Kaizen #64 - External Fields and Records APIs

Kaizen #64 - External Fields and Records APIs

Hello everyone!
Welcome back to another exciting post in the Kaizen series!
In this post, we will talk about external fields in Zoho CRM and how they are used in Records APIs.

What is an external field?

While you integrate a third-party application, you may want to associate your own primary key in your DB(or an external system) to Zoho CRM's records, and use them in create/update API rather than CRM's "record ID". To meet this requirement, we have introduced external fields.

An external field is a custom single-line field in a module in Zoho CRM that can hold a record's unique ID available in an external system.

This is useful when you want to upsert records to maintain data sync between Zoho CRM and the external system, and also search for records using their external IDs instead of Zoho CRM's record IDs.
External fields negate the need to maintain two unique IDs in your external system.

Types of External Fields

  1. User-based external fields
    User-based external fields allow values to be stored with respect to each user. So, each user can make use of their corresponding external values(say contact1 and contact2) to manipulate CRM records.
    When data sync happens between the external system and Zoho CRM, these users can update the corresponding record with their respective external values(contact1 and contact2). For example, consider that two users have saved the same contact with different IDs c1 and c2, respectively in their external systems. When data sync happens with Zoho CRM from these systems, there will be one contact in CRM. But, the users can use their external contact IDs c1 and c2 to update the record in CRM.
    Note that the external value for this type is unique to each user.
  2. Org-based external fields
    In contrast to user-based external field, for org-based external fields, there is no association between the external ID stored and the user who configured it. Instead, all users can manipulate the CRM records with that same external ID. Consider that you have a native ERP system to manage finances for your org. The employees(users) will deal with the same clients(leads or contacts). When you integrate this external system with Zoho CRM, the lead/contact ID in the external system becomes the external field value in CRM. Now this integration can use this external ID for any data sync and other actions with Zoho CRM.

How to create an external field in CRM?

  1. Go to Setup > Customization > Modules and Fields > Choose a module.
  2. Create a single line field and provide a name.
  3. Click the more options icon and select Edit Properties.
  4. In the Single Line Properties pop up, specify the field label, and check the Set External Field box.
  5. Choose the field's visibility and the type of the external field.


  6. Click Done. Click Save and Close in the module builder.

Note
  • The external ID feature is available only from the Enterprise edition and up.
  • You can create a single line field of the type "external" only through the UI.
  • A module can have a maximum of 10 external fields for the Enterprise edition and 15 for the Ultimate edition.

In this post, we will discuss using external ID fields in create, update, upsert, delete, and search records APIs.

Mandatory Header in the API Requests

X-EXTERNAL: {module_API_name}.{external_field_API_name}

Note that this header is required only when there are references like lookup fields, line items in the inventory modules, subforms, but not when inserting records directly. 

Here is an example of creating a contact while adding a value to the external field.

Module: Contacts
External field's API name: External_Contact_ID, Value: externalcontact1
Input body:

{
    "data": [
        {
            "Last_Name": "ext contact 1",
            "External_Contact_ID":"externalcontact1"
        }
    ]
}

Creating records using external values

Associating a lookup record through an external field

Base Module: Contacts
Lookup Module: Accounts
Lookup field's API name in base module: Account_Name
External field's API name in the lookup module: External_Account_ID; Value: externalaccount1 
Header: X-EXTERNAL: Contacts.Account_Name.External_Account_ID 
Input body:

{
    "data": [
        {
            "Last_Name": "ext contact 2",
            "Account_Name": {
                "External_Account_ID": "externalaccount1"
            }
        }
    ]
}


Inserting a subform lookup record through an external field in the associated module

Base Module: Contacts
API name of the subform in the base module: ExternalSubform
API name of the lookup field in the subform: Deal_Lookup
API name of the external field in the lookup module: External_Deal_ID
Header: X-EXTERNAL: Contacts.ExternalSubform.Deal_Lookup.External_Deal_ID
Input body:


{
    "data": [
        {
            "Last_Name": "Contact with a Subform and external Deal lookup",
            "ExternalSubform": [
                {
                    "Deal_Lookup": {
                        "External_Deal_ID": "extDeal1"
                    }
                }
            ]
        }
    ]
}


Creating an inventory module's record with external fields in the line items

You can create a record in the inventory module by using the external fields and their values in the line items. For example, creating a quote using the external values of the product and the price book in the Quoted_Items line item.

Inventory Module: Quotes
External field's API name in Products: External_Product_ID; Value: extprod1
External field's API name in Price_Books: External_Price_Book_ID; Value: extpricebook1
Header: X-EXTERNAL: Quotes.Quoted_Items.Product_Name.External_Product_ID,Quotes.Quoted_Items.Price_Book_Name.External_Price_Book_ID

Input body:


{
    "data": [
        {
            "Subject": "Quote 1",
            "Quoted_Items": [
                {
                    "Product_Name": {
                        "External_Product_ID": "extprod1"
                    },
                    "Price_Book": {
                        "External_Price_book_ID": "extpricebook1"
                    },
                    "quantity": 100
                }
            ]
        }
    ]
}


Inserting an Event and associating the What_Id through an external field

When you insert an event related to an account, the What_Id takes the name of the account(Account_Name). We can use the external field's value in the Accounts module, instead of the account name while inserting an event.

Base Module: Events
External field's API name in Accounts: External_Account_ID; Value: extAccount1
Header: X-EXTERNAL: Events.What_Id->Accounts.External_Account_ID
Input body:

{
    "data": [
        {
            "se_module": "Accounts",
            "What_Id": {
                "External_Account_ID": "externalaccount1"
            },
            "Event_Title": "Event Kaizen",
            "Start_DateTime": "2023-01-01T10:10:10+05:30",
            "End_DateTime": "2023-01-01T11:10:10+05:30"
        }
    ]
}

You can also add participants(Leads or Contacts) to an event through their external IDs. Here is an example.
Header: X-EXTERNAL : Events.What_Id->Accounts.External_Account_ID,Events.Participants.participant->Contacts.External_Contact_ID


{
    "data": [
        {
            "Participants": [
                {
                    "type": "contact",
                    "participant": {
                        "External_Contact_ID": "extenalcontact3"
                    }
                }
            ],
            "What_Id": {
                "External_Account_ID": "externalaccount1"
            },
            "$se_module": "Accounts",
            "Event_Title": "Kaizen 1",
            "Start_DateTime": "2023-05-10T10:10:10+05:30",
            "End_DateTime": "2023-05-10T11:10:10+05:30"
        }
    ]
}


Note
You can use the same logic for updating records in Zoho CRM through external fields.

Upserting records using external values

Normally, in an upsert API call, the system checks for duplicates based on the system-defined duplicate check fields and user-defined duplicate check fields.

While upserting through external fields, the system considers the external field as a system-defined unique field, checks for the following:
  • If the external value is unique and the other duplicate checks are done, the system inserts the record if no matching record is found.
  • If the external value already exists in a record, the system updates the other fields given in the input to the matching record.
  • If the external value does not exist, the system checks for the system-defined and user-defined duplicate check fields. If a match is found, the system updates the record with the new external value along with other fields in the input.

How upsert works for org-based and user-based external fields?
  • Org-based external fields
    Consider that a user inserts a record using the external value. Now, when another user tries to create a record with the same external value as the previous user's, the system throws the DUPLICATE_DATA error.
  • User-based external fields
    Consider that a user creates a record with an external value. When the same user upserts using the same external value, the system updates the record.

Note that you need not pass the X-EXTERNAL header for upsert operation as the system considers external field to be unique, anyway, and performs duplicate check.

Deleting records using external fields

You can use the external field's value in the request URL and in the "ids" parameter, instead of CRM's record ID.

Here are the sample requests:

Header: X-EXTERNAL: Contacts.External_Contact_ID

Header: X-EXTERNAL: Contacts.External_Contact_ID
  1. https://www.zohoapis.com/crm/v3/Contacts?ids=extcontact3,extcontact4

Searching for records in a module using external values

You can use the external field's API name and its value in the "criteria" parameter of the search Records API.
The supported operators are "equals" and "in".
Here are the sample requests:

Header: X-EXTERNAL: Contacts.External_Contact_ID
  1. https://www.zohoapis.com/crm/v3/Contacts/search?criteria=(External_Contact_ID:in:usercontact2,usercontact123)&fields=External_Contact_ID,Email

Header: X-EXTERNAL: Contacts.External_Contact_ID
  1. https://www.zohoapis.com/crm/v3/Contacts/search?criteria=(External_Contact_ID:equals:usercontact2)&fields=External_Contact_ID,Email


We hope you found this post useful. Let us know your questions in the comment section or write to us at support@zohocrm.com.

Cheers!
Shylaja


    Access your files securely from anywhere

        All-in-one knowledge management and training platform for your employees and customers.








                              Zoho Developer Community



                                  Bootcamp
                                  Community
                                  Pricing
                                  Webinars
                                  What's New
                                  Integrations
                                  Contact Support
                                  Contact Sales
                                    Zoho Survey Resources
                                      Features
                                      Survey Templates
                                      Integrations
                                      Community
                                      iOS Mobile Surveys
                                      Pricing
                                      Android Mobile Surveys
                                      Insurvey Blogs
                                      Insight Blogs
                                      Tips & Tricks





                                                  Latest Feature Updates

                                                    • Desk Community Learning Series


                                                    • Digest


                                                    • Functions


                                                    • Meetups


                                                    • Kbase


                                                    • Resources


                                                    • Glossary


                                                    • Desk Marketplace


                                                    • MVP Corner


                                                    • Word of the Day


                                                    • Ask the Experts




                                                        Zoho SalesIQ Resources

                                                              • 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 this

                                                              • Kaizen #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 how

                                                              • 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 are


                                                              Manage your brands on social media
                                                              Access Zoho Social

                                                                Zoho Pagesense Resources


                                                                    Zoho TeamInbox Resources

                                                                      Zoho DataPrep 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

                                                                                        • CRM Community Learning Series

                                                                                          CRM Community Learning Series


                                                                                        • Kaizen

                                                                                          Kaizen

                                                                                        • Functions

                                                                                          Functions

                                                                                        • Meetups

                                                                                          Meetups

                                                                                        • Kbase

                                                                                          Kbase

                                                                                        • Resources

                                                                                          Resources

                                                                                        • Digest

                                                                                          Digest

                                                                                        • CRM Marketplace

                                                                                          CRM Marketplace

                                                                                        • MVP Corner

                                                                                          MVP Corner









                                                                                            Design. Discuss. Deliver.

                                                                                            Create visually engaging stories with Zoho Show.

                                                                                            Get Started Now


                                                                                              Zoho Show Resources

                                                                                                Zoho Writer

                                                                                                Get Started. Write Away!

                                                                                                Writer is a powerful online word processor, designed for collaborative work.

                                                                                                  Zoho CRM コンテンツ




                                                                                                    Nederlandse Hulpbronnen


                                                                                                        ご検討中の方




                                                                                                                • Recent Topics

                                                                                                                • validation rules doesn't work in Blueprint when it is validated using function?

                                                                                                                  I have tried to create a validation rule in the deal module. it works if I try to create a deal manually or if I try to update the empty field inside a deal. but when I try to update the field via the blueprint mandatory field, it seems the validation

                                                                                                                • Pull cells from one sheet onto another

                                                                                                                  Hello all! I have created an ingredients database where i have pricing and information and i want to pull from that database into a recipe calculator. I want it to pull based on what ingredient I choose. The ingredients database has an idea and i want

                                                                                                                • How can Data Enrichment be automatically triggered when a new Lead is created in Zoho CRM?

                                                                                                                  Hi, I have a pipeline where a Lead is created automatically through the Zoho API and I've been trying to look for a way to automatically apply Data Enrichment on this created lead. 1) I did not find any way to do this through the Zoho API; it seems like

                                                                                                                • Emails Failing with “Relaying Issues – Mail Sending Blocked” in ZeptoMail

                                                                                                                  Hello ZeptoMail Support Team, We are facing an email delivery issue in our ZeptoMail account where emails are failing with the status “Process failed” and the reason “Relaying issues – Mail sending blocked.” Issue Details Agent Name: mail_agent_iwwa From

                                                                                                                • How does Zoho handle support operations for our EU users?

                                                                                                                  Dear Zoho users, We have some news and reminders about how we handle support operations for Zoho users in the EU Data Center. This is part of our broader commitment to ensuring GDPR compliance and providing secure data handling for all users. We'd like

                                                                                                                • Sender Email Configuration Error.

                                                                                                                  Hello Team, Hope you are all doing well. We are in the process of creating the Zoho FSM environment in the UAE. When we try to add the sender email address “techsupportuae@stryker.com”, we receive the error message: “Error occurred while sending mail

                                                                                                                • Different Task Layouts for Subtasks

                                                                                                                  I was wondering how it would be possible for a subtask to have a different task layout to the parent task.

                                                                                                                • Layout Adjustment.

                                                                                                                  Hello Latha, Hope you are doing well. I wanted to check with you about adjusting the layout columns in the Service Report from the backend, as currently there is no capability for us to customize the layout from our end. Below is the output that I am

                                                                                                                • Let us view and export the full price books data from CRM

                                                                                                                  I quote out of CRM, some of my clients have specialised pricing for specific products - therefore we use Price Books to manage these special prices. I can only see the breakdown of the products listed in the price book and the specialised pricing for

                                                                                                                • Anyone in Australia using Zoho Books AND has their account with NAB?

                                                                                                                  Hi I have an account with both NAB and Suncorp. Suncorp transaction come in the next day however NAB transactions take 4-5 business days to appear. eg: A deposit made today in my Suncorp will be imported into Zoho tomorrow. A deposit made today to the NAB account will be imported maybe Saturday (Friday overnight). I have contacted both Zoho and NAB but noone seems to know why. I was just wondering if anyone else in Australia uses NAB and has this issue (or doesn't) maybe we could compare notes and

                                                                                                                • Zoho Often Lag

                                                                                                                  Desk Team, We've noticed that Desk, Creator & other apps seems to lag more these days. We often refresh multiple times.

                                                                                                                • Offer already made- but I withdrew it

                                                                                                                  I made an offer letter, but made a mistake on it. I withdrew the offer but now I can't recreate the correct offer. Zoho keeps saying that "A same offer has already been made". I look in the "offers" and there are NO offers (this is the first time I've

                                                                                                                • Importing into the 'file upload' field

                                                                                                                  Can you import attachments into the file upload field. I would expect it to work the same way as attachments do, But can't seem to get it to work. Moderation Update: The option to import into File Upload and Image Upload fields has been supported. Read

                                                                                                                • Layout Rules Don't Apply To Blueprints

                                                                                                                  Hi Zoho the conditional layout rules for fields and making fields required don't work well with with Blueprints if those same fields are called DURING a Blueprint. Example. I have field A that is used in layout rule. If value of field A is "1" it is supposed to show and make required field B. If the value to field A is "2" it is supposed to show and make required field C. Now I have a Blueprint that says when last stage moves to "Closed," during the transition, the agent must fill out field A. Now

                                                                                                                • Why is the ability Customize Calls module so limited?

                                                                                                                  Why can't I add additional sections? why can't I add other field types than the very limited subset that zoho allows? Why can I only add fields to the outbound/inbound call sections and not to the Call Information section?

                                                                                                                • Zoho Desk blank screen

                                                                                                                  opened a ticket from my email, zoho desk comes up blank, nothing loads. our receptionist also gets the same thing under her login on her computer. our sales rep also gets same thing on zoho desk at his home on a different computer. I tried clearing cache/history/cookies,

                                                                                                                • Exporting All Custom Functions in ZohoCRM

                                                                                                                  Hello, All I've been looking for a way to keep about 30 functions that I have written in Zoho CRM updated in my own repository to use elsewhere in other instances. A github integration would be great, but a way to export all custom functions or any way

                                                                                                                • Optimum CRM setup for new B2B business

                                                                                                                  Can some advise the most common way to setup Zoho CRM to handle sales for a B2B company? Specifically in how to handle inbound/outbound emails. I have spent hours researching online and can't seem to find an accepted approach, or even a tutorial. I have

                                                                                                                • filter on sheets mobile (iOS, iPadOS) does not work

                                                                                                                  I have this issue on every spreadsheet, whether imported or created natively in Zoho Sheets. I can use on desktop without issue: desktop screenshot on iOS the filter dropdowns are not there and there is no way to add them mobile iPadOS looks the same

                                                                                                                • 【Zoho CRM】商談タブへのデータインポート

                                                                                                                  Zoho使用前にエクセルで管理していた商談情報を、Zoho一括管理のため、商談タブにインポートしたいのですが、お客さまの氏名だけが紐づけられませんでした。 「Zoho CRMにインポートする項目を関連付ける」のところが画像のようになっています。 （弊社では、「姓」を「★個人データ名」という項目名に変更し、フルネームを入れて使用しています。） どのようにしたら氏名をインポートできるかご存じの方がいらっしゃいましたら、ご教示いただきたく、よろしくお願いいたします。 （投稿先が間違っていましたらご指

                                                                                                                • Canva Integration

                                                                                                                  Hello! As many marketing departments are streamlining their teams, many have begun utilizing Canva for all design mockups and approvals prior to its integration into Marketing automation software. While Zoho Social has this integration already accomplished,

                                                                                                                • Can't edit Segments

                                                                                                                  Happening with 2 different Zoho One environments, in different browsers. Please fix.

                                                                                                                • Zoho Sheet for Desktop

                                                                                                                  Does Zoho plans to develop a Desktop version of Sheet that installs on the computer like was done with Writer?

                                                                                                                • From Zoho CRM to Paper : Design & Print Data Directly using Canvas Print View

                                                                                                                  Hello Everyone, We are excited to announce a new addition to your Canvas in Zoho CRM - Print View. Canvas print view helps you transform your custom CRM layouts into print-ready documents, so you can bring your digital data to the physical world with

                                                                                                                • Transfer ownership of files and folders in My Folders

                                                                                                                  People work together as a team to achieve organizational goals and objectives. In an organization, there may be situations when someone leaves unexpectedly or is no longer available. This can put their team in a difficult position, especially if there

                                                                                                                • Consumer Financing

                                                                                                                  Does Zoho currently have a payment gateway (such as Stripe, Square, etc) which offers financing for customers? So, let's say the estimate we give the customer is greater than what they can afford at the time, but we can sell the service now, letting them

                                                                                                                • Subform edits don't appear in parent record timeline?

                                                                                                                  Is it possible to have subform edits (like add row/delete row) appear in the Timeline for parent records? A user can edit a record, only edit the subform, and it doesn't appear in the timeline. Is there a workaround or way that we can show when a user

                                                                                                                • Zoho 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 would

                                                                                                                • Mandatory Field - but only at conversion

                                                                                                                  Hello! We use Zoho CRM and there are times where the "Lead Created Date & Time" field isn't populated into a "Contractor" (Account is the default phrase i believe). Most of my lead tracking is based on reading the Lead Created field above, so it's important

                                                                                                                • Zoho CRM for Everyone's NextGen UI Gets an Upgrade

                                                                                                                  Hello Everyone We've made improvements to Zoho CRM for Everyone's Nextgen UI. These changes are the result of valuable feedback from you where we’ve focused on improving usability, providing wider screen space, and making navigation smoother so everything

                                                                                                                • File Upload field automatically replaces spaces with underscores – support experience

                                                                                                                  Hi everyone, I want to share my recent experience regarding the File Upload field behavior in Zoho Creator and my interaction with the Zoho support team. When a user uploads a file, the system automatically renames the document by replacing spaces in

                                                                                                                • Deluge function to copy parent record file upload field to child record file upload field

                                                                                                                  I'm stuck trying to write a deluge function that is triggered via automation in child record "Appointments," confirms if a file is in file upload "Report" field of parent "Contacts" record via Contacts lookup field "Contact_Name". If no file is in parent

                                                                                                                • Zoho Books Sandbox environment

                                                                                                                  Hello. Is there a free sandbox environment for the developers using Zoho Books API? I am working on the Zoho Books add-on and currently not ready to buy a premium service - maybe later when my add-on will start to bring money. Right now I just need a

                                                                                                                • Make panel configuration interface wider

                                                                                                                  Hi there, The same way you changed the custom function editor's interface wider, it would be nice to be able to edit panels in pages using the full width of the screen rather than the currently max-width: 1368px. Is there a reason for having the configuration panel not taking the full width? Its impossible at this width to edit panels that have a lot of elements. Please change it to 100% so we can better edit the layouts. Thanks! B.

                                                                                                                • Image Compression Options

                                                                                                                  Much better if we have level of options to compress the image [20%, 40%...] We are dealing with service reports daily that has before and after photos (image field)- the file size too large and one thing, the current limit is 10mb or 15mb for report

                                                                                                                • Cannot get code to work with v2.mergeAndStore!

                                                                                                                  Please can someone help me pass subform items into a repeating mail merge table row using v2.mergeAndStore? I have a mail merge template created in Writer and stored in Workdrive. This template is referenced by a custom CRM function which merges all of

                                                                                                                • How to hide or archive a blog post temporarily in Zoho commerce website builder?

                                                                                                                  I would like to temporarily hide or archive a blog post in zoho commerce website builder so that it doesnt appear on my website till I enable it again. I tried to look for this option but could not find it.  It only allows me to permanently delete a blog

                                                                                                                • Founders using Zoho — are you leveraging Zoho Campaigns + Zoho Social for thought leadership… or just sending emails?

                                                                                                                  I’ve noticed something interesting in the Zoho ecosystem. Many founders use Zoho Campaigns and Zoho Social for basic marketing—newsletters, scheduled posts, and announcements. But very few are using these tools strategically to: • Position themselves

                                                                                                                • WATERFALL CHART IN ZOHO ANALYTICS

                                                                                                                  Hi Team, I would like to know whether Zoho Analytics currently supports a Waterfall Chart as a built-in visualization type. If yes, could you please share the steps to create one? If not, is there any workaround or recommended method to build a Waterfall

                                                                                                                • How to mix different types of inputs (such as dropdown list and textbox)

                                                                                                                  Hi, I'm creating a form called "Room Reservations" for a company. I created a "table" using "Matrix Choice". I created "Room 1", "Room 2" and "Room 3" with the "Questions". I would then like to create two columns with the "Answers", one called "Department"

                                                                                                                • Next Page