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.
Recurring events: These events repeat/recur at a set frequency. You can set them to repeat by day, week, month, or by year. You can also set them to repeat a fixed number of times.
Non-recurring events: These are one-time events.
Both these events can also be all-day events.
Now, let us see how to handle a recurring event and add/update participants via API.
1. Creating a Recurring Event through API
You must use the Insert Records API to insert a record in the Events module.
Request URL: {{api-domain}}/crm/v2/Events
Request method: POST
Sample input to create a recurring event that repeats every two weeks
{ "data": [ { "All_Day": false, "Event_Title": "Kaizen_9_Weekly", "Start_DateTime": "2020-02-02T10:00:00+05:30", "End_DateTime": "2020-02-02T11:00:00+05:30", "Participants": [ { "type": "contact", "participant": "3652397000001281003" }, { "type": "lead", "participant": "3652397000000415063" }, { "type": "user", "participant": "3652397000000186017" } ], "Recurring_Activity": { "RRULE": "FREQ=WEEKLY;BYDAY=SU;INTERVAL=2;UNTIL=2020-03-15" }, "Remind_At": "2020-02-01T09:45:00+05:30", "Who_Id": { "id": "3652397000000649013", "name": "Patricia Boyle" }, "Venue": "Chennai", "$se_module": "Accounts", "What_Id": "3652397000000624046", "$send_notification": true } ] } |
Mandatory keys
The following table lists the mandatory fields you must specify while creating a recurring event. Not including any one of these fields results in the MANDATORY_NOT_FOUND error.
Key | Data Type | Description |
Event_Title | String | Title of the event. Accepts a maximum of 255 characters, alphanumeric, and special characters. |
Start_DateTime | DateTime | The date and time (in ISO8601 format) at which the event begins. |
End_DateTime | DateTime | The date and time (in ISO8601 format) at which the event ends. |
Recurring_Activity | JSON Object | JSON Object that contains information about the recurrence pattern of the event in the key "RRULE". |
Other Keys
Key | Data Type | Description |
All_day | Boolean | Represents if the event takes place all day. |
Participants | JSON Array | Contains the ID and type of each participant in individual JSON objects. Possible participant types are "lead", "contact", "user", and "email". |
Remind_At | DateTime | The date and time in the current user's time zone (in ISO8601 format) at which a reminder is sent to the participants. |
Who_Id | JSON Object | The name and ID of the contact that the event is related to; that contact may or may not be a participant of the event. |
What_Id | JSON Object | The name and ID of the Account, Deal, Product, Quote, Invoice, Campaign, Vendor, Case, Purchase Order, or Sales Order that the event is created for. |
$se_module | String | The API name of the parent module given in the key "What_Id". This key is mandatory when you include the "What_Id". |
Venue | String | The place where the event takes place. Accepts a maximum of 255 characters, alphanumeric, and special characters. |
$send_notification | Boolean | Represents if you want to send invitations to the participants of the event. The value true sends out invitations, and false does not. |
We will now discuss the Participants and RRULE keys in detail.
1.1 Participants
The Participants key is a JSON array of participant JSON objects. You can add four types of participants to an event—lead, contact, user, and email.
You must include each of these participant types as individual JSON objects inside this array as shown below.
"Participants": [ { "type": "contact", "participant": "3652397000001281003" }, { "type": "lead", "participant": "3652397000000415063" }, { "type": "user", "participant": "3652397000000186017" |
Where,
type - The type of participant. The possible values are lead, contact, user, email
participant - The record ID of the lead, contact, or user.
1.2 RRULE
RRULE is the key in the Recurring_Activity JSON object that determines the recurrence pattern of the event.
RRULE holds multiple key-value pairs for different types of recurring events (i.e Daily, Weekly, Monthly, Yearly). You must separate each key-value pair by a semicolon.
Mandatory key-value pairs for RRULE
Key | Possible Values | Description |
FREQ | DAILY, WEEKLY, MONTHLY, YEARLY | Frequency; represents how often the event repeats. |
INTERVAL | 1–99 | The gap between each event. For example, for a weekly recurring event, if the INTERVAL value is 2, the gap between the first and the next event will be two weeks. |
COUNT | 1–99 | The number of events you want to create. For example, if the COUNT value is 3, three events will be created. |
Note
You must specify FREQ and (INTERVAL or COUNT) in RRULE.
Other key-value pairs in RRULE
Key | Possible Values | Description |
BYMONTHDAY | 1–31 | The day of the month the event repeats on. Applicable only for monthly and yearly events. |
BYDAY | SU, MO, TU, WE, TH, FR, SA | The day of the week the event repeats on. Applicable for daily, weekly, monthly, and yearly events. |
BYSETPOS | 1, 2, 3, 4, -1 | The week of the month the event repeats in. Applicable only for monthly and yearly events. 1 - Event repeats every first week of the month 2 - Event repeats every second week of the month 3 - Event repeats every third week of the month 4 - Event repeats every fourth week of the month -1 - Event repeats every last week of the month. |
UNTIL | Date in yyyy-MM-dd format | The date until which the event must repeat. |
Therefore, according to the sample input given at the beginning of the post, the event starts on Feb 2, 2020 at 10:00 AM and ends the same day at 11:00 AM.
According to "RRULE":"FREQ=WEEKLY;BYDAY=SU;INTERVAL=2;UNTIL=2020-03-15", the event occurs every Sunday, with an interval of 14 days (2 weeks), and recurs until Mar 15, 2020.
Therefore, the sequence is as shown below.
- The event begins on Feb 2, 2020.
- The first recurring event happens on Feb 16, 2020.
- The second recurring event happens on Mar 1, 2020.
- The last recurring event happens on Mar 15, 2020.
Therefore, the response will have four JSON objects—one for the first event as specified in the Start_DateTime key, and one for each recurring event.
Note
You can only create one set of recurring events using the RRULE in a single API call.
A few other examples of RRULE:
- "RRULE": "FREQ=MONTHLY;COUNT=3;BYDAY=WE;BYSETPOS=2".
This RRULE creates three events that recur every Wednesday in the second week of the month. - "RRULE": "FREQ=MONTHLY;INTERVAL=2;COUNT=3;BYMONTHDAY=14".
This RRULE creates three events that recur on the 14th day of the month, and repeat once in two months.
2. Updating an Event
In this section, we will discuss
- Adding a participant to an event
- Updating all future events
2.1 . Adding a participant to an event
Details you need to add a participant to an event
- The event's record ID. You can obtain this from the response you received while creating the event.
- The ID of the participants that are added already. The GET Specific Event response will have a unique ID for each participant in the "Participants" JSON array.
The sample input is as follows.
{ "data": [ { "All_Day": false, "Event_Title": "Kaizen_10_Weekly", "Start_DateTime": "2020-02-02T11:00:00+05:30", "End_DateTime": "2020-02-02T12:00:00+05:30", "Participants": [ { "type": "contact", "participant": "3652397000001281003", "id": "3652397000001326102" }, { "type": "lead", "participant": "3652397000000415063", "id": "3652397000001326100" }, { "type": "user", "participant": "3652397000000186017", "id": "3652397000001326098" }, { "type": "email", "participant": "john-butt@gmail.com" } ], "Remind_At": "2020-02-01T10:45:00+05:30", "$send_notification": true } ] } |
As you can see, a new participant of type email and email ID john-butt@gmail.com is added. Since the ID of the existing participant with the email ID carissa-batman@yahoo.com is not specified, it gets deleted.
Note
- participant is the record ID of the participant (lead, contact, or user).
- ID is the unique ID of the participant for that event.
- While adding a participant, you must specify the IDs of other participants for the event. Otherwise, only the new participant is added, while the rest are deleted.
2.1 . Updating all future events
While updating an event, you can choose to update all future events with the new change.
Use the boolean key update_all_future_events. The value true updates all future events, and the value false updates only that particular event.
Here is a sample input.
{ "data": [ { "All_Day": false, "Event_Title": "Kaizen_10_Weekly", "Start_DateTime": "2020-02-02T11:00:00+05:30", "End_DateTime": "2020-02-02T12:00:00+05:30", "Participants": [ { "type": "contact", "participant": "3652397000001281003", "id": "3652397000001326102" }, { "type": "lead", "participant": "3652397000000415063", "id": "3652397000001326100" }, { "type": "user", "participant": "3652397000000186017", "id": "3652397000001326098" }, { "type": "email", "participant": "carissa-kidman@yahoo.com" } ], "Remind_At": "2020-02-01T10:45:00+05:30", "update_all_future_events": true, "$send_notification": true } ] } |
Points to Note
While creating recurring events,
- You must specify either COUNT or INTERVAL in the RRULE. Otherwise, the system creates 365-day events.
- For WEEKLY recurring events, you must include BYDAY in RRULE. Otherwise, the system creates 365-day events that recurs weekly.
While updating a recurring event,
- You must specify the record ID of the event you want to update.
- You must set the value of the key update_all_future_events to true to update all future events. Otherwise, the system updates only that event and the other recurring events that you created previously will remain unaltered.
- While adding a participant, you must specify the IDs of other participants. Otherwise, only the new participant is added, while the rest are deleted.
- You cannot update RRULE through the API.
- You cannot update check-in related information through the API.
We hope you found this post useful. Please reach out to us if you have questions, or let us know in the comment section.
Cheers!
Access your files securely from anywhere
Zoho Developer Community
New to Zoho LandingPage?
Zoho LandingPage Resources
New to Zoho Survey?
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Bigin?
Topic Participants
Shylaja S
Juan
Praveen Sankar
Sticky Posts
Client Script | Update - Introducing Commands in Client Script!
Have you ever wished you could trigger Client Script from contexts other than just the supported pages and events? Have you ever wanted to leverage the advantage of Client Script at your finger tip? Discover the power of Client Script - Commands! CommandsKaizen #165 : How to call Zoho CRM APIs using Client Script
Welcome back to another exciting Client Script post! In this post, we will discuss one of the most frequently asked questions: How do you call Zoho CRM APIs from Client Scripts? In this kaizen post, 1. Ways to make calls to Zoho CRM APIs using ClientKaizen#162 : Add Tags and Open Pre-filled Email Drafts via Client Scripts
Hello everyone! Welcome to another informative Kaizen post. In this post, let us see how to accomplish the following using Client Script. 1. How to auto-tag a record based on field update? 2. How to Open a pre-filled email draft This post will provideExtension Pointers - JS SDK series #4: Managing data from a widget using ZOHO.CRM.HTTP
Handling and managing the data between two applications is a major factor for an efficient business. There are a variety of ways to handle data between Zoho CRM and other third-party applications. You can use deluge CRM tasks, create connectors, use APIKaizen #152 - Client Script Support for the new Canvas Record Forms
Hello everyone! Have you ever wanted to trigger actions on click of a canvas button, icon, or text mandatory forms in Create/Edit and Clone Pages? Have you ever wanted to control how elements behave on the new Canvas Record Forms? This can be achieved
New to Zoho TeamInbox?
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 Campaigns Resources
Zoho CRM Resources
Design. Discuss. Deliver.
Zoho Show Resources
Get Started. Write Away!
Writer is a powerful online word processor, designed for collaborative work.
Zoho CRM コンテンツ
-
オンラインヘルプ
-
Webセミナー
-
機能活用動画
-
よくある質問
-
Ebook
-
-
Zoho Campaigns
- Zoho サービスのWebセミナー
その他のサービス コンテンツ
Nederlandse Hulpbronnen
ご検討中の方
Recent Topics
Add Lookup Field in Tasks Module
Hello, I have a need to add a Lookup field in addition to the ones that are already there in the Tasks module. I've seen this thread and so understand that the reason lookup fields may not be part of it is that there are already links to the tables (https://help.zoho.com/portal/en/community/topic/custom-fields-on-task-module).migrating from Zoho Invoices (CRM) to Zoho Books
Good day, I was wondering if there was a easy way to migrate all the quotes and invoices from Zoho Invoices CRM to Zoho Books. We plan to move to using Zoho Books in a few weeks and would like to have all the quotes and invoices from the past 3 yearsZoho MA and Custom Module
I am trying to create a sync between Markting Automation and Zoho CRM. I am mapping a custom module from the CRM. The custom module has email field mobile phone field However I cannot finish the integration since the system keeps asking me for email orWhen is partial reimbursement going to be launched?
Hi there. I saw somewhere that the partial reimbursement feature is in the work. What is the update and ETA of that? Our clients and prospects have been asking us and we agree that that is an important feature to have.Year-End Wrap: Declutter Your Inbox Using Email Filters
Ping!—an email drops in. And another. And another! It's finally that time of the year when your inbox will be bursting with messages from team members, clients, and marketing agents, leaving you feeling overwhelmed and distracted. Sounds familiar? NowUnified Notes View For Seamless Collaboration
To facilitate better coordination among different departments and team members, the notes added to a record can now be accessed in all its associated records. With this, team members, from customer service representatives to field technicians, can easilyQ4 Europe In-person Zoho User Group Meetup: Streamlining Your Business Processes & Introduction to Zoho CRM for Everyone
Hello Zoho Community, We are excited to announce our upcoming Zoho User Group meetup in Europe! This session is designed to help you streamline your business processes using Zoho CRM, with a special focus on enhancing customer interactions and leveragingFormula fields - Request for dynamic recalculation / proper implementation
Hi Guys, I have a big problem with Zoho formula fields. They don't recalculate each time the record is viewed - only when a record is edited. Formula fields should be updated dynamically each time a record is retrieved. As an example: I have a formulaItems attribute questions
Many of my items have attributes, such as size and color. How can I add new fields to the "New Items" screen to capture that in my Purchase Orders, Items, and Sales Order pages? I only see these attribute fields when adding an Item Group. Also, on theOrganize and Track Phases with Phase Custom Views
Phase Custom Views let you filter and display phases based on specific criteria. This helps you focus on what’s most relevant for you and your team. Filter phases using criteria such as budget, status, and more. Share views with specific users or teamsRecord Asset Received as Payment
How exactly would you account for this in books? For example, I receive a mini computer for a review and I get to keep it after the video is published. Would debit my normal asset account (e.g. Computers) and credit an income account (e.g. Other Income).Invoice Line Item Report
Is it possible to run an 'Invoice Line Item Report'? The 'Invoice Details Report' shows one row per invoice. I would like one row per Invoice Line Item.Transform Your Customer Support with AI-Powered Chatbots in Zoho SalesIQ
Ever wondered how some companies seem to have superhuman customer support? Let's uncover their secret! In the digital age, customer expectations are skyrocketing. Did you know that according to McKinsey, 75% of consumers expect a response within fiveProgressive Invoicing
Progressing invoicing is needed for many industries. It would be great to see it implemented into Zoho Books as well. Set up and send progress invoices in QuickBooks Desktop (intuit.com)Client Script - mapping data from different module
Dear ZOHO Team Firstly I need to describe the need - I need to have data from Contacts module based on lookup field - the 5 map limit is not enough for me because I have almost 20 fields to copy So I have decided to make a Customer Script - and from unknownDORA compliance
For DORA (Digital Operational Resilience Act) compliance, I’ll want to check if Zoho provides specific features or policies aligned with DORA requirements, particularly for managing ICT risk, incident reporting, and ensuring operational resilience inFiles Uploaded to Zoho WorkDrive Not Being Indexed by Search Engines
Hello, I have noticed that the files I upload to Zoho WorkDrive are not being indexed by search engines, including Google. I’d like to understand why this might be happening and what steps I can take to resolve it. Here are the details of my issue: FileZoho Creator Upcoming Updates - December 2024
Hi all, We're excited to be back with the latest updates and developments on the Creator platform. Here's what we're going over this month: Deluge AI assistance Rapid error messages in Deluge editor QR code & barcode generator Expandable RTF and multiCustomer can't comment on SO or Invoice
Hi I just saw that my customers are not able to submit a comment either on invoices or sales order. What happens if my customer hits submit is just nothing. only a red line appears on top of the page which probalby indicates an error. I'm not able toZoho Creator customer portal limitation | Zoho One
I'm asking you all for any feedback as to the logic or reasoning behind drastically limiting portal users when Zoho already meters based on number of records. I'm a single-seat, Zoho One Enterprise license holder. If my portal users are going to add records, wouldn't that increase revenue for Zoho as that is how Creator is monetized? Why limit my customer portal to only THREE external users when more users would equate to more records being entered into the database?!? (See help ticket reply below.)See Calendar When Creating Meetings On Record Page
It would be a great user experience to see you calendar while you are creating a meeting on a record page. Here is how I imagine it could look:Saved filters, layout rule support, related list quick navigation, and more
Hello Everyone, We're excited to share some new features and enhancements in the Zoho CRM iOS and Android apps that will improve your mobile experience. These updates will make your CRM journey more efficient and user-friendly. Here's a look at what'sPower of Automation: Automatically send an email to all portal users with today's list of Open tasks.
Hello Everyone, A Custom Function is a user-written set of code to achieve a specific requirement. Set the required conditions needed as to when to trigger using the Workflow rules (be it Tasks / Project) and associate the custom function to it. Requirement:-Introduction of Robotics Process Automation in Zoho products
It will be great if Zoho can start advancing from automation to robotics process automation. For a start, it can be started with smart document understanding. Provide OCR engines Google cloud, Microsoft Azure Computer vision OCR, Microsoft OCR, OmnipageLock a custom field on a deal record but keep all other fields editable?
I have a custom field, which auto-populates a job number upon converting a lead to a deal but the automation breaks if someone accidentally edits that field. I want to lock that field but keep all other fields open. Is this possible? I've tried throughAdd Feature To Hide Plugin Sections On Record View
Hi team, I'm trying to help a client tidy up their CRM. When it comes to record view some sections and fields are visible no matter what Layout Rules are applies and they are not removeable from the layout editor. I would like to see an option to hideCreator Simplified #10: Predefine Form Field Values and Make Them Read-Only for Users
Hey Creators, Ready for this week's tip in the Creator Simplified series? Today, we will explore how to have read only fields in a form. Use Case: Assume a scenario where the default value for a Department field needs to be English Literature, but youProblem configuring/customizing sales pipeline steps
Hello, I have created several sales pipelines with different stages in them. Unfortunately I forgot to properly configure these steps (conversion probability, forecast category). How can I modify and customize all these steps? Thnak you by advance Mfetch records from analytics table from creator
I have a creator workflow that I am working in that will compare data from within the app to a table in zoho analytics. Is there a way to fetch a record from Analytics? I have attempted a custom connector with analytics and tried to use it with invokeDirectly Edit, Filter, and Sort Subforms on the Details Page
Hello everyone, As you know, subforms allow you to associate multiple line items with a single record, greatly enhancing your data organization. For example, a sales order subform neatly lists all products, their quantities, amounts, and other relevantAbility to Change Custom View After Cadence Creation
Dear Zoho Team, I hope you are well. We would like to request an enhancement to the Cadence feature in Zoho CRM. Currently, during the creation of a Cadence, we can select a Custom View under the "Who is this for?" section. However, once the Cadence isZoho Creator Integration with QuickBooks: A Step-by-Step Guide
Introduction: Integrating Zoho Creator with QuickBooks allows you to sync your business data between the two platforms, providing a seamless experience for managing accounting, invoicing, and financial data. This integration helps automate workflows andNote not being pulled for other modules in email template
Hi there, Currently i am creating an email template that is able to pull the data from notes field in estimate module and email it to procurement team where they will be able to receive the email with the contents of the note, i am unable to replicateNo Sales Returns on SO's with Dropped Shipped items + Inventory Items
We have encountered an issue in Zoho related to sales orders that include both dropshipped items and inventory items. Specifically, it is currently not possible to create sales returns for the company’s own inventory items from these sales orders. ThisPre-fill TO and CC fields for Email Templates
This would be a game changer to be able to set either specific email addresses or merge fields based on deal role titles into email templates. Please pass this along to *hopefully* add to future features of Zoho CRM.Pick list - Cannot save list "Special Characters not Allowed" error message
Bulk uploading values. All values are pretty standard - with the exception of a "-" (dash). Like: Industry - Prepared Food Is the simple dash a special character too? JanFlow with CRM
Hello, I have a simple flow that uses a web hook to enter data into a Sales Order. I have the web hook sending Flow data which has a PO field. If the PO has a special character like - or / or \ the task fails. How can I get the flow to be okay with theMaking the Resolution Tab Mandatory
Hello Everyone! This edition is here to show you how to make the Resolution mandatory when closing a ticket. The Ticket Resolution tab helps keep a record of the solution provided for the ticket query. The resolution can serve as a quick reference toRemove County field from Customer Address input screen (or allow input to be deleted)
We are in the USA and have just noticed that there is now a County field in the Customer Address input screen (and maybe other areas of Zoho Books, but this is the one affecting us at the moment). County is not important to our business, and in fact weNotificación de cumpleaños
Hola: Se puede enviar alguna alerta de felicitación al personal que cumple años, que se dispare solo? Si existe como se puede hacer? SaludosNext Page