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
Zoho mail issue.
I have verified my domain ohhoexpress.online by adding necessary TXT and MX records. But when I am sending email to any external email id, it is showing as zohomail.com. Also while I am sending mail to internal mail id, it is saying user not found whereasMy email is blocked from sending
I get this message when I try to send any message .. > Unable to send message, Reason 554 5.1.8 Email Outgoing Blocked We have urgent emails to send and the issue continues to persist from yesterday. Please help us with this issue as soon as possibl[WEBINAR] Smooth year-end closure with Zoho Books (KENYA)
Hello there, This webinar is for all Kenyan businesses looking to wrap up their financial year smoothly! Join our free session to learn how Zoho Books can simplify your year-end process. What to expect from this webinar: - All the latest updates in Zohocannot recieve or send emails
we are not recieving or cannot send emails.Shows sysytem errorZoho Sites - contact us form
I have added a contact us form to my website. I wanted to change the layout so I deleted the section of Contact Us form. When I again try to add the section of Contact Us form, it shows error that "This form already exists on this page." I am unableswitching from POP3 to IMAPI do I need to change settings in Web email?
hi so I am using Outlook with My Zoho mail, also have Verizon email /AOL. they no longer support POP3 and said imapi is much better, so I want to switch my ZoHo to imapai. I googled and it said i need to change it in my account....i looked at my accountWhat functionality is new in the Z025 Spaces UI dashboard compared to the previous Zoho One dashboard?
My company is interested in creating a revamped dashboard this coming year, and are trying to weigh different platform options. The new Spaces UI is said to be a more "feature-rich" dashboard experience than the previous. Could a developer please explainCollections Management: #5 Convenience on Offer, using Self-Checkout
"Is this the right page? Oh, now, it wants my address again. Why am I being redirected?" These were the exact thoughts running through Karan's mind as he tried to subscribe to an application he genuinely liked. He clicked "Buy Now", expecting a quickUploading a signed template from Sign to Creator
Good day, Please help me on how to load a signed document back into Creator after the process has been completed in Sign. Below is the code that I am trying, pdfFile = response.toFile("SignedDocument_4901354000000372029.pdf"); info pdfFile; // AttachPROBLEMA
Salve, non riesco a inviare email, e mi esce una tabela errore temporaneo. come posso risolvere il problema ?Tip #50- A Closer Look at the Unattended Access Dashboard- 'Insider Insights'
Having complete visibility and quick access to everything you need certainly makes managing multiple remote devices a lot easier, and that is precisely what the Unattended Access Dashboard in Zoho Assist is designed to offer. Once you go to the UnattendedHow to update custom multi-user field in Zoho Projects?
I'm trying to update custom multi-user fields in Zoho Projects via a Deluge function in CRM. The code I have so far is below. It works for updating standard project fields and single-line custom fields, but it does not work to update multi-user fields.Tip of the Week #75– Manage your social media messages from a single shared inbox.
Are you tired of jumping between apps or browser tabs to reply to your business's Facebook and Instagram DMs? Handling customer messages on social media might seem simple, but switching between multiple platforms can easily lead to lost messages, duplicateZoho Map integration tasks have changed - you need to "Locate all instances of Zoho Map integration tasks in your Deluge scripts by searching for the v1 marker... before 16 January 2026"
The Zoho Map deluge integration task has been changed (as at 21 October 2025) to provide a more structured, JSON-like response. This change affects all three Zoho Map integration tasks (Geocode, Reverse Geocode, and Distance Between). More details canUsing files from Zoho CRM in Gemini/ChatGPT/Claude
Hi all, I’ve got subscriptions to Gemini and a few other AI tools which I use for tasks like data enrichment, email composition, etc. In our workflow, we often receive various documents from clients — such as process workflows, BRDs/requirement documentsZoho Analytics & Zoho Creator - Modified Time value
I'm trying to use the Zoho Creator system field 'modified time' in Zoho Analytics, but it's consistently showing 12 hours 'out' In Zoho Creator In Zoho Analytics Is this a constant difference that I just need to correct with a timezone change - or isZoho CRM - Option to create Follow-Up Task
When completing a Zoho CRM Task, it would be very helpful if there was an option to "Complete and Create Follow-Up Task" in the pop-up which appears. It could clone the task you are closing and then show it on the screen in edit mode, all the user wouldPortal For Different Apps
I found some older threads on this but didn't see anything very recent. I'm new to Zoho One so forgive me if my terminology is off a bit. I was hoping set up a single point of entry into Zoho One. So, many of the apps could be found in one single placeCalls undetected
Zoho Voice records indicate my last call ended at 6:00 PM. All incoming and outgoing calls occurred between 6:00 PM and 7:00 PM.Unable to Select Authenticated Domain as Sender
We’ve already authenticated our domain, but it’s still not appearing in the sender list when we try to run a campaign. Could you please check what might be causing this issue?Forever FREE Business Email with Zoho Mail
Forever FREE Business Email with Zoho Mail: is it available?Zoho Projects - Project Details on the Project Menu
Hi Project's team, I've helped may businesses setup and use Zoho Project and one thing I see time and time again is confusion on where to find the Project Details information. I would be much more intuitive if Project Details was on the menu before Dashboard.Introducing WhatsApp integration in Bigin
Greetings! In today's business landscape, messaging apps play a significant role in customer operations. Customers can engage with businesses, seek support, ask questions, receive personalized recommendations, read reviews, and even make purchases—allZia Conversation Summary: Context at a glance for every customer interaction
Hello everyone! Every customer conversation tells a story—but in CRM, that story is rarely in one place. A sales rep moving between multiple leads has to reopen long email threads, check call remarks, and revisit meeting notes just to remember what wasZoho Projects - Show Task List as dropdown field on Task records
Hi Project's Team, I noticed today that there is no field on a task record related to the task list it belongs to. A dropdown would be helpful for quickly moving tasks between lists while in a task. I know that you can go to "Other Actions" and chooseChanging the Default Search Criteria for Finding Duplicates
Hey everyone, is it possible to adjust the default search criteria for finding and merging duplicate records? Right now, CRM uses some (in my opinion nonsensical) fields as search criteria for duplicate records which do nothing except dilute the results.My followed tickets extension is not working under the All departments view
Hi. I've installed the My followed tickets extension. However, when I try to open the extension under the all departments view, I get the following message: 'Sorry, this extension is not supported in the All Departments view.' How can I solve this pTicket Time Entry to Timesheet
The title just about sums it up. I have searched here and not found anything relevant, but If I overlooked, then please set me straight. We have staff that do nothing but close tickets in desk all day long. These tickets represent their timesheet. Is there a way to have this information sync or for a tech to go into their timesheet themselves and sync it with their tickets of the same timeframe?? We waste a ton of time doing timesheets and the old "Clock in/Clock out" isnt detailed enough for us!!Calls undetected.
The call is not showing on the call log.Calls undetected
Zoho is not reading calls made.Multi-currency and Products
One of the main reasons I have gone down the Zoho route is because I need multi-currency support. However, I find that products can only be priced in the home currency, We sell to the US and UK. However, we maintain different price lists for each.Archiving Contacts
How do I archive a list of contacts, or individual contacts?Missing information data Zoho inventory
there some missing data in Zoho inventory connection. pick list stock counts bin location we have requested it via mail and the support team doesn’t gove feedback. has anyone achieve to get these info or to ask other ya lesCalendar Events Issues
Not able to view scheduled events on my calendarExtensions 101 webinar series: Build, integrate, and monetize with extensions
Attention developers! Are you ready to take your extension development skills to the next level? We're excited to bring back the Extensions 101 webinar series with an expanded lineup of Zoho products and an introduction to more platform features. LastCustom Related List Inside Zoho Books
Hello, We can create the Related list inside the zoho books by the deluge code, I am sharing the reference code Please have a look may be it will help you. //..........Get Org Details organizationID = organization.get("organization_id"); Recordid = cm_g_a_data.get("module_record_id");Where are recordings stored?
I have hosted a couple of test meeting, used the "record" button to start and stop the recording but I am unable to find where are those recordings saved? Can anybody help? ThanksZoho Desk's integration with Microsoft PowerBI delivers advanced analytics insights
Hello everyone, Gaining advanced insights through reports and dashboards is one of the critical requirements of every business. In addition to key metrics tracked in Zoho Desk, such as agent performance, SLA adherence, and ticket lifecycle, businessesCreate static subforms in Zoho CRM: streamline data entry with pre-defined values
Last modified on (9 July, 2025): This feature was available in early access and is currently being rolled out to customers in phases. Currently available for users in the the AU, CA, and SA DCs. It will be enabled for the remaining DCs in the next coupleIMAP error message in Zoho mail
I cannot send emails today. Everything fine for years until today. Get a message: "You are yet to enable IMAP for your account. Please contact your administrator". Does anyone know how to correct this?Next Page