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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                                                                                                                  Good day. I have 2 different situations where I need a dependent drop-down field. First is for a subform, where I want to show related fields for a specific customer on the main form. In my case it is a parent whose children make use of our school transport

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                                                                                                                  I noticed that Zoho CRM has a default Products related list under Leads. However, when I try to create a report for Lead–Product association, I’m facing some limitations. To fix this, I’m considering adding a multi-lookup field along with a custom related

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                                                                                                                  Hi there! New to using Zoho, so this may already exist, but I'm having trouble figuring it out. Is there a way to get the system pre-defined Account Lookup field (in our case, renamed to Company Name), as the starting point for a subform? In our company,

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                                                                                                                  Hi, is there a way to format chat messages in Cliq like this Topic 1 Hey, I finished this project yesterday etc... Topic 2 I am still working on this etc...

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                                                                                                                  As highlighted in this community post, we still have to deal with the significant limitation of not being able to access the user-sorted order of subform rows through Deluge. This creates a major disconnect between the UI capabilities and backend automation,

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                                                                                                                  I'm currently on the free plan, which has a limit of 10 users. Does that limit includes groups too? If not, what is the limit for groups? Thanks!

                                                                                                                • Feature Suggestion for Zoho Social: Auto-reply to Comments or Keywords

                                                                                                                  Hi Zoho team, I'd like to suggest a very specific feature that would be extremely helpful for customer engagement: the ability to automatically send a reply to comments on posts — either all comments or those containing specific keywords. For example,

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                                                                                                                  There seems to be an issue with Zoho Mail App today. It is not connecting to server, internet is working fine, tried uninstalling app and reinstalling, loading circle keeps spinning round. Is there an update on the way?

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                                                                                                                  Hello. i using on my wordpress website a contact form from Wsform. i can set the reply to email there. normally it works. but since i am using your wordpress plugin zoho mail it doesn`t work. its not using the reply to (email from customer). I just can

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                                                                                                                  Hello,everyone, i'm just join zoho and create two email accounts for my own business. I was using it to get a verified email from stripe, but can't receive it. and I use my private gmail account to send test email twice, first time show below reply, but

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                                                                                                                • Zoho Creator integration with Sage 50

                                                                                                                  Hi, Wondering if anyone has had any experience connecting Zoho to Sage 50 and could share any information on this matter. Thank you.

                                                                                                                • Conditional Email Forwarding

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                                                                                                                  Hello, I have an issue with incoming emails sent from my website (domain: h2ostop.si). Emails are visible in the Sent folder, which means they are successfully sent through Zoho SMTP, but they never appear in my Inbox. Nothing arrives in Inbox, Spam,

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                                                                                                                  It would be great if I could select a global list to use for a multi select dropdown filed.

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                                                                                                                  Diagnostic-Code: 4.7.0 [TSS04] Messages from 136.143.169.51 temporarily deferred due to unexpected volume or user complaints - 4.16.55.1; see https://postmaster.yahooinc.com/error-codes Remote-MTA: dns; mta5.am0.yahoodns.net

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