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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                                                                                                                • How do teams manage meeting follow-ups across Zoho tools?

                                                                                                                  We’re using Zoho tools for collaboration and tracking, but managing meeting notes, action items, and follow-ups across teams is still challenging. Curious how others are handling this within Zoho workflows. Are there best practices or integrations that

                                                                                                                • Customize Colors used on graphs and charts according to users desire.

                                                                                                                  It would be great if we could customize the graph's colors as we see fit. I hate that yellow is always the default color!

                                                                                                                • 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

                                                                                                                • Mejoras urgentes para ZOHO MEETING

                                                                                                                  Tengo unos meses usando Zoho Meeting. En general, es buena, pero hay cosas vitales que no logra cumplir con mínima calidad. 1) Calidad de audio y video: urge mejoras. Audio con retraso, imagen borrosa, mal recorte de silueta con fondos virtuales. Además,

                                                                                                                • Multiple header in the quote table???

                                                                                                                  Hello, Is it possible in Zoho CRM to add multiple headers or sections within the Quote product table, so that when the quote is printed it shows separate sections (for example “Products” and “Services”)? To clarify, I’m asking because: This does not appear

                                                                                                                • Saving sent email campaign as PDF

                                                                                                                  I'm looking to add all campaigns sent to an archive folder in sharepoint. Is there anyway to accomplish this in Zoho Flow ? I'm falling at the first hurdle ... can I automatically save a sent campaign as a PDF to a folder location ?

                                                                                                                • Exporting All Custom Functions in ZohoCRM

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

                                                                                                                • Conditional Layouts On Multi Select Field

                                                                                                                  How we can use Conditional Layouts On Multi Select Field field? Please help.

                                                                                                                • Appreciation to Qntrl Support Team

                                                                                                                  We are writing this topic to appreciate the outstanding level of support from Qntrl Team. We have been using Qntrl since 2022 after shifting from another similar platform. Since we joined Qntrl, the team has shown a high level of professionalism, support,

                                                                                                                • How can I hide "My Requests" and "Marketplace" icon from the side menu

                                                                                                                  Hello everybody, We recently started using the new Zoho CRM for Everyone. How can I hide "My Requests" and "Marketplace" from the side menu? We don't use these features at the moment, and I couldn't find a way to disable or remove them. Best regards,

                                                                                                                • Whatsapp Integration on Zoho Campaign

                                                                                                                  Team: Can the messages from Zoho Campaign delivered through Whatsapp... now customers no longer are active on email, but the entire campaign module is email based.... when will it be available on whatsapp.... are there any thirdparty providers who can

                                                                                                                • Mandatory Field - but only at conversion

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

                                                                                                                • Using data fields in Zoho Show presentations to extract key numbers from Zia insights based on a report created

                                                                                                                  Is it possible to use data fields in Zoho Show presentations along with Zoho Analytics to extract key numbers from Zia insights based on a report created? For example, using this text below: (note that the numbers in bold would be from Zia Insights) Revenue

                                                                                                                • Free webinar: AI-powered agreement management with Zoho Sign

                                                                                                                  Hi there! Does preparing an agreement feel like more work than actually signing it? You're definitely not alone. Between drafting the document, managing revisions, securing internal approvals, and rereading clauses to make sure everything still reflects

                                                                                                                • WhatsApp Channels in Zoho Campaigns

                                                                                                                  Now that Meta has opened WhatsApp Channels globally, will you add it to Zoho Campaigns? It's another top channel for marketing communications as email and SMS. Thanks.

                                                                                                                • CRM For Everyone - Bring Back Settings Tile View

                                                                                                                  I've been using CRM for Everyone since it was in early access and I just can't stand the single list settings menu down the left-hand side. It takes so much longer to find the setting I need. Please give users the option to make the old sytle tile view

                                                                                                                • Lets have Dynamics 365 integration with Zohobooks

                                                                                                                  Lets have Dynamics 365 integration with Zohobooks

                                                                                                                • Add notes in spreadsheet view

                                                                                                                  It would be great if we could Add/edit notes in the spreadsheet view of contacts/leads. This would enable my sales teams to greatly increase their number of calls. Also viewing the most recent note in the Contact module would also be helpful.

                                                                                                                • Opening balances - Accounts Receivable and Payable

                                                                                                                  Our accounting year starts on 1st August 2013 and I have a Trial Balance as at that date, including Accounts Receivableand Accounts Payable balances, broken down by each customer and supplier. Q1 - do I show my opening balance date as 31st July 2013 or

                                                                                                                • Cancel Subscription

                                                                                                                  Hi , Im want to cancel my account but without success please help me to do it

                                                                                                                • Making an email campaign into a Template

                                                                                                                  I used a Zoho Campaign Template to create an email. Now I want to use this email and make it a new template, but this seems to be not possible. Am I missing something?

                                                                                                                • Direct Access and Better Search for Zoho Quartz Recordings

                                                                                                                  Hi Zoho Team, We would like to request a few enhancements to improve how Zoho Quartz recordings are accessed and managed after being submitted to Zoho Support. Current Limitation: After submitting a Quartz recording, the related Zoho Support ticket displays

                                                                                                                • Multiple Cover Letters

                                                                                                                  We are using the staffing firm edition of Recruit and we have noticed that candidates cannot add more than one cover letter. This is a problem as they might be applying for multiple jobs on our career site and when we submit their application to a client,

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