Kaizen #161: Global Sets using Zoho CRM APIs

Kaizen #161: Global Sets using Zoho CRM APIs

 Hello all!
In this week, we will see how to work on the Global Sets using our Zoho CRM APIs. Global Picklist APIs were introduced in Zoho CRM API version 6.

In this post, we will cover the following
  • Global Sets in Zoho CRM
  • Advantages of the Global Sets
  • Use case
  • Create a Global Set using the POST Global Picklist API
  • Use the Global Set with a Picklist Field in the Required Modules
  • Update the Global Set Values Using the PATCH Global Picklist Field API
  • Conclusion

Global Sets in Zoho CRM

Zoho CRM offers an efficient way to maintain a set of data that will be used commonly across the modules to maintain accuracy via the Global Sets or Global Picklists.
Global Sets or Global Picklists are collections of picklist values that can be associated with multiple picklists across modules. When you create Global Sets, you define a set of values that can be associated with fields in different CRM modules, ensuring uniformity in data input across your organization. Refer to this link to know more about Global Sets.

Advantages of Global Sets

  • Consistency: The same list of values is available across multiple modules, reducing errors and inconsistencies in data entry.
  • Time-saving: You do not have to update picklist values in each module manually. Once updated centrally, changes reflect across all associated fields in all modules.
  • Scalability: Easily expand your picklist when your business grows, adding new values (e.g., Adding new showroom location for franchises) without repetitive work.
  • Easy Management: Centralized management of picklist values means less administrative work.

Use case

Global Picklist for Showroom Locations at Zylker Electronic Franchise 
Zylker, an electronics business franchise, operates several showrooms across multiple cities, all managed in Zoho CRM. As the franchise expands, they need to add new showrooms to various modules such as Leads, Deals, and Services frequently.  Whenever a new showroom opens, they can update the Global Picklist, ensuring that all modules are updated instantly and preventing inconsistencies.
In these situations, different teams manually entering showroom locations in the picklist field can lead to mistakes like typos or different spellings of the same location.
By implementing a Global Picklist for "Showroom Location," Zylker ensures that all teams select from the same list of showroom locations.

Create a Global Set using the POST Global Picklist API

Create a Global Set with the desired values. 

Request URL:  {api-domain}/crm/{version}/settings/global_picklists
Request Method: POST

Request Body: 

{
    "global_picklists": [
        {
            "display_label": "Showroom Location",
            "description": "Use this picklist option to manage showroom locations across all modules in your CRM.",
            "pick_list_values": [
                {
                    "display_value": "New York Showroom",
                    "sequence_number": 1,
                    "actual_value": "New York Showroom"
                },
                {
                    "display_value": "Los Angeles Showroom",
                    "sequence_number": 2,
                    "actual_value": "Los Angeles Showroom"
                },
                {
                    "display_value": "Chicago Showroom",
                    "sequence_number": 3,
                    "actual_value": "Chicago Showroom"
                },
                {
                    "display_value": "Houston Showroom",
                    "sequence_number": 4,
                    "actual_value": "Houston Showroom"
                }
            ]
        }
    ]
}


If the API call is successful, a global picklist will be created with the specified options. The following GIF demonstrates the newly created global picklist in the UI.



Use the Global Set with a Picklist Field in the Required Modules

Create picklist fields in the required modules, such as Leads and Contacts, and link the created Global Set with a picklist field in modules using the Create Custom Field API.

Follow the below steps to link the created Global Set with a picklist field in a module.

Step 1: Retrieve the unique ID of the Global Set 

Retrieve the unique ID of the created Global Set using the GET - Global Picklists API to link it with a picklist field. The below URL retrieves all Global Sets in your org.

Request URL: {api-domain}/crm/{version}/settings/global_picklists
Request Method: GET

Response:


The API retrieves all available Global Sets in the organization.

In this case, the "Showroom Location" field needs to be associated with the modules, and its unique ID is 5725767000004230002. Use the following request URL to view the specific global picklist field along with its options.

Request URL: {api-domain}/crm/{version}/settings/global_picklists/5725767000004230002
Request Method: GET

Response:



Step 2: Use the Global Set in the desired module

Create a new picklist field in the required modules and associate the "Showroom Location" Global Set with the picklist field.
  • Leads - To track customer inquiries by showroom location.
  • Deals - To monitor sales by showroom location.
  • Sales Orders - To process orders based on showroom location.
  • Service Requests - To handle customer service tickets by showroom location.
This post uses the "Leads" module as an example. Use the Create Custom Field API to associate the Global Set with the Leads module.

Request URL: {api-domain}/crm/{version}/settings/fields?module=Leads
Note: The module parameter is mandatory to create a field in a module.
Request Method: POST

Request Body:


{
    "fields": [
        //Associating the Showroom Location Global Set with the Leads module
        {
            "field_label": "Showroom",  //The Showroom field in the Leads module, where the "Showroom Location" Global Set is associated

            "data_type": "picklist", //To associate a global picklist, use the data type "picklist"
            "global_picklist": {
                "id": "5725767000004230002" //ID of the global picklist
            }
        }
    ]
}


Response in the UI:



Use the above process to create the Global Set across modules using the Create Custom Field API. 

Below are the request URLs to associate the field with other modules as per our use case:

  • {api-domain}/crm/{version}/settings/fields?module=Deals
  • {api-domain}/crm/{version}/settings/fields?module=Sales_Orders
  • {api-domain}/crm/{version}/settings/fields?module=Service_Requests


Update the Global Set Values Using the PATCH Global Picklist Field API

Any changes made to the Global Set will automatically reflect across all modules associated with it. Use the PATCH - Global Picklist Field API to update the values in a Global Set.

Request URL: 
{api-domain}/crm/{version}/settings/global_picklists/5725767000004230002
Request Method: PATCH

Request Body:


{
    "global_picklists": [
        {
            
            "pick_list_values": [
                {
                    //"display_value": "New York Showroom", 
                    "id": "5725767000004230003", 
                    "type": "unused" // to move the option to the unused state
                },
                {
                    "display_value": "Chicago Showroom",
                    "sequence_number": 3,
                    "actual_value": "Chicago Showroom",
                    "id": "5725767000004230007",
                    "type": "unused",
                    "_delete": null // deleting the option from the global Field
                },
                // Creating a new option or adding a new showroom location to the Global Set 
                {
                    "display_value": "San Francisco Showroom",
                    "actual_value": "San Francisco Showroom"
                },
                {
                    "display_value": "Boston Showroom",
                    "actual_value": "Boston Showroom"
                }
            ]
        }
    ]
}



Using the PATCH Global Picklist API, you can easily manage and perform various operations. In the above request, Zylker performed the following operations:

  • Moving an Option to Unused State: The "New York Showroom" option is marked with "type": "unused", meaning the showroom is moved to the "unused" state, indicating the option is no longer active but has not been deleted from the system.
  • Deleting an Option: The "Chicago Showroom" option is deleted from the picklist field using the  "_delete": null, meaning the option is removed or deleted from the system and is no longer valid.
  • Adding New Options: In addition to the above operations, two new showrooms namely "San Francisco Showroom" and "Boston Showroom", are added to the field using the "display_value"(mandatory) and "actual_value" (optional), as Zylker expands its franchise to new cities and manages them across the modules.
Note: The updated value will replace its old value in areas such as Records, Criteria, Workflow Actions, and Field Dependency. 

Conclusion

Hence, the Global Sets help Zylker keep the showroom location list up-to-date and consistent across modules, making it easier to manage showroom locations in their CRM system.

We trust that this post meets your needs and is helpful. Let us know your thoughts in the comment section or reach out to us at support@zohocrm.com
Stay tuned for more insights in our upcoming Kaizen posts!

Cheers!!!



      • Recent Topics

      • Writing by Hand in "Write" Notes

        Hi there! I just downloaded this app a few moments ago, and I was wondering if there was a way to write things by hand in "Write" mode instead of just typing in the keyboard. It would make things a bit more efficient for me in this moment. Thanks!

      • Make CAMPAIGNS email look as simple as possible

        Hi there I'm trying to make my Campaigns email look as much like a normal email as possible. I'm a bit stuck with the "justification" of the email email block. Can I LEFT JUSTIFY the "whole email" to make it look "normal"? (Please see screenshot attached)

      • Zoho Sign Reminder email template

        Is there a template we can edit for the reminder emails? I don't see it in Settings / Choose a template

      • Preview an upload PDF or File

        I have a form where the customer has to upload a file (normally PDF - never jpeg)  When in report view I want to be able to preview the uploaded file without having to download it.  If I click on the upload it downloads to my computer, I want to be able

      • How to filter emails by Reply-to field?

        I receive a very particular newsletter from an association A registered on a website W (that is used by many associations), and the emails fields are not great: the From just contains the generic website's W's email, while A is only mentioned in the Reply-to

      • How to invite friends on other social media platforms to one of my group chats in arattai?

        Hello, I have formed chat groups in arattai. I want to invite my friends on other social media platforms like WhatsApp/ FB to one of my groups. Different friends would be invited to different groups. How to share an invite link of one of my groups to

      • Line spacing

        I coudn't decrease the line spacing to space smaller then a single line. There is too much space between the lines that make the document look ugly. Please fix that. Liran. fonar

      • Google Fonts Integration in Pagesense Popup Editor

        Hello Zoho Pagesense Team, We hope you're doing well. We’d like to submit a feature request to enhance Zoho Pagesense’s popup editor with Google Fonts support. Current Limitation: Currently, Pagesense offers a limited set of default fonts. Google Fonts

      • Control Position of “X” (Close) Button in Popup Editor

        Hello Zoho PageSense Team, We hope you're doing well. We would like to request a customization improvement in the PageSense popup editor. Current Limitation: Currently, the position of the “X” (close) button is fixed and cannot be customized in the popup

      • Add Standalone “Save” Button in Pagesense Popup Editor

        Hello Zoho Pagesense Team, We hope you're doing well. We would like to request an important usability improvement in the Pagesense popup editor. Current Limitation: There is currently no dedicated Save button while building a popup. The only way to save

      • Text Direction Control in Pagesense Popup Editor

        Hello Zoho Pagesense Team, We hope you're doing well. We’d like to submit a feature request to add text direction control in the Pagesense popup editor. Current Limitation: Currently, the popup editor does not provide native support for RTL (Right-to-Left)

      • Autosave in Pagesense Popup Editor

        Hello Zoho Pagesense Team, We hope you're doing well. We’d like to submit a feature request to enhance the Pagesense editor with an autosave functionality. Current Limitation: Currently, changes made in the Pagesense editor must be manually saved. In

      • Billing frequency is not displayed correctly.

        Hello There is an issue while displaying the billing frequency on a subscription quote. I am able to activate the subscription details and get this lovely overview: If I am adding a Plan which I charge quarterly, first of all it should be possible to

      • Creating Secret via Vault API

        Hi I am trying to create a secret through vault api.  This is the response I get. One thing I am not sure is how to decrypt the secretdata, how to get the secrettypeid? {     "operation": {         "result": {             "error_code": "",             "message": "Sorry, we are unable to process your request.",

      • Is It Possible to Hide Menu Option from Main Navigation?

        Is it possible to hide a menu option, e.g. Admin, from the Main Navigation based on some criteria, e.g. login = zoho.adminuser

      • Unleash the power of detail, with Table View.

        What use is context that's not available where you need it? With this in mind, we bring you the Table View. This feature will add more power to the way you organize and work through your ticket load. Table View comes in handy when you want more control over the ticket information you see. This is a nifty tool for users who find themselves limited in terms of the level of information that is being offered in the Classic View and Compact View. With an upper limit of 15 columns, agents can glean most

      • Kaizen #126 - Circuits in Zoho CRM - Part 1

        Hello everyone! Welcome back to another week of Kaizen! Today, we will discuss an exciting topic—Circuits in Zoho CRM. For starters, we will discuss what Circuits are, how beneficial they are for businesses, different views of a Circuit, and the different

      • 'Statement of Accounts does not exist' error received, when creating PO using api in Zoho Inventory

        Here is request json -- JSONString = { "date": "2019-09-24", "purchaseorder_number": "PO-6-1", "delivery_date": null, "delivery_org_address_id": 36221200000056XXX, "vendor_id": 362212000000564XXX, "attention": "Testing", "line_items": [{ "unit": "Pieces", "account_id": 36221200000003XXX, "quantity": 1, "item_id": 362212000000049XXX, "tax_type": "", "tax_name": "", "name": "One HD", "purchase_rate": 85, "tax_percentage": 0, "item_total": 85.00, "tax_id": "", "warehouse_id": 362212000000564XXX }] }

      • Multiple clients in one project

        Hi team, What is the possibility to have more than one client to be linked for one project in the Zoho Books? Our business model is to have a project, and this project have expenses/bills, as well, we issue invoices for this same project to several customers.

      • I can receive but not send emails

        Hello, I've been not able to send emails for almost a year now. I been using alternate email to do this. I want to know how to fix this so I can use my zoho account normally again.

      • Workdrive on Android - Gallery Photo Backups

        Hello, Is there any way of backing up the photos on my android phone directly to a specific folder on Workdrive? Assuming i have the workdrive app installed on the phone in question. Emma

      • Clients not receiving emails

        I've been informed that my emails are not being received. Is there anything that I should look into to rectify this? Many thanks!

      • Rendering PDF to view on page

        My company upload lots of PDF files onto Zoho. But every time we open it, it downloads the file instead of viewing it on the web page. Does Zoho allow uploaded PDF files to be rendered to view on web page yet? I've been trying to use <embed> or <object> but it cannot be loaded.  (similar thread: https://help.zoho.com/portal/community/topic/how-to-open-a-pdf-file-of-a-view-in-preview-mode)

      • Dynamically Fetching Lookup Field Display Value

        I have an audit trail form, Audit_Changes, that tracks old vs new values across different forms. For lookup fields, the old/new value is the ID, but I also need the display value. What's a best practice for dynamically fetching the display value of the

      • Zoho Toolkit Email Signature Generator

        I'm having real issues with the email signature generator with no matter where I host the photo, Zoho doesn't seem to show the photo on the link provided?

      • Ability to Create New Items When Zoho Trident is Minimized via tray or taskbar icon

        Allow users to create new items (emails, calendar events, tasks, etc.) directly from the system tray icon or by right clicking the task bar icon, even when the window is minimized or not actively running in the foreground. This enables quick access to

      • I can not see Undeliverable emails from my Mass Email Leads activity in CRM

        I am sending email templates and I can not see the Undeliverables? I only receive the "Out of Office" replies and any manual replies from the lead. Can you please let me know where the Undeliverable emails are sent so I can use the information to clean up the database?

      • Select Zoho Contacts as Meeting Participants in Zoho Cliq

        Hello Zoho Cliq Team, We hope you're doing well. We would like to request an enhancement to the meeting scheduling functionality in Zoho Cliq. Current Limitation: When scheduling a meeting in Zoho Cliq, participants can only be selected from: Organization

      • Ability to Select External Users from Participants List When Scheduling Meetings

        Hello Zoho Cliq Team, We hope you're doing well. We would like to request an enhancement to the meeting scheduling experience in Zoho Cliq. Current Limitation when scheduling a meeting in Zoho Cliq: External users can be selected from the list only under

      • Kaizen #212 - Map Dependency Fields in Zoho CRM using APIs

        Hi Everyone!! Welcome back to another week of Kaizen series! Over the past few weeks, we have been addressing your questions and feedback shared through our Kaizen 200th feedback form. Thank you for your continued engagement and thoughtful queries. We

      • Outdated state in mexico

        Hello Zoho team, the drop down to add the state for customers, when they introduce their state in mexico has a city named “Distrito Federal” that name changed many years ago to “ciudad de mexico”. could you please update this so my clients can find the

      • Is anyone using Zoho Flow with airtable?

        I need to build a flow that collects data from airtable and uses some of that data to create folders and files in google drive. I have fully function version of this in zapier and want to migrate to zoho. I am trying to perform a very basic fetch from

      • AI in Zoho Workplace: A Sneak Peek into What’s Coming!

        Hello everyone, We’re super excited to share something we’ve been working on and we want you to be part of it! You may have seen our announcement blog post introducing a major evolution in how AI works within Zoho Workplace. Want to be among the first

      • Meet Canvas' Grid component: Your easiest way to build responsive record templates

        Visual design can be exciting—until you're knee-deep in the details. Whether it's aligning text boxes to prevent overlaps, fixing negative space, or simply making sure the right data stands out, just ironing out inconsistencies takes a lot of moving parts.

      • Best way to share/download presentation files in Zoho without losing formatting?

        Hello Zoho Community, I often work with PPT/PDF files in Zoho Docs and share them with colleagues. While PDFs usually give a direct download option, I’ve noticed that PPT/PPTX files sometimes only open in the viewer without a clear download link. Is there

      • Workflow Failure - Notifications

        Good afternoon, I have just experienced an error whereby a Workflow failed, for a reason currently unknown. The problem is that one of my users had to flag this manually (thankfully he's very thorough) and this otherwise would have flown under the radar.

      • Introducing Bin Locations In Zoho Inventory

        Hello users, We are excited to let you know that your wait for the Bin Locations feature has now come to an end! Yes, you heard us right! We are here to introduce the much-awaited Bin Locations now in Zoho Inventory. But before we dive into the feature

      • Error "Invalid client task found corresponding properties" only when triggered from workflow ?

        Hi All, I am facing an error message I never encountered previously: Error in executing On Add - On Load script Error in executing thisapp.get_all_projects_api_call function. Line:(2) Error in executing thisapp.getAccessTokenFromRefreshToken function.

      • How to interpret Campaign report statistics - definitions/explanation

        I am trying to make sure I understand the Campaign report correctly Do you have a list of definitions for: Delivered - it has reached the recipient's inbox Campaign reach - is this the number that have opened the campaign email? Unique Opens Clicks/Open

      • Feature request - pin or flag note

        Hi, It would be great if you could either pin or flag one or more notes so that they remain visible when there are a bunch of notes and some get hidden in the list. Sometimes you are looking for a particular name that gets lost in a bunch of less important

      • Next Page