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






                    Zoho Campaigns Resources




                          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


                                                          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

                                                                                                          • How to use Rollup Summary in a Formula Field?

                                                                                                            I created a Rollup Summary (Decimal) field in my module, and it shows values correctly. When I try to reference it in a Formula Field (e.g. ${Deals.Partners_Requested} - ${Deals.Partners_Paid}), I get the error that the field can’t be found. Is it possible

                                                                                                          • Zoho Mail Android app update - View emails shared via Permalink on the app.

                                                                                                            Hello everyone! In the latest version(v2.8.2) of the Zoho Mail Android app update, we have brought in support to access the emails shared via permalink within the app. Earlier, when you click the permalink of an email, you'll be redirected to a mobile

                                                                                                          • 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

                                                                                                          • Weekly Tips: Manage External Images in Zoho Mail

                                                                                                            When you receive emails every day, whether from clients, newsletters, or services, many of them contain external images that automatically load when you open the message. While this can make emails look more engaging, it can also impact your privacy and

                                                                                                          • How to display Motivator components in Zoho CRM home page ?

                                                                                                            Hello, I created KPI's, games and so but I want to be able to see my KPI's and my tasks at the same time. Is this possible to display Motivator components in Zoho CRM home page ? Has someone any idea ? Thanks for your help.

                                                                                                          • Introducing Record Summary: smarter insights at your fingertips

                                                                                                            Hello everyone, We’re excited to introduce the Record Summary feature. This powerful addition makes use of Zia to simplify how you interact with your CRM data, providing a seamless, consolidated view of critical record information. Scrolling through the

                                                                                                          • Account in Quick View Filter

                                                                                                            I have a report that I often run against a specific Account. Every time, I have to go into the edit menu and change the Advanced Filter. I would prefer to use the Quick View Filter, but it does not allow me to use the one and only field that makes any

                                                                                                          • Unable to confirm Super Admin assignment — confirmation button not working

                                                                                                            I’m trying to change the roles within my organization. I am currently a super admin and would like to add another user as a super admin. When I attempt to confirm the action, a screen appears asking for my password to verify my identity. However, when

                                                                                                          • Delegates 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, and

                                                                                                          • Let's Talk Recruit: Meet Zia, your all-in-one AI assistant (Part-2)

                                                                                                            Welcome back to Let’s Talk Recruit series. In Part 1, we introduced Zia and how AI is reshaping the way recruiters work. This time, we’re taking a closer look at how far Zia has come and how each update continues to simplify your everyday tasks. When

                                                                                                          • Function #9: Copy attachments of Sales Order to Purchase Order on conversion

                                                                                                            This week, we have written a custom function that automatically copies the attachments uploaded for a sales order to the corresponding purchase order after you convert it. Here's how to configure it in your Zoho Books organization. Custom Function: Hit

                                                                                                          • Kaizen #8 - Handling Recurrence and Participants in the Events Module via API

                                                                                                            Hello everyone! We are back this week with an exciting post—Handling recurrence and participants in the Events module through API. First things first—What is the Events module? "Events" is a part of the Activities module in Zoho CRM.  An event is an activity that happens at a given place and time. You can find Events on the user's Zoho CRM's home page, Activities home page, Calendar, and in other related records. What are the types of Events? Events are of two types—Recurring and non-recurring events.

                                                                                                          • Marketer’s Space - Get Holiday-Ready with Zoho Campaigns

                                                                                                            Hello marketers, Welcome back to another post in Marketer’s Space! Q4 is packed with opportunities to connect with your audience - from Halloween, Black Friday, and Cyber Monday, to Thanksgiving, Christmas, and New Year. In this post, we’ll look at how

                                                                                                          • Personalized demo

                                                                                                            can I know more about the personalized demo we are construction company and

                                                                                                          • User Filter not selecting All Items

                                                                                                            We are encountering 2 issues when using the user filter. When users are trying to search using the filter option, the OK button is grayed out. Users have to unselect or make a change before it filters properly. 2. When filtering and the OK button works,

                                                                                                          • Can I collect email addresses in a form??

                                                                                                            Can I add new subscribers to my email list (hosted in FloDesk) when they check a box and add their email address on a Zoho form?

                                                                                                          • Zoho CRM Android app updates: Kiosk and multiple file upload support for subforms

                                                                                                            Hello everyone, We've rolled out new enhancements to the Zoho CRM Android app to bring better mobile CRM experience and efficiency. Let's take a quick look at what's new: Kiosk Multiple file uploads for subforms Kiosk Kiosk is a no-code tool in Zoho CRM

                                                                                                          • Alerts for mentions in comments

                                                                                                            We are testing the use of Writer internally and found that when a user is mentioned in a comment, there is no email alert for the mention. Is this something that's configurable, and if so, where can we enable this option?

                                                                                                          • Subform Disabled Fields Should Remain Disabled on Edit/View

                                                                                                            Currently, when we disable a subform field using on user input or on add new row, it works perfectly during the initial data entry. However, when the record is saved and reopened for viewing or editing, these disabled fields become editable again. This

                                                                                                          • Is it really true that I can't set the default 'deposit to' account in 2025?

                                                                                                            I've been using Books for 7 years and the default account has never been a problem. I usually manually reconcile invoices and have never had a thought about which account. It has always been my account. However, I recently noticed that for the past 4

                                                                                                          • Standard Payment Term is not pulled from account to quotation

                                                                                                            Hey Team There seems to be something off. I do have "Net 30" as my default payment term in Zoho Books for my customers. If, from the customer overview or quote section, I create a new Quotation, the payment terms field stays blank and doesn't get the

                                                                                                          • OAuth integration issues

                                                                                                            I'm experiencing persistent OAuth errors when trying to connect Make with Zoho API. I've tried multiple approaches but keep encountering the following issues: First error: 'Invalid Redirect Uri - Redirect URI passed does not match with the one configured'

                                                                                                          • Zoho Mail Android app update: Manage folders

                                                                                                            Hello everyone! In the latest version(v2.9) of the Zoho Mail Android app update, we have brought in support for an option to manage folders. You can now create, edit, and delete folders from within the mobile app. You can also manage folders for the POP

                                                                                                          • Shortcut to fill a range of cells

                                                                                                            Good evening: I'm writing because I haven't been able to find a feature that allows you to select a range of cells, type in one of them, and then use a key combination to type in all of them. In Excel, the keyboard shortcut is Ctrl+Enter. I haven't found

                                                                                                          • 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

                                                                                                          • Get Zoho Mail API working (including DRE Connector, Oauth Token, ZUID, ZOID & ACCOUNT_ID)

                                                                                                            Disclaimer: I’m not a professional coder! Do you need to use Zoho Mail API? Me too. It lets you do all sorts of things — like reading the complete header of an email, or forwarding an email with its attachments — which is what I wanted to do. But setting

                                                                                                          • Revenue Deferrals

                                                                                                            Does ZOHO books and subscriptions handle Revenue Deferrals?   

                                                                                                          • Can I make a website open inside Zoho whenever I log in?

                                                                                                            Hi Zoho Team, Every day, I check a few websites for updates, for example, Rojgar--result, where I see the latest government job results and notifications. I was wondering if there’s any option in Zoho to make a website like that open inside Zoho whenever

                                                                                                          • Zoho Analytics & SQL Server - Live connect

                                                                                                            Below are the steps I did Created a fresh database and table in my own virtual server Created a new data source connection with live connect I was able to select the tables and created the data source successfully I am getting the error when I try to

                                                                                                          • Kaizen #214 - Workflow APIs - Part 2

                                                                                                            Welcome back to another week of Kaizen! Last week, we discussed how Zylker Cloud Services used the Workflow APIs to discover and audit all the automations in their CRM, listing every workflow, checking triggers, and understanding their automation limits.

                                                                                                          • Playback and Management Enhancements for Zoho Quartz Recordings

                                                                                                            Hello Zoho Team, We hope you're all doing well. We would like to submit a feature request related to Zoho Quartz, the tool used to record and share browser sessions with Zoho Support. 🎯 Current Functionality As of now, Zoho Quartz allows users to record

                                                                                                          • Zoho CRM Community Digest - September P1 | 2025

                                                                                                            Hello Everyone! September's Here! Before we jump into product updates, and community highlights, here's a quick spotlight! Zoho has launched a Professional Sales Rep Certification course on Coursera, tailored for sales professionals to strengthen their

                                                                                                          • Upload my theme.

                                                                                                            Hello. I would like to upload my own theme, this one: https://themeforest.net/item/panagea-travel-and-tours-listings-template/21957086 Is it compatible and where I upload it? If not I will hire a developer, what do I have to ask when I search for one?

                                                                                                          • Explore the Redesigned Quotes Module in Zoho Billing

                                                                                                            Dear users, We’re excited to introduce a refreshed look for the Quotes details page in Zoho Billing! This update brings you a more efficient user interface experience without changing your existing workflow. We've enhanced layouts with organized tabs,

                                                                                                          • Product Updates in Zoho Workplace applications | September 2025

                                                                                                            Hello Workplace Community, Let’s take a look at the new features and enhancements that went live across all Workplace applications this September. Zoho Mail Attach email as EML file in Compose Effortlessly attach emails as EML file in Compose by simply

                                                                                                          • 🤝 Rencontres, partage et inspiration au Zoho Community Meetup de novembre

                                                                                                            Chers utilisateurs, Bonne nouvelle 🎉 : notre Meetup Zoho Community approche, et nous serions ravis de vous y voir ! 📍 Toulouse : le 25 novembre 📍 Lyon : le 27 novembre (🎯 Il ne reste que quelques places !) Que vous soyez débutant ou utilisateur avancé,

                                                                                                          • Need Help Mapping GST Registration Number Field Between Zoho Books & Zoho CRM + Slow Sync Issues

                                                                                                            am facing an issue with field mapping between Zoho Books and Zoho CRM. I want to map the GST Registration Number field from the Customer module in Zoho Books to a custom GST field inside the Accounts module in Zoho CRM. However, I am getting a warning

                                                                                                          • Notification received when self-assigning tickets

                                                                                                            When I assign tickets in Zoho Desk the relevant agent gets a notification email. When assigning myself a ticket in Zoho Desk, I get a notification email. Now, as I am the person who assigned the ticket to myself, getting a notification in this regard

                                                                                                          • Nouveauté dans Zoho Writer - Création de documents et de modèles assistée par l'IA

                                                                                                            Zia, l’assistant IA de Zoho Writer, soutient les utilisateurs dans l’amélioration de leur écriture et la création de contenus : correction orthographique et grammaticale en temps réel, suggestions adaptées au contexte, détection du plagiat, révisions

                                                                                                          • Session Expired

                                                                                                            I constantly get "Session Expired" and need to relogin or close and open the application again. This gets really frustrating during the day. Is this something that can be solved? This really makes me want to leave the app as it is no go to need to reopen

                                                                                                          • Next Page