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 Campaigns Resources
Zoho CRM Resources
Design. Discuss. Deliver.
Zoho Show Resources
Get Started. Write Away!
Writer is a powerful online word processor, designed for collaborative work.
Zoho CRM コンテンツ
-
オンラインヘルプ
-
Webセミナー
-
機能活用動画
-
よくある質問
-
Ebook
-
-
Zoho Campaigns
- Zoho サービスのWebセミナー
その他のサービス コンテンツ
Nederlandse Hulpbronnen
ご検討中の方
Recent Topics
No Sales Returns on SO's with Dropped Shipped items + Inventory Items
We have encountered an issue in Zoho related to sales orders that include both dropshipped items and inventory items. Specifically, it is currently not possible to create sales returns for the company’s own inventory items from these sales orders. ThisPre-fill TO and CC fields for Email Templates
This would be a game changer to be able to set either specific email addresses or merge fields based on deal role titles into email templates. Please pass this along to *hopefully* add to future features of Zoho CRM.Pick list - Cannot save list "Special Characters not Allowed" error message
Bulk uploading values. All values are pretty standard - with the exception of a "-" (dash). Like: Industry - Prepared Food Is the simple dash a special character too? JanFlow with CRM
Hello, I have a simple flow that uses a web hook to enter data into a Sales Order. I have the web hook sending Flow data which has a PO field. If the PO has a special character like - or / or \ the task fails. How can I get the flow to be okay with theMaking the Resolution Tab Mandatory
Hello Everyone! This edition is here to show you how to make the Resolution mandatory when closing a ticket. The Ticket Resolution tab helps keep a record of the solution provided for the ticket query. The resolution can serve as a quick reference toNotificación de cumpleaños
Hola: Se puede enviar alguna alerta de felicitación al personal que cumple años, que se dispare solo? Si existe como se puede hacer? SaludosAutomation#25: Move Tickets to Unassigned When the Owner Is Offline
Hello Everyone, Welcome to this week's Community Series! 'Tis the holiday season—a time when work often takes a brief pause. The holiday spirit is in full swing at Zylker Techfix too, with employees taking some well-deserved time off. During this period,Callback URLs
I need to connect to an external service through an API that requires me to provide a Callback URL so that a status update can be sent back when the API request has been processed. Is there a way to do this in Creator without having to use a middlewareEmail signature not being included if user creates ticket / sends email
When I create a ticket (send email), the signature doesn't appear to be added to the ticket. Can you confirm if this is the case? It would obviously be useful to include the user's signature even when sending a client an email and not only on replieZoho Notebook window ignores taskbar
When maximized to full screen, the Zoho Notebook window ignores the presence of the taskbar and overlaps it. What could be the problem? Linux Mint 22 Cinnamon. Zoho Notebook 3.2.0URL for job opening
I would like to ask you to add this feature to the product: create an unique url for each job opening on Zoho Recruit, so that I can add a link to it when I post the opportunity in a mailing list or on a forum.Document images
We used to be able to rotate the images but this has now been removed ???VENDORS ARE NOT SYNCHED WITH CONTACTS IN CRM
Hello, While the ACCOUNTS and CONTACTS (Including the primary contact) are synced with the CONTACTS module in CRM, the vendor's CONTACTS are not synced with CRM - which basically forces the users to re-enter all vendor's contacts twice and then updateInvolved account types are not applicable when create journals
{ "journal_date": "2016-01-31", "reference_number": "20160131", "notes": "SimplePay Payroll", "line_items": [{ "account_id": "538624000000035003", "description": "Net Pay", "amount": 26690.09, "debit_or_credit": "credit" }, { "account_id": "538624000000000403", "description": "Gross", "amount": 32000, "debit_or_credit": "debit" }, { "account_id": "538624000000000427", "description": "CPP", "amount": 1295.64, "debit_or_credit": "debit" }, { "account_id": "538624000000000376", "description":KB Templates
* It would be nice if Zoho can provide users an option to create custom templates for KB articles. Also, it would be nice as well if the users can have an option to 1.) select a default template and 2.) declare default tag/tags, for KB articles created through Ticket's resolution.Zoho CRM Reports Module on Mobil App
I have the mobile app and the reports module doesn't appear in the sidebar for some reason. I saw a Youtube video where the user had the Reports module on mobile. Is there a setting to show it on mobile? Thanks.Contacts Don't Always Populate
I've noticed that some contacts can easily be added to an email when I type their name. Other times, a contact doesn't appear even though I KNOW it is in my contact list. It is possible the ones I loaded from a spreadsheet are not an issue and the onesZoho Projects Android app update - List view enhancement
Hello, everyone! In the latest android version(v3.9.15) of the Zoho Projects app update, we have enhanced the List view of tasks. We have also introduced a complete scroll of the tasks in the list view without scrolling the task fields(status, start date,On the US Data Centre rather than the UK but dont know how to migrate it
We have a new staff member with an external email address and cant add them to Zoho chat - we have been told its becuase we are in the UK but on a US Data centre - we therefore need to change it but no idea how to can anyone else as we are going roundZoho Sheet Custom function column showing Error #EVAL!
Hello I have a custom function in Zoho Sheet developed to convert a date time from one time zone to another. The custom function takes date and time columns and then using subHour( ) converts the time to PST time. However, though the custom function works,How to add a Data Updated As Of: dynamically in text?
I need to add a "Data Updated As Of" in the dashboard to show when was the last date the data was updated. I tried to create a widget but it does not look really good, see below. Is there a way I can do this through the text widget and update it automaticallyCreate Your Own Issue Management System
Effective issue management is a cornerstone of project success. Every bug or issue, no matter how small, needs to be tracked and resolved in time to maintain project momentum. In this post, we’ll explore how an issue management system in Zoho ProjectsResource utlisation
Dear Team, We use the excel for the weekly predicted people utilization how the resource are allocated , is there any way that i can use any of the zoho products.Ask the experts - A live Q & A discussion on Zoho Recruit
We are delighted to come back with another edition of Ask the Experts community series. This edition, we'll be focusing on everything about Zoho Recruit. The topics will focus on the features that are used/asked by the majority of users and also basedBug - OTP (email) and No Duplicates
Scenario: Form with an email field, Validation: "No Duplicates" (because I want to ensure 1 entry per email). Embedded form into website (JS option). Enabled email based OTP. 1st test (via my website) - entered my email address - sent OTP - entered pin,Personal Facebook page posting instead of Business Page
I have a Facebook page that is associated with my Personal Profile and I am the Admin of that Page. I would like to schedule and Post to my Personal Page not the Business Page. Each time I try to connect to the "Page" it takes me to the Business Page. Is there a way of connecting to my personal page?Fixed asset management
I want to know if there is any individual module for fixed assets managementRecording depreciation of fixed assets as a percentage of residual value
In India, fixed assets are depreciated as a percentage of their residual value at the beginning of each fiscal year. I went through the documentation for creating recurring journal entries, but could only find ways to depreciate by a fixed rupee amountFunction #28: Automatically calculate Customer Loyalty points
Hello everyone, and welcome back to our series! Today, we're excited to share a workflow designed to streamline the management of loyalty points. Many businesses offer incentives or rewards in the form of loyalty points to their customers as a way toFunction #6: Calculate Commissions for paid invoices
Zoho Books helps you automate the process of calculating and recording commissions paid to sales persons using custom functions. We've written a script that computes the commission amount based on the percentage of commission you enter and creates anHow to Add Product SKU in Invoice?
How to Add Product SKU in Invoice?Tracking movement between departments
I've been developing a reporting system in Zoho and one of the groups I want to develop a report on primarily moves tickets from department to another. Is there a way to set up the reporting on Zoho (or Zoho Reports) that can tell me the number of ticketsZoho CRM Calendar View
Hello Zoho team, We need desperately a calendar view next to list, kandan and other views. I think it should be easy to implement as you already have the logic from Projects and also from Kanban View in CRM. In calendar view when we set it up - we chooseCall transcrition working for ringcentral?
I don't see anything about what telephony providers can be used. The Zoho support person A said that RingCentral isn't supported. Zoho support person B said that it works, just make sure the call recording link works. Excellent instructions here: CallWhat is syntax to call creator function (or trigger a creator workflow) from CRM deluge?
What is syntax to call creator function (or trigger a creator workflow) from CRM deluge?WhatsApp and Zoho Creator Integration
How we have integrate WhatsApp App with Zoho Creator without using external application ?Improve Creator Calendar Report
Please can you improve the Creator Calendar Report General There is no way to highlight certain days, for example weekends or public holidays. There is no way to hide certain days, for example weekends. There is no way to modify the day header, it justImportant updates to Zoho CRM's email deliverability
Last modified on: Jul 24, 2024 These enhancements are released for all users across all data centers. Modified on: Oct 30, 2023 Organisations that are in the Enterprise and above editions of Zoho CRM, and have not authenticated their email-sending domainsCustom modules not showing in developer console
I'm trying to create a custom summing function for a custom module I made in my CRM. When I go to create the function, my module isnt showing up. Do I need to share the custom moldule with my developer console or something of the like?Chart with Filtered Data vs Unfiltered Data
I am looking to create a chart view that displays the full data set vs a subset of the data filtered by user filter. However I do not seem to find any method by which to exclude a plot from the applied filter or any other method by which to display theNext Page