to missing ';' at end of the line or incomplete expression" I've been over everything several times and cannot see where the error is (code is copied into the attached document). I haven't used custom functions before with Deluge, so it's very likely something very simple, or I've completely muckedDisable Sign Up option in Zoho Creator Portal and show only Sign In page
Is it possible to disable the Sign Up option in a Zoho Creator portal? The requirement is to show only the Sign In page and completely remove or hide the Sign Up page, so users cannot create accounts directly from the portal login page. Is there any settingRestrict Payment Methods
Allow us to restrict certain payment methods specific for each customer.How to install Widget in inventory module
Hi， I am trying to install a app into Sales Order Module related list, however there is no button allow me to do that. May I ask how to install widget to inventory module related list?Can I view the KB in the same way as a customer logged in as my Agent?
Sorry if this seems a mad question. I have some Articles that I want to be seen by my Agents and the status of these is set to Agents only. We also have some that are set to Public. When I sign in with my private email address (as a customer) I canWhat’s New in Zoho Inventory — Latest Features, Integrations & Updates | December 2025
Zoho Inventory has evolved significantly over the past months, bringing you smarter, faster, and more connected tools to streamline your operations. Whether you’re managing multichannel sales, complex fulfillment workflows, or fast-moving stock, our newestWhich user's capacity is used for Shared Mailbox storage?
We use shared mailboxes at our company, and their size is increasing daily. Which user(s)'s total mailbox limit is being used up by this space?Evernote (ENEX) import limitations
I have been with Evernote since 2010, but the latest price increase is ridiculous. I am currently testing Zoho Notebook as a replacement. I am impressed so far - if it were not for critical need to import legacy Evernote notes, I would 100% migrate toCan I create a CODE 128 custom field for my items in Zoho Inventory and then use it for generating Sales Orders?
Can anyone helps me, I don't want to use the SKU code for scanning my products. Because all my products have a CODE-128 label attached.Prevent duplicate with custom fields?
I was wondering something about custom field/custom modules in Zoho Desk. For some reason you can make a custom field mandatory but not unique? For example, if I create a custom module to manage equipment and renewal and make a field serial number noZoho Books' 2025 Wrapped
Before we turn the page to a new year, it’s time to revisit the updates that made financial management simpler and more intuitive. This annual roundup brings together the most impactful features and enhancements we delivered in 2025, offering a clearMultiple Vendor SKUs
One of the big concerns we have with ZOHO Inventory is lack of Vendor Skus like many other inventory software packages offer. Being able to have multiple vendor skus for the same product would be HUGE! It would populate the appropriate vendor Sku forCreate Invoice automated with Package
Does anyone knows how to create an invoice from a SO when we have created the package? We do these manually. and validate that the product packed is the product invoiced (if the order is partially packed) Regards, JSUnable to integrate Zoho Projects and Zoho Workdrive
I'm a Zoho One subscriber. When I go to Zoho Projects > Settings > Marketplace > Zoho Apps I do not see an option for Zoho Workdrive but I do see one for Zoho Docs that does nothing. How do I get the option to integrate Zoho WorkDrive and Zoho ProjeDisable payment thank-you emails
Hello, can someone please tell me how to disable sending of the "Payment Thank-You" emails?How to backdate record payment for the invoice
I would like to record a payment which happened 2 days ago, but I am not able to select any date later than today. I backdated the invoice, too, but it doesn't change anythingHelp with deluge script
Hi Community, this is my first Deluge script. I've pieced it together from reading various articles I want to use it in a workflow to 1 Convert a lead to a contact 2. Create a record in a custom module Below is what I have got so far but it does not fireMarketer's Space: Why email authentication matters in Zoho Campaigns
Welcome back to another post in Marketer's Space! If you've recently started using Zoho Campaigns, you've probably come across terms like SPF and DKIM. You may have also noticed emails that show "via zcsend.net" in Gmail when testing or sending campaigns.Feature Request: "Send Invitation" Toggle for Events
I am writing to request a critical "Quality of Life" update for the Activities module. Currently, adding people to the Participants field in an Event triggers an automatic email invitation/acceptance tracking with no way to opt-out. For general eventsEdit email address that appears on invoice
Hi How do I change the email address that appears on invoices, it is showing the email address that i used to sign up to zoho with but I want to change it to another email address that we use for accounts. also is there a way to edit the position of aIntroducing Zoho Sprints 3.0
Zoho Sprints is consistently evolving in steady increments. The introduction of the latest version, with its enterprise level solutions, brings to you advanced capabilities that propel your agile efforts in the right direction. Here's a quick glimpseGoogle Fonts Integration in Pagesense Popup Editor
Hello Zoho Pagesense Team, We hope you're doing well. We’d like to submit a feature request to enhance Zoho Pagesense’s popup editor with Google Fonts support. Current Limitation: Currently, Pagesense offers a limited set of default fonts. Google FontsClone Entire Zoho Boooks Organization, including all transactions for testing & training
Can Zoho Books support help with direct cloning of entire Zoho Books & Inventory Organization? including all transactions, just like a copy & paste or disk cloning. Is this possible?Next Page