Kaizen #97 - Email APIs
Howdy, tech wizards! Welcome back to another exciting post in our Kaizen series.
This week, we will explore how to leverage the power of APIs to manage and interact with emails within the Zoho CRM platform.
Consider you are the Manager of a technological company called Zylker Technologies, which uses Zoho CRM. You want to email a client using your organization's email ID and manage the reply emails within your CRM account. The first step in bringing your organization's email to your CRM account is IMAP/POP3 configuration.
Email Configuration
Zoho CRM supports email integration via Internet Messaging Access Protocol (IMAP) and Post Office Protocol 3 (POP3). These are email protocols that standardise the exchange of mails between the servers and clients.
|
IMAP
|
POP3
|
|
IMAP keeps emails on the server and allows you to access them from multiple devices.
|
POP3 downloads emails to a local device. You can either keep a copy of them on the server or remove them to manage the storage of your web server.
|
|
It synchronises email actions (read, delete, move) across all devices, providing a consistent email experience.
|
It does not synchronise actions across devices, making it challenging to manage emails on multiple devices.
|
|
IMAP is ideal for users who need to access their emails from different devices or prefer centralised email management.
|
POP3 is suitable for users who prefer offline email access and want to save storage space on the server.
|
Following steps will help you to integrate your email with Zoho CRM.
- Navigate to Setup > Channels > Email > Email Configuration to choose your email service.
- Under choose the protocol to configure select IMAP or POP integration based on your email service provider and business needs.
Once you configure the IMAP/POP3 mail, the
SalesInbox
tab will sync and display all your mails.
Now that we have everything ready, we will take a look at how to email your clients using APIs.
Emailing a Client using API
Request URL
: {api-domain}/crm/{version}/{module_api_name}/{record_id}/actions/send_mail
Request Method
: POST
Scope
: ZohoCRM.send_mail.{module_name}.CREATE (or) ZohoCRM.send_mail.all.CREATE
Supported Modules
: Leads, Contacts, Deals, Accounts, Sales Orders, Purchase Orders, Invoices, Quotes, Cases, and Custom.
Request Body
:
{ "data": [ { "from": { "user_name": "Patricia Boyle", }, "to": [ { "user_name": "Christopher Maclead", } ], "cc": [ { "user_name": "Jack Williams", } ], "org_email": true, "consent_email": true, "mail_format": "html", "subject": "Test Email", "content": "<h3><span style=\"background-color: rgb(254, 255, 102)\">New Product Launch is on Aug 15,2023!</span></h3><h3><span style=\"background-color: rgb(254, 255, 102)\">REGARDS,</span></h3><div><span style=\"background-color: rgb(254, 255, 102)\">AZ</span></div><div><span style=\"background-color: rgb(254, 255, 102)\">ADMIN</span></div>" } ] } |
You can also use other request JSON keys mentioned in
this
document to send an email. When you email a client, the email automatically gets added to the related lists of the record specified in the request url.
There are a few other conditions that you need to check while emailing a client using the Send Mail API.
(i) from Addresses
As you are sending the email from your CRM account, you should use only the IMAP/POP3 configured email IDs. To know the configured email IDs of your CRM account, make a GET API call for the
list of allowed "from" addresses
.
Request URL
: {api-domain}/crm/{version}/settings/emails/actions/from_addresses
Request Method
: GET
Scope
: ZohoCRM.settings.emails.READ
Response
:
{ "from_addresses": [ { "default": true, "user_name": "Patricia Boyle", "type": "primary", }, { "user_name": "Jack Williams", "id": "5545974000000434026", "type": "pop", }, { "user_name": "Patricia Boyle", "id": "5545974000001222005", "type": "org_email", } ] } |
- The API lists the email addresses configured in the IMAP/POP3 accounts (
imap
and
pop
), the email ID used to sign in the CRM account (
primary
) and the configured organization email addresses (
org_email
). You can use any of these email addresses to email the clients.
-
The
default:true
denotes the default
from
email address configured for UI usage. This will auto populate the
from
email address while emailing a client via UI. Anyhow, you have to specify the
from address
in the send mail API.
- If the email with type:org_email in this API response is used as a from address of the send mail API, the org_email key in the same send mail request body has to be marked as true .
(ii) Modules that are Applicable for using Templates/Inventory Templates
Consider you want to send welcome emails to all of your new leads. You cannot manually draft a welcome email every time Zylker gets a new lead. Instead you can create a welcome email template and insert it to the draft.
To insert template/inventory templates while emailing a record, make a
Metadata API
call of the particular module and check for the key
inventory_template_supported
.
- inventory_template_supported: true states you can add inventory templates in the body of the mail.
-
inventory_template_supported: false
states you can add only the email templates and not the inventory templates in the body of the mail.
In our case, you want to send welcome emails to leads. So, let us check this key for the module,
Leads
.
Since
inventory_template_supported: false
for Leads, we can
add only email templates
to its records. Below is the request body of the send mail API with welcome template,
{ "data": [ { "from": { "user_name": "Patricia Boyle", }, "to": [ { "user_name": "Carissa Kidman", }, { "user_name": "Felix Hirpara", }, { "user_name": "Kayleigh Lace", } ], "cc": [ { "user_name": "Jack Williams", } ], "mail_format": "html", "subject": "Welcome to Zylker", "template": { "id": "5545974000000640001" } } ] } |
Associate an Email with a Record
Though Zoho CRM supports email Integration, sometimes you may want to import emails from a different email service provider and add them to certain records. You can use this API for adding only particular emails to a record without completely synchronising or integrating the email service provider with Zoho CRM.
Request URL
: {api-domain}/crm/{version}/{module}/{record_id}/actions/associate_email
Request Method
: POST
Scope
: ZohoCRM.modules.emails.ALL (or) ZohoCRM.modules.{module}.ALL
Supported Modules
: Leads, Contacts, Quotes, Invoices, Sales_Orders, Purchase_Orders, Deals, Accounts and Custom.
Request Body
:
{ "Emails": [ { "from": { "user_name": "Patricia Boyle", }, "to": [ { "user_name": "Christopher Maclead", } ], "cc": [ { "user_name": "Jack Williams", "email": "jack.williams@zylker.com" } ], "subject": "Test Email", "content": "<h3><span style=\"background-color: rgb(254, 255, 102)\">New Product Launch is on Aug 15,2023!</span></h3><h3><span style=\"background-color: rgb(254, 255, 102)\">REGARDS,</span></h3><div><span style=\"background-color: rgb(254, 255, 102)\">AZ</span></div><div><span style=\"background-color: rgb(254, 255, 102)\">ADMIN</span></div>", "mail_format": "html", "date_time": "2023-07-27T22:24:12+05:30", "sent": true, "linked_record": { "id": "5545974000002858070", "name": "Mega Deal", "module": { "api_name": "Potentials", "id": "5545974000000002181" } }, "original_message_id": "000146" } ] } |
This sample input JSON is for linking an email to a record in Deals.
The
original_message_id
key is the unique ID provided by any email service provider after sending an email. To avoid adding an already existing email to a record, this unique ID has to be specified while adding an email to a record.
Now as a manager, you may want to associate the sales reps' emails with the corresponding records they have handled. To achieve this, add the record owner's ID to the owner key in the request body. Only users with admin profile can perform this action.
The API extends its horizon to associating emails with the inline images to a record. For this, you have to upload the image to Zoho File System using the
Upload files to ZFS API
. Ensure you specify the parameter
"type":"inline"
while uploading the inline images to the ZFS.
The ID provided in the response of this API has to be specified in the content key of associate email to a record API as follows:
"content": "<h3><span style=\"background-color: rgb(254, 255, 102)\">New Product Launch is on Aug 15,2023!</span></h3><h3><span style=\"background-color: rgb(254, 255, 102)\"><img class=\"ZCrmImage\" src=\"crm\/img_id:c5afdcdbe17cd7bcee305c1a23067169caf522cbf76ed9d1c9c06408b22888ee\"></span></h3><h3><span style=\"background-color: rgb(254, 255, 102)\">REGARDS,</span></h3><div><span style=\"background-color: rgb(254, 255, 102)\">AZ</span></div><div><span style=\"background-color: rgb(254, 255, 102)\">ADMIN</span></div>" |
Zoho CRM also offers API support to fetch all the
emails of a record
, list the users with whom a
record's emails are shared
, and download
email attachments
and
inline images
. They help us to streamline email-related processes, enhance communication, and maximize the efficiency of email management.
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 eagerly await your thoughts and feedback on this!
Keep an eye out for more valuable insights on our developer space!
Cheers!
Additional Reading
- Email Configuration for IMAP/POP3
- GET Modules API
- Emails of a Record
- Shared Details of an Email
- Download Email Attachments
- Download Inline Images of an Email
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
Kiruthiga G
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 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
My workflows not working
Hi I have created my first workflow I want it so when a customer responds to a ticket that the status is changed to "reopened" We want this so its clear there is a ticket to deal with again. We only have 2 agents responding to tickets and do not haveWaiting Room
Is there any plans to implement a Virtual Waiting Room for Attendees on Meetings and or Webinars?Error AS101 when adding new email alias
Hi, I am trying to add apple@(mydomain).com The error AS101 is shown while I try to add the alias.Global Sets for Multi-Select pick lists
When is this feature coming to Zoho CRM? It would be very useful now we have got used to having it for the normal pick lists.What's New - January 2025 | Zoho Backstage
Hi there! As we step into a brand-new year, we’re thrilled to bring you some exciting updates to make event management more enjoyable and efficient. Here’s what we rolled out in January to kick off 2025: Backstage 2.0 now enforced for all users We'veHow do you do ticket add ons in Backstage?
Hi Everyone, If you wanted to have general admin tickets and allow for add ons, like camping, or car or Carbon offset. What would you do? Peace RobinRe-create auth token
I need to re-create a self-client auth token, with the same scopes (and additional ones) as the current token. Is there a way to view the scopes assigned to the current token to ensure that no scopes are missing when creating the new one?Writing on sketch cards is bugged when zoomed in
When zoomed in, it writes a noticeable distance above or to the side of where you're actually trying to write. The further you're zoomed in, the more noticeable it is. Zooming is also entirely absent on the desktop version.Doesn't let me test my newsletter.
Hello, I click "Preview and Test". I select the email address to send the test (usually my own email). I send the test email, appears the message "Your test email has been sent", but nothing happens. I mean, there is nothing in my inbox. I also triedCustom Related List anchor tag with tel protocol
The following code worked great for about a year to create clickable tel and mailto links in a related list in the Deals module. Just this morning, it started displaying the HTML as text. For example: <a href='tel:8882490100'>8882490100</a> Zoho supportreset of user password
User forgot her password, so she requests a password rest, but never gets the email. How do I reset her password, since that function is not an option, even for an administrator?In what case it's better to use Developer Console? Only for marketplace?
As I can see from the documentation, the limitations are challenging. No Custom API No Page Variables No Custom Connections.commision tracker
I am after a zoho developer to finish my commission tracker as I hired someone on oDesk that started but now will respond to my emails.I really need to get It finished as it is holding up my plans Thanks Budget : $500 | Duration : a.s.a.p To leave a private message, please click the link for private response in post Action section.Generate a Zoho Sign link
From time to time I get a response "I never received your you e-document for electronic signature" is there a way to generate a Zoho Sign link to share.Error 403: Forbidden When Updating Email Signature via API
Hi Zoho Desk team, First, congratulations again on the excellent Zoho API. But, I’m encountering an issue while attempting to update an email signature via the API. Whenever I make a request to update the signature, the response returns an HTTP 403 ForbiddenQueues Management ?
I need to assign the new requirements equally between my support agents. How I can configure this feature in Zoho? ThanksClient Can't View Ticket
Hi, I created a ticket for my Client since he had an issue. I added him as a Contact as well. My client got a notification in his email that the ticket has been created. When he went to view the ticket on his desktop, the screen was blank. He then viewedAutomating Custom Web Link Messages to Customers via Instant Messaging in Zoho Desk
Hello, I am looking for assistance with Zoho Desk's Instant Messaging feature. Is there a way to automate the sending of a custom web link to customers every day at 6:30 PM? Any guidance or suggestions on how to achieve this would be greatly appreciated.How do you apply field validation to a date field?
We are using Sign for remote e-signature of liability waivers. The signer must enter a date of birth, and if they are a minor their legal guardian must sign for them. However we have had numerous problems with signers returning an invalid date of birthImplement Regex in Layout and Validation rules
Hello all, We are excited to announce that users can now implement Regular Expressions (Regex) in our layout and validation rules. This new functionality allows for more flexible rules to be created when designing and validating forms. What is Regex?Zoho Desk Validation Rule Using Custom Function
Hi all, I tried to find the way to validate fields using custom function just like in Zoho CRM but to no avail. Is there a way to do this?Editing landing page after signup for a webinar
Hi, how can I edit the landing page after signing up for a webinar. I personalized the email "registration confirmation", which is working fine. Nevertheless after submitting the form, the participant gets redirected to a page, which looks like the standardKiosk GetRecords can't compare formulas
(submitted as a help request by accident - should have been a topic) Scenario: I have an "email domain" formula whose value is "@xyz.com" if the e-mail address is brent@xyz.com . I have the same field in Leads and Contacts. So, theoretically, I shouldKiosk can't merge picklist or multiselect
There is no ability to load a multiselect or picklikst field into a kiosk with the values that have been previously selected. So, I essentially have 3 unacceptable options: 1.)Load the value into a text string and include instructions like this: "PicklistFillable template with dynamic tables?
Is there a way to build a fillable template so that users can add rows to a table? To describe what I'm trying to accomplish the table has 3 sections; a header row, some number of rows with custom information, and a summary row with totals. I can't figureTip of the Week - Timeline User Filter for Dashboard
Does the Date User Filter in your Dashboard leave out a few reports from filtering? This happens when the reports are not created over the same table and the (time) column over which the user filter is created. To solve this, Zoho Reports has a Timeline User Filter. This filter applies the criteria on all reports, matching it with the best possible date column associated with a report. i.e., if your reports are based on a date column, then it will filter it for that data column. To know more onZoho Forms Webhooks - Only sends on submission not on edit.
Hi There, We have a slightly unique use case for Zoho Forms. We used Zoho Forms for the collection of Guest Lists. When a customer submits their guest list they get an email confirmation. Within this is a link for them to update their guest list beforeAdd Knowledge Base KB Articles to multiple categories
Greetings, Love you help center system. One item that would be incredibly helpful to many of us would be able to add a single Knowledge Base KB article to multiple categories in our system. It seems it could be quite easy to use a checkbox form, insteadWhat does "Tickets for Review" do?
What is the purpose of the va nilla view " Tickets for Review?"Report of Leads/Accounts/Deals with no open activities
How can we replicate the option in filter to only show Leads/Accounts/Deals with no open activities ? The option is present in the filters (please find screenshot) but I am unable to find them in the report. ThanksCannot set Subform Multiline field to read-only using Client Script
I am using client script to set different subform fields as read-only It works for Single Line Fields, but when I try to set a Multiline field as Read-only it doesn't work var subform = ZDK.Page.getSubform("Subform_1"); var item_Code_old = subform.getField('Item_Code_Old').setReadOnly(true);Changing Color Theme of Guided Conversations
Hello, We have recently added Guided Conversations to one of our websites, but I am wondering if there is a way to customize the color scheme so it matches the appearance of the website? Thank you in advance!Lost the ability to sort by ticket owner
Hi all, in the last week or so, we have lost the ability to sort tickets by Ticket Owner. Unlike the other columns which we can hover over and click on to sort, Ticket Owner is no longer clickable. Is it just us, or are other customers seeing this too?Can't login to Zoho mail
I'm logged into Zoho but when I try to go in zoho mail I get: Invalid request! The input passed is invalid or the URL is invoked without valid parameters. Please check your input and try again. I just set up my mx records and stuff with namecheap a fewSocial Media Simplified with Zoho Social: Bridge sales and social media marketing
Social media marketing has become the go-to strategy for most businesses who are trying to boost awareness of their product/service, create a brand image in the minds of their audience, increase website traffic and engagement, and generate leads. PostingThis domain is not allowed to add. Please contact support-as@zohocorp.com for further details
I am trying to setup the free version of Zoho Mail. When I tried to add my domain, theselfreunion.com I got the error message that is the subject of this Topic. I've read your other community forum topics, and this is NOT a free domain. So what is theWork Orders / Bundle Requests
Zoho Inventory needs a work order / bundle request system. This record would be analogous to a purchase order in the purchasing workflow or a sales order in the sales cycle. It would be non-journaling, but it would reserve the appropriate inventory ofCreate Quote does not show the "Product Description" entered as part of the Product setup.
The product description created as part of the product setup page, does not show in the Create Quote module; The module allows for an additional description to be added but without access to the original stored description. By selecting the product from the "Product Name Lookup" pop-up, the "Product Description" part should be populated from the product record where the user is allowed to further modify it.Allow Itemization for Recurring Expenses
For whatever reason, one cannot itemize a Recurring Expense. This capability should be added. The use cases to support this is largely the same as what they were to allow for itemization in Expenses. Anything that would need to be itemized for a regularFeature Request – Auto-Save Draft for Interview Assessments
Hello Zoho Recruit Team, I’d like to suggest a feature that would be incredibly helpful for recruiters conducting multiple interviews. Currently, when filling out an Interview Assessment, there is no option to auto-save progress as a draft. At times,Next Page