Kaizen #92 - Bulk Read in PHP SDK

Kaizen #92 - Bulk Read in PHP SDK

Heya! Welcome back to the PHP SDK fold in our Kaizen series.

In this post, we will explore how to use bulk read APIs and how to structure the criteria format for different field data types in PHP SDK based on v4 APIs. This will ease your process of handling large volumes of data in an efficient and streamlined manner. 

What does Bulk Read API do?

The Bulk Read API helps you to fetch large volumes of data that meet specific criteria in a single request. Unlike the GET Records API , which has a limitation of 200 records per call, the Bulk Read API allows you to extract bulk data, 200k records, for data synchronisation purposes. This prevents the need for you to fire multiple API calls which can easily drain your daily credits.

This Bulk Read is asynchronous, thus the result for your request will not be available immediately. So, you will have to either poll the bulk read job status API to know the status or specify a callback URL for Zoho CRM to send notifications regarding the process. 

The CRM system processes your request and returns the results in either a CSV or ICS (for Meetings/Events module) zipped file. To download your result, use the job ID given in the response of bulk read job API .

This entire process can be wrapped into three stages as given below, 
  • Creating a Bulk Read Job 
  • Checking the status of a Bulk Read Job
  • Downloading the CSV/ICS data zip

Create a Bulk Read Job

1. Adding Callback URL

To get notified of the progress and results of the bulk read job, add a callback URL to the request body using the following format. 
$requestWrapper = new RequestWrapper();

$callbackVar = new CallBack();

$callbackVar->setUrl(" your_callback_url ");

$callbackVar->setMethod(new Choice("post"));

$requestWrapper->setCallback($callbackVar);
The method for callback URL is typically set to POST as it helps the client to send the required data along with the url to handle the callback appropriately.

2. Structuring a Query

A query comprises multiple parameters such as your desired module, fields, custom view ID, page value, file-type and criteria.

A criterion is typically a filter/condition used in a query to narrow down the data to your desired set of records. Criteria can include one or more conditions and you can combine them using group operators like 'and' and 'or' to create more complex filtering logic. 

Each condition in the criteria comprises three components.
  • Field - It refers to the field API name of the record, which you want to use for filtering purpose.
  • Comparator - It determines how the value of the specified field has to be evaluated.
  • Value - It represents the value of the field against which the record has to be evaluated.
This helps you to retrieve only the relevant records, thereby optimising the performance and reducing the amount of data transferred.

To enhance the understanding of how to structure a criterion, it is necessary to address these group operators and comparators before delving into it.

Group Operators 

Group Operators are used to perform logical operations on multiple conditions within a query. They help you in grouping multiple conditions together to create complex search criteria.The possible group operators are 'and' and 'or'.
  • and - It specifies that all conditions within the group must be satisfied for a record to be included in the query result.
  • or - It specifies that any of the conditions within the group can be satisfied for a record to be included in the query result.
These operators provide flexibility in constructing queries and retrieve the desired set of records from your CRM system with ease.

Comparators

Comparators are used in a query condition to specify the type of comparison that should be performed between a field and a value. They define the relationship between the field and the value and determine how the records are filtered. Refer to this help document to find the possible comparators with their field datatypes. 

An example of each datatype is given in PHP for your better understanding. 
Data Type
Example
  Number

$conditionVar = new Criteria();
$field = new MinifiedFields();
$field ->setAPIName("Amount");
$conditionVar>setField($field);
$conditionVar->setComparator(new Choice("greater_than"));
$conditionVar->setValue(10000);
  Multi-select 

$conditionVar = new Criteria();
$field = new MinifiedFields();
$field ->setAPIName("owner");
$conditionVar>setField($field);
$conditionVar->setComparator(new Choice("in"));
$owner = ["5545974393001", "5545974393011"]
$conditionVar->setValue($owner);
  DateTime                                   

$conditionVar = new Criteria();
$field = new MinifiedFields();
$field->setAPIName("Created_Time");
$conditionVar>setField($field);
$conditionVar->setComparator(new Choice("between"));
$createdTime = [date_create("2023-05-01T17:58:47+05:30")->setTimezone(new \DateTimeZone(date_default_timezone_get())), date_create("2023-06-01T17:58:47+05:30")->setTimezone(new \DateTimeZone(date_default_timezone_get()))];
$conditionVar->setValue($createdTime);
  Boolean

$conditionVar = new Criteria();
$field = new MinifiedFields();
$field ->setAPIName("Email_Opt_Out");
$conditionVar>setField($field);
$conditionVar->setComparator(new Choice("equal"));
$conditionVar->setValue(false);
  Lookup

$conditionVar = new Criteria();
$field = new MinifiedFields();
$field ->setAPIName("owner.last_name");
$conditionVar>setField($field);
$conditionVar->setComparator(new Choice("equal"));
$conditionVar->setValue("Boyle");

Structuring Simple Criteria

Below is a query format with a simple criterion of two conditions to filter your records from the given module. 

$criteriaVar = new Criteria();

$criteriaVar->setGroupOperator(new Choice("operatorValue"));

$conditionVar1 = new Criteria();

$fieldVar = new MinifiedFields();

$fieldVar->setAPIName("Field_API_Name");

$conditionVar1->setField($fieldVar);

$conditionVar1->setComparator(new Choice("comparatorValue"));

$conditionVar1->setValue("Field_Value");

$conditionVar2 = new Criteria();

$field = new MinifiedFields();

$field->setAPIName("Field_API_Name");

$conditionVar2->setField($fieldVar);

$conditionVar2->setComparator(new Choice("comparatorValue"));

$conditionVar2->setValue("Field_Value");

$criteriaVar->setGroup([$conditionVar1,$conditionVar2]);

$query->setCriteria($criteriaVar);

$requestWrapper->setQuery($query);

In the above format, the group operator is used for two different conditions.

Following is the json format of this simple criteria.
{
    "query": {
        "criteria": {
            "group_operator": "operatorValue",
            "group": [
                {
                    "comparator": "comparatorValue",
                    "field": {
                        "api_name": "Field_API_Name"
                    },
                    "value": "Field_Value"
                },
                {
                    "comparator": "comparatorValue",
                    "field": {
                        "api_name": "Field_API_Name"
                    },
                    "value": "Field_Value"
                }
            ]
        }
    }
}

Structuring Complex Criteria

To structure a criterion with four different conditions follow the below format.

//top-level group criteria with 2 different groups comprising of 2 different conditions each

$criteria = new Criteria();

$criteria->setGroupOperator(new Choice("operatorValue"));

//group1 with 2 different conditions

$groupVar1 = new Criteria();

$groupVar1->setGroupOperator(new Choice("operatorValue"));

$conditionVar11 = new Criteria();

$field11 = new MinifiedFields();

$field11->setAPIName("Field_API_Name");

$conditionVar11->setField($field11);

$conditionVar11->setComparator(new Choice("comparatorValue"));

$conditionVar11->setValue("Value");

$conditionVar12 = new Criteria();

$field12 = new MinifiedFields();

$field12->setAPIName("Field_API_Name");

$conditionVar12->setField($field21);

$conditionVar12->setComparator(new Choice("comparatorValue"));

$conditionVar12->setValue("Value");

$groupVar1->setGroup([$conditionVar11, $conditionVar12]);

//group2 with 2 different conditions

$groupVar2 = new Criteria();

$groupVar2->setGroupOperator(new Choice("operatorValue"));

$conditionVar21 = new Criteria();

$field21 = new MinifiedFields();

$field21->setAPIName("Field_API_Name");

$conditionVar21->setField($field21);

$conditionVar21->setComparator(new Choice("comparatorValue"));

$conditionVar21->setValue("Value");

$conditionVar22 = new Criteria();

$field22 = new MinifiedFields();

$field22->setAPIName("Field_API_Name");

$conditionVar22->setField($field22);

$conditionVar22->setComparator(new Choice("comparatorValue"));

$conditionVar22->setValue("Value");

$groupVar2->setGroup([$conditionVar21, $conditionVar22]);

//pushing the groups to the top-level group criteria

$criteria->setGroup([$groupVar1, $groupVar2]);

In the above format, two group variables ($groupVar1 and $groupVar2) are created, each representing a nested group of conditions. Both the groups are further assigned to the top-level group variable ($criteria). 

The json arrangement of the above format is given for your clarity.
{
    "query": {
        "criteria": {
            "group_operator": "operatorValue",
            "group": [
                {
                    "group_operator": "operatorValue",
                    "group": [
                        {
                            "comparator": "comparatorValue",
                            "field": {
                                "api_name": "Field_API_Name"
                            },
                            "value": "Field_Value"
                        },
                        {
                            "comparator": "comparatorValue",
                            "field": {
                                "api_name": "Field_API_Name"
                            },
                            "value": "Field_Value"
                        }
                    ]
                },
                {
                    "group_operator": "operatorValue",
                    "group": [
                        {
                            "comparator": "comparatorValue",
                            "field": {
                                "api_name": "Field_API_Name"
                            },
                            "value": "Field_Value"
                        },
                        {
                            "comparator": "comparatorValue",
                            "field": {
                                "api_name": "Field_API_Name"
                            },
                            "value": "Field_Value"
                        }
                    ]
                }
            ]
        }
     }
}

The default file type is CSV. To bulk read the Events module always prefer the ICS file type. Refer to this resource to fetch the custom view IDs, module and field API names. 

Below is a sample code for creating a bulk read job with compound criteria. The criteria follow this arrangement ((1 and 2) or (3 or 4)) of conditions.

<?php

use com\zoho\crm\api\bulkread\BulkReadOperations;
use com\zoho\crm\api\bulkread\CallBack;
use com\zoho\crm\api\util\Choice;
use com\zoho\crm\api\bulkread\Query;
use com\zoho\crm\api\bulkread\Criteria;
use com\zoho\crm\api\bulkread\RequestWrapper;
use com\zoho\crm\api\modules\MinifiedModule;
use com\zoho\crm\api\fields\MinifiedFields;
require_once "vendor/autoload.php";

class CreateBulkReadJob
{
public static function initialize()
    {
        // Add initialisation code
        // Refer to this article for more help
    }
    public static function createBulkReadJob(string $moduleAPIName)
    {
        $bulkReadOperations = new BulkReadOperations();
        $requestWrapper = new RequestWrapper();
        $callback = new CallBack();
        $callback->setUrl("https://www.callback.com/example");
        $callback->setMethod(new Choice("post"));
        $requestWrapper->setCallback($callback);

        //query
        $query = new Query();
        $module = new MinifiedModule();
        $module->setAPIName($moduleAPIName);
        $query->setModule($module);
        $query->setCvid("34770610087501");
        $query->setFields(["Last_Name"]);
        $query->setPage(1);

        //top-level group criteria with 2 different groups comprising of 2 different conditions each
        $criteria = new Criteria();
        $criteria->setGroupOperator(new Choice("or"));
        $criteriaList = array();

        //group1 with 2 different conditions
        $groupVar1 = new Criteria();
        $groupVar1->setGroupOperator(new Choice("and"));

        $conditionVar11 = new Criteria();
        $field11= new MinifiedFields();
        $field11->setAPIName("Last_Name");
        $conditionVar11->setField($field11);
        $conditionVar11->setComparator(new Choice("equal"));
        $conditionVar11->setValue("Boyle");
        
        $conditionVar12 = new Criteria();
        $field12 = new MinifiedFields();
        $field->setAPIName("Owner");
        $conditionVar12->setField($field12);
        $conditionVar12->setComparator(new Choice("in"));
        $owner = array("5545974000000393001","5545974000000393011");
        $conditionVar12->setValue($owner);
        $groupVar1->setGroup([$conditionVar11, $conditionVar12]);

         //group2 with 2 different conditions
        $groupVar2 = new Criteria();
        $groupVar2->setGroupOperator(new Choice("or"));

        $conditionVar21 = new Criteria();
        $field21 = new MinifiedFields();
        $field21->setAPIName("Company");
        $conditionVar21->setField($field21);
        $conditionVar21->setComparator(new Choice("equal"));
        $conditionVar21->setValue("Morlong Associates");
        
        $conditionVar22 = new Criteria();
        $field22= new MinifiedFields();
        $field22->setAPIName("Created_Time");
        $conditionVar22->setField($field22);
        $conditionVar22->setComparator(new Choice("between"));
        $createdTime = array(date_create("2023-04-15T17:58:47+05:30")->setTimezone(new \DateTimeZone(date_default_timezone_get())), date_create("2023-06-01T17:58:47+05:30")->setTimezone(new \DateTimeZone(date_default_timezone_get())));
        $conditionVar22->setValue($createdTime);
        $groupVar2->setGroup([$conditionVar21, $conditionVar22]);

         //pushing the groups to the top-level group criteria
        $criteria->setGroup($criteriaList);
        $query->setCriteria($criteria);
        $requestWrapper->setQuery($query);
        // $requestWrapper->setFileType(new Choice("ics")); for Events module
        $response = $bulkReadOperations->createBulkReadJob($requestWrapper);
        //Add your code to handle the response received in $response
        // For more details, refer here.
    }
}
CreateBulkReadJob::initialize();
$moduleAPIName = "Leads";
CreateBulkReadJob::createBulkReadJob($moduleAPIName);
?>

2. Status of a Bulk Read Job

To keep track of the status of your bulk read job, use the id provided in the details section of your bulk read job response. 

Here is a sample code for checking the status of a bulk read job.

<?php

use com\zoho\crm\api\bulkread\BulkReadOperations;

require_once "vendor/autoload.php";

class GetBulkReadJobDetails
{
public static function initialize()        
    {
        // Add initialisation code
        // Refer to this article for more help 
    }

    public static function getBulkReadJobDetails(string $jobId)
    {
        $bulkReadOperations = new BulkReadOperations();
        $response = $bulkReadOperations->getBulkReadJobDetails($jobId);
        //Add your code to handle the response received in $response
        // For more details, refer here.
    }
}
GetBulkReadJobDetails::initialize();
$jobId = "55459743108003";
GetBulkReadJobDetails::getBulkReadJobDetails($jobId);
?>

3. Download Bulk Read Result

To download your bulk read job result, use the job id mentioned in the bulk read job response. Additionally, provide the path of the destination folder where you would like to download the result. The result will be downloaded as a zip file containing CSV/ICS files.
Here is a sample code for downloading a bulk read job result.

<?php

namespace samples\bulkread;

use com\zoho\crm\api\bulkread\BulkReadOperations;

require_once "vendor/autoload.php";

class DownloadResult
{
public static function initialize()
    {
        // Add initialisation code
        // Refer to this article for more help  
    }
    public static function downloadResult(string $jobId, string $destinationFolder)
    {
        $bulkReadOperations = new BulkReadOperations();
        $response = $bulkReadOperations->downloadResult($jobId);
        $streamWrapper = $response->getObject()->getFile();
        fputs(fopen($destinationFolder . "/" . $streamWrapper->getName(), "w"), $streamWrapper->getStream());
        //Add your code to handle the response received in $response
        // For more details, refer here.
    }
}
DownloadResult::initialize();
$jobId = "55459743108003";
$destinationFolder = "/Downloads";
DownloadResult::downloadResult($jobId, $destinationFolder);
?>

We hope you found this post useful and engaging! 

If you have any queries, feel free to drop them in the comments section below or reach out to us directly at support@zohocrm.com. We value your thoughts and eagerly look forward to hearing from you.

Stay tuned for more enriching posts coming your way soon!

Cheers!

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                                                                                                                  The Form 1099 filing season has begun, and businesses are required to e-file certain forms with the IRS to report payments made to vendors and contractors. If your business made qualifying payments during the year, you must e-file the appropriate Form

                                                                                                                • Suggestions for showing subscribed Topics in CRM (contact record)

                                                                                                                  We have several Topics set up in ZMA. We also have a sync set up between ZMA and CRM. I'd like to display the subscribed topics on the CRM Contact record. This will allow the Sales team (who uses CRM) to see at a glance what topics a Contact is subscribed

                                                                                                                • Replies sometimes creating separate ticket

                                                                                                                  Sometimes when a customer responds to an email coming from Zoho Desk, instead of adding a reply to the original ticket, a separate ticket is created. This happens even though the response subject line contained the ticket number, and the person responding

                                                                                                                • Re-hide fields when option is unselected

                                                                                                                  Hi all Can anyone help me with this - when I create a 'show' field rule for when a dropdown option is selected, how to I make it so the 'show' option re-hides if that option is no longer selected?

                                                                                                                • Custom Fields

                                                                                                                  There is no way to add a custom field in the "Timesheet" module. Honestly, the ability to add a custom field should be available in every module.

                                                                                                                • Consultant-Only Booking Page

                                                                                                                  Zoho Bookings does not allow for Meeting Type OR Workspace-Wide booking pages to be turned off. This is detrimental to organizations that have territory-based or assigned accounts, because if prospects can go to these booking pages and either select the

                                                                                                                • Custom Sorting based on other columns in table

                                                                                                                  I need the ability to apply custom sorting to a text-based dimension in the X axis where the sorting is based on another column in the table. For example, I have a chart report where the X axis is a text label. I would like to be able to sort those text

                                                                                                                • Feature Request: Enable Custom PDF Layout Editor for All Modules (Including Package Slips)

                                                                                                                  Hello Zoho Community and Product Team, I am writing to share a suggestion that would significantly enhance the customization capabilities within Zoho Books. We all appreciate the power of the Custom PDF Layouts (the "New" template engine) that allows

                                                                                                                • Is there a way to invoke deluge function from within a widget?

                                                                                                                  Hi! I have custom functions in deluge and I was wondering whether there is any way to call this function through a widget? Something like on click of a button inside a widget, run the deluge custom function. Would this be possible?

                                                                                                                • Can a default task Priority be set?

                                                                                                                  The "Priority" field in the Task layout does not allow a default to be set. Is there another way of doing it? Because the current default is "None" and the Zoho Kanban board design has selected this field as critical information to surface by including

                                                                                                                • Adding a threshold to a line chart based on date range

                                                                                                                  I have a line chart that is tracking a percentage over time. It also has a filter for 50 different clients. I would like to create a threshold that is based on a portion of the date range. As I understand it, this would be done by adding a column to the

                                                                                                                • Resize Signature field dynamically

                                                                                                                  On the tablet, it is perfect. But on smaller mobile devices and PCs, both web and application, it is too small for people to sign. Is there any plan to make the signature field size dynamically in the future update?

                                                                                                                • Zoho Creator Application - New User Not able to access the application

                                                                                                                  In Zoho Creator, The newly added user not able to access the " Added Application" - User has received the Invitation Email, but while clicking "confirm Account" in the invitation Email, the following error message has appeared. "Sorry! you cannot accept

                                                                                                                • Deleting Salutation Field

                                                                                                                  We have updated our lead input screen and 'Salutation' has appeared. This is not visible in the 'Edit Pgae Layout' screen so cannot be moved to 'List of Removed Fields'  Salutation is visible in the list in 'Customization - Fields' however I can only 'Edit' or 'Replace' I cannot delete and I do not need this field on my lead input screen.  Please can you advise how to get rid of this.  Screen shots can be provided if needed.  Thank you Tasha

                                                                                                                • Auto-Generate & Update Asset Serial Numbers using a custom function (Assets Module)

                                                                                                                  Hello Team, I’ve been working on a script to automate one of our processes in Zoho FSM, and the core functionality has been successfully implemented. However, I’m encountering an issue related to serial number allocation, which is not working as expected.

                                                                                                                • Zoho Mail iOS app update: Access Delegated Mailbox.

                                                                                                                  Hello everyone! You can now access the delegated mailbox from within the iOS version of the Zoho Mail app. To access the delegated mailbox: Open the Zoho Mail app. Go on to the 'Email' module. Tap the profile picture. Choose the delegated mailbox Please

                                                                                                                • How to convert Lead's country field from Text to Pick List

                                                                                                                  Hi, I would like to change the default country field in ZCRM from text to pick list. It looks like not I can't delete default country field and recreate it as pick list nor can i create an new custom field country because such a label belong to default field. So what do I have to do? Any ideas? L

                                                                                                                • How create a draft via workflow?

                                                                                                                  I wish to create a workflow rule for specific emails that creates a draft response - not an automatic email reply, but just a draft with a set response ready to be verified by an agent who can then manually select recipients. Alternatively, the workflow

                                                                                                                • Function #51: Transaction Level Profitability for Quotes

                                                                                                                  Hello everyone, and welcome back to our series! In a previous post, we shared a custom function that could determine the profitability of a Sales Order. Today, we are presenting a similar function that calculates the profitability of a Quote. The setup

                                                                                                                • New feature: Invite additional guests for your bookings

                                                                                                                  Hello everyone, Greetings from Zoho Bookings! We are happy to announce the much-awaited feature Guest Invite, which enhances your booking experience like never before. This feature allows additional participants to be invited for the bookings to make

                                                                                                                • Improved Contact Sync flow in Google Integration with Zoho CRM

                                                                                                                  Hello Everyone, Your contact sync in Google integration just got revamped! We have redesigned the sync process to give users more control over what data flows into Google and ensure that this data flows effortlessly between Zoho CRM and Google. With this

                                                                                                                • الخصم على مستوى فاتورة المبيعات

                                                                                                                  السلام عليكم ورحمة الله وبركاته مطلوب في إنشاء خصم على مستوى فاتورة المبيعات وليس على مستوى البند أريد معرفة الطريقة؟

                                                                                                                • VAT and Taxes option not available

                                                                                                                  Dear ZOHO Team , The VAT and Taxes options in my ZOHO books account not available,I tried to find how to enable or check the way to use this option but unfortunately couldn't find it anywhere ,I'm in UAE ,kindly let me know what to do to solve this issue

                                                                                                                • Default Tagging on API-generated Transactions

                                                                                                                  If one assigns tags to an Item or Customer, those tags get auto-populated in each line item of an Invoice or Sales Order when one creates those documents. However, if one creates the Sales Order or Invoice via the API (either directly coding or using

                                                                                                                • Direct Feed (Bank)

                                                                                                                  Is Direct feed integration for AlRajhi and ADCB bank supported by Zoho Books in GCC/Saudi

                                                                                                                • Sales Order, Invoice and Payment numbers

                                                                                                                  Hi zoho friends, it is me again, the slow learner. I'm wondering if there is a way to have it so the Sales order, invoice and payment numbers are all the same? It would be easier for me if they were the same number so there is not so many reference numbers

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