Portal APIs in Zoho CRM - Part I

Portal APIs in Zoho CRM - Part I

Welcome back to another week of Kaizen everyone! 
This week, we will be discussing the Portals API in Zoho CRM.

What are Portals in Zoho CRM?

Portals in Zoho CRM allow businesses to extend access to their CRM to external stakeholders, such as customers, partners, vendors or franchisees. Portals allow users to view, edit and create records within the CRM, depending on their level of access and permissions. This helps businesses to manage customer and partner interactions, share information and improve communication. 

Sample Business Cases:

In Health care Industry - If you run a health care facility, you can provide your patients the access to their medical records using portals. Through the portal, the patients can have controlled access to their medical records like their appointments, tests done and medication prescribed. Patients can request appointments, provide updates to their information, and request copies of their medical records through the portal. 

In a consulting firm - If you run a consulting firm, you would want to keep your clients updated about the status of their projects in real time. To do this, you can create a portal and share it with your clients. The clients can view the status of their projects, including the progress, the budget, and the schedule. Clients can view the updates and provide feedback on the project through the portal. 

In the automobile industry - If you have an automobile shop, and you want to track the customer details, your sold vehicle details and service schedules, you can create a portal and share it with your customers. They can view and update their details and book for services using through the portal.

Creating a Portal via API

Let us consider the context of the automobile industry. To create a portal for your customers, you can use the Create Portal API.

Request URL : {api-domain}/crm/v4/settings/portals
Request Method : POST
Scope : ZohoCRM.settings.clientportal.ALL/CREATE

Sample Input

 {
    "portals": [
        {
            "name": "ZylkerAutomobiles"
        }
    ]
 }

Input Keys

 Key Description
 name Unique name of the portal. 

Sample Response

 {
    "portals": [
        {
            "code": "SUCCESS",
            "details": {
                "name": "ZylkerAutomobiles"
            },
            "message": "Portal created successfully with given name.",
            "status": "success"
        }
    ]
 }

Update Portal via API

You can update the portal name via Update Portal API. 
Request URL : {api-domain}/crm/v4/settings/portals/{portal-name}
Request Method : PUT
Scope : ZohoCRM.settings.clientportal.ALL/UPDATE

For instance, the following request renames the already created portal ZylkerAutomobiles to ZylkerAutos.

Sample Input 

 {
    "portals": [
        {
            "name": "ZylkerAutos"
        }
    ]
 }

Input Keys

 Key Description
 name Unique name of the portal. 

However, changing the portal name will also alter the portal URL. As a result, it is crucial to communicate this change to all existing portal users.

Get Portals via API

At any point, if you want to get the details of all the portals configured in your CRM account, use the Get Portal API.

Request URL : {api-domain}/crm/v4/settings/portals
Request Method : GET
Scope: ZohoCRM.settings.clientportal.ALL/READ

Sample Response:

 {
    "portals": [
        {
            "created_time": "2023-02-07T20:13:20+05:30",
            "modified_time": "2023-02-07T20:13:20+05:30",
            "modified_by": {
                "name": "Patricia Boyle",
                "id": "4876876000000327001"
            },
            "name": "ZylkerAutos",
            "active": true,
            "zaid": "10052946888",
            "created_by": {
                "name": "Patricia Boyle",
                "id": "4875876000000327001"
            }
        }
    ]
 }

Response Keys

 Key Description
 name The name of the portal
 active Represents whether the portal is active or not.
 zaid The unique id of the portal.

Now let us consider the case where you may want to extend the portal access to beyond your customers. There would be multiple user groups you may want to extend the access to, including the employees and partners. For instance, you may want to share the portal with your employees to give them access to customer information, sales data and service schedules. If you have partners, you may want to share the portal with them to keep them informed about the customer behaviors, sales data etc. Each of these groups may require to access to different types of data within the CRM.

To accommodate the different needs and access levels of the different types of users, you may need to create multiple user groups in the portal. For example, you could create a user group for customers and another user group for employees. The business can then configure different permissions for each user group, allowing or restricting access to the relevant data in the CRM account. This way, each type of user will be able to access the information that is most relevant to them, without compromising the security and privacy of the rest of the data in the CRM account.

Get Portal User Types API

The Get Portal User Types API allows you to retrieve the user types available in the portal of your org. It is important to note that when you create a portal, the default user type Client Portal is added by default.

Request URL : {api-domain}/crm/v4/settings/portals/{portal_name}/user_type
Request Method : GET
Scope: ZohoCRM.settings.clientportal.ALL/READ

Sample Request : https://www.zohoapis.com/crm/v4/settings/portals/ZylkerAutos/user_type

Sample Response

 {
    "user_type": [
        {
            "created_time": "2023-02-08T11:56:16+05:30",
            "default": true,
            "modified_time": "2023-02-08T11:56:16+05:30",
            "personality_module": {
                "plural_label": "Contacts",
                "api_name": "Contacts",
                "id": "1306462000000000129"
            },
            "name": "Client Portal",
            "modified_by": {
                "name": "Patricia Boyle",
                "id": "1306462000083528405"
            },
            "active": true,
            "id": "1306462000001813022",
            "created_by": {
                "name": "Patricia Boyle",
                "id": "1306462000083528405"
            },
            "no_of_users": 1
        }
    ]
 }

Response Keys

 Key Description
 default Represents whether the user type is the default one for the portal.
 personality_module Details of the module for which the user type was configured.
 name The name of the user type.
 active Represents whether the user type is active or not.
 id The unique id of the user type.
 no_of_users The number of users in the portal assigned with this user type.

Invite users to Portal via API

Once the portal is created, you can invite the customers to join the portal using the Invite Users to Portal API. This provides the customers with access to the information regarding their automobile including the servicing details, and their information.

Request URL : {api-domain}/crm/v4/{personality_module}/{record_id}/actions/portal_invite
where, personality_module is the API name of the module for which the portal was created and record_id is the ID of the record that you want to invite to the portal
Request Method : POST
Scope: ZohoCRM.settings.clientportal.ALL/CREATE

Parameters

 Parameters Parameter Description
 user_type_id : integer, mandatory
 The id of the user type you want to assign the user with. 
 type : string, mandatory
 Represents whether the user is invited (invite) the first time or is re-invited(reinvite).
 language : string, optional
 The language code of the user you want to invite to the portal

Please note that for the client portal user type, you can invite only clients/customers and not users with the same email domain like your employees or partners. 

In this sample request, 1306462000000659009 is the record id of the customer in Contacts module, and 1306462000001813022 is the user type id.

Sample Response

 {
    "portal_invite": [
        {
            "code": "SUCCESS",
            "details": {
                "record_id": "1306462000000659009"
            },
            "message": "An Invite has been sent to the personality.",
            "status": "success"
        }
    ]
 }

Get Users of a User Type API

The Get Users of a User Type API enables you to retrieve the list of users available in a specific user type of a portal.

Request URL : {api-domain}/crm/v4/settings/portals/{portal_name}/user_type/{user_type_id}/users
Request Method : GET
Scope : ZohoCRM.settings.clientportal.ALL/READ

Parameters

 ParametersParameter Description
 type : string, optional
The type of user. Possible values are AllUsers, AllActiveUsers, ActiveUsers,  DeactiveUsers, NotConfirmedUsers, ConfirmedUsers, and ActiveConfirmedUsers.
 filter : JSON object, optional
To filter based on the value disabled on updation of email of the status_reason__s field in the Users module. The allowed comparators are equal and not_equal. Note that you must encode this JSON object.

The following request retrieves the details of users in your ZylkerAutos portal, with Client Portal user type.

Sample Response

 {
    "users": [
        {
            "personality_id": "1306462000000659009",
            "confirm": true,
            "status_reason__s": null,
            "invited_time": "2023-02-08T18:03:10+05:30",
            "module": "Contacts",
            "name": "Jennifer Spears",
            "active": true,
            "email": "jennifer.spears@abc.com"
        }
    ],
    "info": {
        "per_page": 200,
        "total_count": 1,
        "count": 1,
        "page": 1,
        "more_records": false
    }
 }

Response Keys

 Key Description
 personality_id The id of the module for which the portal was created.
 confirm Represents whether the user is a confirmed user or not.
 status_reason__s The reason the user is disabled.
 module The API name of the module for which the user type was created.
 name The full name of the contact.
 active Represents whether the user type is active or not.
 email The email ID of the contact of that user type.

We will discuss more on user types and users in next week's post. We hope you found this post useful. 
Write to us at support@zohocrm.com if you have any questions.

    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 Marketing Automation
                                            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 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

                                                                                                  • Tailoring the Share info on an IFrame link

                                                                                                    I want to adjust my form size. It's customised on a theme and normally you would be able to edit the parameters in the attached image. Now all I can do is click on it to copy it. I want to stop it having to be scrolled when people access the form. The

                                                                                                  • Custom Related List anchor tag with tel protocol

                                                                                                    The following code worked great for about a year to create clickable tel and mailto links in a related list in the Deals module. Just this morning, it started displaying the HTML as text. For example: <a href='tel:8882490100'>8882490100</a> Zoho support

                                                                                                  • Client Can't View Ticket

                                                                                                    Hi, I created a ticket for my Client since he had an issue. I added him as a Contact as well. My client got a notification in his email that the ticket has been created. When he went to view the ticket on his desktop, the screen was blank. He then viewed

                                                                                                  • Custom Status for Purchase Orders

                                                                                                    Currently Zoho books has functionality to create custom statuses for Sales Orders. Can this be extended to include custom status for purchase orders as well? It was a great decision to add this functionality to sales orders. Our use case is for tracking

                                                                                                  • My workflows not working

                                                                                                    Hi I have created my first workflow I want it so when a customer responds to a ticket that the status is changed to "reopened" We want this so its clear there is a ticket to deal with again. We only have 2 agents responding to tickets and do not have

                                                                                                  • Waiting Room

                                                                                                    Is there any plans to implement a Virtual Waiting Room for Attendees on Meetings and or Webinars?

                                                                                                  • Error AS101 when adding new email alias

                                                                                                    Hi, I am trying to add apple@(mydomain).com The error AS101 is shown while I try to add the alias.

                                                                                                  • Global Sets for Multi-Select pick lists

                                                                                                    When is this feature coming to Zoho CRM? It would be very useful now we have got used to having it for the normal pick lists.

                                                                                                  • What's New - January 2025 | Zoho Backstage

                                                                                                    Hi there! As we step into a brand-new year, we’re thrilled to bring you some exciting updates to make event management more enjoyable and efficient. Here’s what we rolled out in January to kick off 2025: Backstage 2.0 now enforced for all users We've

                                                                                                  • How do you do ticket add ons in Backstage?

                                                                                                    Hi Everyone, If you wanted to have general admin tickets and allow for add ons, like camping, or car or Carbon offset. What would you do? Peace Robin

                                                                                                  • Re-create auth token

                                                                                                    I need to re-create a self-client auth token, with the same scopes (and additional ones) as the current token. Is there a way to view the scopes assigned to the current token to ensure that no scopes are missing when creating the new one?

                                                                                                  • Writing on sketch cards is bugged when zoomed in

                                                                                                    When zoomed in, it writes a noticeable distance above or to the side of where you're actually trying to write. The further you're zoomed in, the more noticeable it is. Zooming is also entirely absent on the desktop version.

                                                                                                  • Doesn't let me test my newsletter.

                                                                                                    Hello, I click "Preview and Test". I select the email address to send the test (usually my own email). I send the test email, appears the message "Your test email has been sent", but nothing happens. I mean, there is nothing in my inbox. I also tried

                                                                                                  • reset of user password

                                                                                                    User forgot her password, so she requests a password rest, but never gets the email. How do I reset her password, since that function is not an option, even for an administrator?

                                                                                                  • In what case it's better to use Developer Console? Only for marketplace?

                                                                                                    As I can see from the documentation, the limitations are challenging. No Custom API No Page Variables No Custom Connections.

                                                                                                  • commision tracker

                                                                                                    I am after a zoho developer to finish my commission tracker as I hired someone on oDesk that started but now will respond to my emails.I really need to get It finished as it is holding up my plans Thanks Budget : $500 | Duration : a.s.a.p To leave a private message, please click the link for private response in post Action section.

                                                                                                  • Generate a Zoho Sign link

                                                                                                    From time to time I get a response "I never received your you e-document for electronic signature" is there a way to generate a Zoho Sign link to share.

                                                                                                  • Error 403: Forbidden When Updating Email Signature via API

                                                                                                    Hi Zoho Desk team, First, congratulations again on the excellent Zoho API. But, I’m encountering an issue while attempting to update an email signature via the API. Whenever I make a request to update the signature, the response returns an HTTP 403 Forbidden

                                                                                                  • Queues Management ?

                                                                                                    I need to assign the new requirements equally between my support agents. How I can configure this feature in Zoho? Thanks

                                                                                                  • Automating Custom Web Link Messages to Customers via Instant Messaging in Zoho Desk

                                                                                                    Hello, I am looking for assistance with Zoho Desk's Instant Messaging feature. Is there a way to automate the sending of a custom web link to customers every day at 6:30 PM? Any guidance or suggestions on how to achieve this would be greatly appreciated.

                                                                                                  • How do you apply field validation to a date field?

                                                                                                    We are using Sign for remote e-signature of liability waivers. The signer must enter a date of birth, and if they are a minor their legal guardian must sign for them. However we have had numerous problems with signers returning an invalid date of birth

                                                                                                  • Implement Regex in Layout and Validation rules

                                                                                                    Hello all, We are excited to announce that users can now implement Regular Expressions (Regex) in our layout and validation rules. This new functionality allows for more flexible rules to be created when designing and validating forms. What is Regex?

                                                                                                  • Zoho Desk Validation Rule Using Custom Function

                                                                                                    Hi all, I tried to find the way to validate fields using custom function just like in Zoho CRM but to no avail. Is there a way to do this?

                                                                                                  • Editing landing page after signup for a webinar

                                                                                                    Hi, how can I edit the landing page after signing up for a webinar. I personalized the email "registration confirmation", which is working fine. Nevertheless after submitting the form, the participant gets redirected to a page, which looks like the standard

                                                                                                  • Kiosk GetRecords can't compare formulas

                                                                                                    (submitted as a help request by accident - should have been a topic) Scenario: I have an "email domain" formula whose value is "@xyz.com" if the e-mail address is brent@xyz.com . I have the same field in Leads and Contacts. So, theoretically, I should

                                                                                                  • Kiosk can't merge picklist or multiselect

                                                                                                    There is no ability to load a multiselect or picklikst field into a kiosk with the values that have been previously selected. So, I essentially have 3 unacceptable options: 1.)Load the value into a text string and include instructions like this: "Picklist

                                                                                                  • Fillable template with dynamic tables?

                                                                                                    Is there a way to build a fillable template so that users can add rows to a table? To describe what I'm trying to accomplish the table has 3 sections; a header row, some number of rows with custom information, and a summary row with totals. I can't figure

                                                                                                  • Tip of the Week - Timeline User Filter for Dashboard

                                                                                                    Does the Date User Filter in your Dashboard leave out a few reports from filtering? This happens when the reports are not created over the same table and the (time) column over which the user filter is created.   To solve this, Zoho Reports has a Timeline User Filter. This filter applies the criteria on all reports, matching it with the best possible date column associated with a report. i.e., if your reports are based on a date column, then it will filter it for that data column.  To know more on

                                                                                                  • Zoho Forms Webhooks - Only sends on submission not on edit.

                                                                                                    Hi There, We have a slightly unique use case for Zoho Forms. We used Zoho Forms for the collection of Guest Lists. When a customer submits their guest list they get an email confirmation. Within this is a link for them to update their guest list before

                                                                                                  • Add Knowledge Base KB Articles to multiple categories

                                                                                                    Greetings,  Love you help center system.  One item that would be incredibly helpful to many of us would be able to add a single Knowledge Base KB article to multiple categories in our system.  It seems it could be quite easy to use a checkbox form, instead

                                                                                                  • What does "Tickets for Review" do?

                                                                                                    What is the purpose of the va nilla view " Tickets for Review?"

                                                                                                  • Report of Leads/Accounts/Deals with no open activities

                                                                                                    How can we replicate the option in filter to only show Leads/Accounts/Deals with no open activities ? The option is present in the filters (please find screenshot) but I am unable to find them in the report. Thanks

                                                                                                  • Cannot set Subform Multiline field to read-only using Client Script

                                                                                                    I am using client script to set different subform fields as read-only It works for Single Line Fields, but when I try to set a Multiline field as Read-only it doesn't work var subform = ZDK.Page.getSubform("Subform_1"); var item_Code_old = subform.getField('Item_Code_Old').setReadOnly(true);

                                                                                                  • Changing Color Theme of Guided Conversations

                                                                                                    Hello, We have recently added Guided Conversations to one of our websites, but I am wondering if there is a way to customize the color scheme so it matches the appearance of the website? Thank you in advance!

                                                                                                  • Lost the ability to sort by ticket owner

                                                                                                    Hi all, in the last week or so, we have lost the ability to sort tickets by Ticket Owner. Unlike the other columns which we can hover over and click on to sort, Ticket Owner is no longer clickable. Is it just us, or are other customers seeing this too?

                                                                                                  • Can't login to Zoho mail

                                                                                                    I'm logged into Zoho but when I try to go in zoho mail I get: Invalid request! The input passed is invalid or the URL is invoked without valid parameters. Please check your input and try again. I just set up my mx records and stuff with namecheap a few

                                                                                                  • Social Media Simplified with Zoho Social: Bridge sales and social media marketing

                                                                                                    Social media marketing has become the go-to strategy for most businesses who are trying to boost awareness of their product/service, create a brand image in the minds of their audience, increase website traffic and engagement, and generate leads. Posting

                                                                                                  • This domain is not allowed to add. Please contact support-as@zohocorp.com for further details

                                                                                                    I am trying to setup the free version of Zoho Mail. When I tried to add my domain, theselfreunion.com I got the error message that is the subject of this Topic. I've read your other community forum topics, and this is NOT a free domain. So what is the

                                                                                                  • Work Orders / Bundle Requests

                                                                                                    Zoho Inventory needs a work order / bundle request system. This record would be analogous to a purchase order in the purchasing workflow or a sales order in the sales cycle. It would be non-journaling, but it would reserve the appropriate inventory of

                                                                                                  • Create Quote does not show the "Product Description" entered as part of the Product setup.

                                                                                                    The product description created as part of the product setup page, does not show in the Create Quote module; The module allows for an additional description to be added but without access to the original stored description. By selecting the product from the "Product Name Lookup" pop-up, the "Product Description" part should be populated from the product record where the user is allowed to further modify it.

                                                                                                  • Next Page