Kaizen #172 - Leveraging the 'crmAPIResponse' Object in Queries

Kaizen #172 - Leveraging the 'crmAPIResponse' Object in Queries



Hello everyone!
Welcome back to another week of Kaizen!

We released the Queries feature sometime back and hope you have tried it out.

A little gist about this feature before we move on to our post.

Zoho CRM's Queries feature enables dynamic data retrieval from both CRM modules and external services, facilitating seamless integration and informed decision-making.

Key Components

  • Sources: Pre-configured sources like Modules and COQL are available, with the option to add custom sources via REST APIs.
  • Queries: Fetch data by selecting modules, writing COQL statements, or specifying REST API endpoints, headers, and parameters.
  • Variables: Incorporate variables in criteria, COQL statements, and endpoints to pass dynamic values during execution.
  • Schema: Auto-generated schemas define the structure of query responses, with editable paths, field types, and labels for customization.
  • Serializer: Utilize JavaScript to manipulate and customize query responses, ensuring data is in the desired format for further processing.

Types of Queries

  • Modules: Retrieve records by selecting specific modules and fields, applying conditions to filter data as needed.
  • COQL (CRM Object Query Language): Write SQL-like queries to fetch data, supporting complex operations like joins and aggregations.
  • REST API: Fetch data from external services by specifying endpoints, headers, parameters, and connections.

With the Queries feature, you can efficiently access and display relevant data within Zoho CRM, enhancing workflow efficiency and decision-making capabilities.

A little insight into Functions before we dive into today's Kaizen!

Functions, Queries, you get the connection, right? Read on!

Many of us use Functions in Zoho CRM extensively to perform our business logic and customize the way things work in Zoho CRM. You can use Functions in blueprints, workflows, Circuits etc.

Let's say you have a function that gets the employee records from the Employees module. Technically, the function executes an API call or an integration task, and gives a response.

The response can be a string or map(JSON), depending on how the function is written and where it is used. Since functions can be used in many places, the same response format may not be the right one to be used in a circuit or a workflow.

This is where the genie 'crmAPIResponse' object comes into picture!

The power of the 'crmAPIResponse' object

The crmAPIResponse object to be returned in the CRM function should encapsulate the response in a way that it can be used in Queries, Circuit, workflow etc. The details needed are encapsulated as a map. It should include details like crmStatusCode, status, message, body in order to construct the desired format for handling data and customizing the error handling logic.

Let's consider the following example function where we use the getRecordByID integration task.

The response of the integration task contains all the fields in that module, but we want only certain parts of the response JSON and also add custom error messages, to be used in other components like Queries, Circuits, etc,.

Here is the code.
{
leadId = "3652397000018025772"; // Replace with a valid Lead ID

// Initialize customAPIResponse map
customAPIResponse = map();

// Fetch lead details
crmResponse = zoho.crm.getRecordById("Leads", leadId);

// Log the raw response for debugging
info "CRM API Raw Response: " + crmResponse;

// Validate and process the response to include only the required fields
if (crmResponse != null && crmResponse.containsKey("id"))
{
// Extract required fields
filteredData = map();
filteredData.put("id", crmResponse.get("id"));
filteredData.put("Last_Name", crmResponse.get("Last_Name"));
filteredData.put("Email", crmResponse.get("Email"));

customAPIResponse.put("crmStatusCode", 200);
customAPIResponse.put("status", "success");
customAPIResponse.put("message", "Lead data retrieved successfully.");
customAPIResponse.put("body", filteredData); // Include only filtered data
}
else
{
customAPIResponse.put("crmStatusCode", null);
customAPIResponse.put("status", "error");
customAPIResponse.put("message", "Invalid or null response from Zoho CRM API.");
customAPIResponse.put("body", null);
}

// Return the customAPIResponse
return {"crmAPIResponse": customAPIResponse};

}


Here, you can see that we have parsed the response of the integration task to get the Last_Name, Email, and record ID using the crmResponse.get("field_API_name") statement and constructed the customAPIresponse object using the customAPIResponse.put("key", "value") statement.
The statement return {"crmAPIResponse": customAPIResponse}; returns the response body as depicted in the previous statements.

Response to the info "CRM API Raw Response: " + crmResponse; statement
"CRM API Raw Response: {"Owner":{"name":"Patricia Boyle","id":"3652397000000186017","email":"p.boyle@zylker.com"},"$field_states":null,..}}}


Response of the return {"crmAPIResponse": customAPIResponse}; statement

{
    "crmAPIResponse": {
        "crmStatusCode": 200,
        "status": "success",
        "message": "Lead data retrieved successfully.",
        "body": {
            "id": "3652397000018025772",
            "Last_Name": "Math",
            "Email": "math@gmail.com"
        }
    }
}

Error response

{
    "crmAPIResponse": {
        "crmStatusCode": null,
        "status": "error",
        "message": "Invalid or null response from Zoho CRM API.",
        "body": null
    }
}

You can see that we have used the crmAPIResponse object to get only the required keys from the response and constructed a much simpler response.
Refer to our help page on Response Object for more details.

Finally, to today's Kaizen!

We've established that you can use the crmAPIResponse object to construct responses in a way that's suitable to be consumed at another place like a circuit or a workflow.
We also know that Queries allows you to have sources of the REST API type to fetch data from various sources. This means that you can have a standalone function that is enabled as a REST API as a source in Queries.

Let's see an example.
There is a simple function that uses the getRecords integration task to get the records from the Employees module.
I have used the crmAPIresponse object to construct a response as shown in the following code.

string standalone.getRecords()
{
result = zoho.crm.getRecords("Employees");
response = Map();
response.put("status_code",200);
response.put("body",{"code":"success","details":result,"message":"function executed successfully"});
return {"crmAPIResponse":response};
}

The response of this function is a string in the crmAPIResponse object as shown in this image.


  1. Save this function and enable REST API.

  2. You can see that the domain is https://www.zohoapis.com. To be able to use this in a Query, register this domain in Trusted Domain.

  3. To create a REST API type source, you must add the source. Go to Setup > Developer Hub > Queries > Sources tab.
  4. Click Add Source and give the details like the name, base URL, headers, and parameters under the Information section.

  5. Click Save.
  6. Go to the Queries tab and click Add Query.
  7. For Source, choose the source you just added.
  8. Under Information, enter the name, API name of the query.
  9. For the endpoint, enter the API Key URL of the function.

  10. Enter the parameter name and values in the Parameter field.
  11. Click Add Serializer if you want to serialize the response. In this example, I have serialized the response to include only the Name, Email, and Position fields in the output. The result contains the 'body' object that we returned in the crmAPIResponse object of the function.

  12. Click Save to save the serialization.
  13. Click Next to view the schema of the query. Make changes as required.
  14. Save the query.
You can now use this query in Canvas or associate it with Kiosk to solve your business needs.

Let us see how the crmAPIResponse object in the function affects the response of the query.

Query with the function without crmAPIResponse:

Let's consider that the function getRecords() does not use the crmAPIResponse object. In that case, the function returns a response that is a string. This response string cannot be serialized or used elsewhere.


Schema of the query without crmAPIResponse:


Query with the function with crmAPIResponse and serialization:

The same getRecords() function that uses the crmAPIResponse object allows you to construct the response as JSON. You can serialize this response easily and use it in a circuit, query, workflow etc.


You can see here that the response is now a JSON.

Schema of the query with crmAPIResponse:



In conclusion, you can use the crmAPIResponse object in Functions to construct the desired response and use the REST API-enabled function as a source in Queries.
Leveraging the advantage of the crmAPIResponse object in functions and using it in Queries increases the prospect of solving many more business cases easily and customize more efficiently.

We hope you liked this post and found it useful. Let us know your thoughts in the comments.
If you'd like us to cover any other topic in this series, feel free to comment or reach us at support@zohocrm.com.



Cheers!

------------------------------------------------------------------------------------------------------------------------------------------------
Info
More enhancements in the COQL API are now live in Zoho CRM API Version 7. Check out the V7 Changelog for detailed information on these updates.






    • Sticky Posts

    • Kaizen #198: Using Client Script for Custom Validation in Blueprint

      Nearing 200th Kaizen Post – 1 More to the Big Two-Oh-Oh! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.

    • Kaizen #226: Using ZRC in Client Script

      Hello everyone! Welcome to another week of Kaizen. In today's post, lets see what is ZRC (Zoho Request Client) and how we can use ZRC methods in Client Script to get inputs from a Salesperson and update the Lead status with a single button click. In this

    • Kaizen #222 - Client Script Support for Notes Related List

      Hello everyone! Welcome to another week of Kaizen. The final Kaizen post of the year 2025 is here! With the new Client Script support for the Notes Related List, you can validate, enrich, and manage notes across modules. In this post, we’ll explore how

    • Kaizen #217 - Actions APIs : Tasks

      Welcome to another week of Kaizen! In last week's post we discussed Email Notifications APIs which act as the link between your Workflow automations and you. We have discussed how Zylker Cloud Services uses Email Notifications API in their custom dashboard.

    • Kaizen #216 - Actions APIs : Email Notifications

      Welcome to another week of Kaizen! For the last three weeks, we have been discussing Zylker's workflows. We successfully updated a dormant workflow, built a new one from the ground up and more. But our work is not finished—these automated processes are

      • Recent Topics

      • LESS_THAN_MIN_OCCURANCE - code 2945

        Hi I'm trying to post a customer record to creator API and getting this error message. So cryptic. Can someone please help? Thanks Varun

      • Ranking by group in report

        Dears, I am new to Zoho Analytics and I would like to ask you guys help to creating a ranking column. Report type: Pivot Matter: I want to create a ranking column on the right of Percentage. This ranking is group by column Type, and ranking by Final Score/Percent.

      • How do I add a project template to a pre-existing project?

        Help....How do I add a project template to a pre-existing project? Right now I have to delete the old project, make a new one and add the project template at the time of creating the new project.

      • Passing the image/file uploaded in form to openai api

        I'm trying to use the OpenAI's new vision feature where we can send image through Api. What I want is the user to upload an image in the form and send this image to OpenAI. But I can't access this image properly in deluge script. There are also some constraints

      • Users may not pick the fields to be shown as columns in the Choose Account window when creating a new Deal record

        Hi there, by talking with other users I found out that I, as an Admin, am the only one who can pick fields to be shown as columns in the Choose Account window when creating a new Deal record. In fact, if other users click on the "Add Column" symbol on

      • Why is the ability Customize Calls module so limited?

        Why can't I add additional sections? why can't I add other field types than the very limited subset that zoho allows? Why can I only add fields to the outbound/inbound call sections and not to the Call Information section?

      • Report Template - How to remove page break after each record?

        Hi, We have report template for a list report. It looks good at screen. But when printing, it creates a page break after each record. How to remove the it? So we can print multiple records in same page. Please look at the attached screenshots. Report Template Report Print Preview

      • Calendar report with order options and more quick view templates

        I think many of us regularly work with calendar-style reports. It would be great to be able to customize the quick view with new templates and have options to sort the entries for each day of the calendar by different criteria. I think this is an interesting

      • Deprecation Notice: OpenAI Assistants API will be shut down on August 26, 2026

        I recieved this email from openAI what does it means for us that are using the integration and what should we do? Earlier this year, we shared our plan to deprecate the Assistants API once the Responses API reached feature parity. With the launch of Conversations,

      • Shall we play a game?

        Presenting the very first game created using ZOHO Creator: Tic-Tac-Toe (or noughts and crosses) I made this to challenge myself and employ some of the new features of ZOHO Creator. I must admit that the code is very literal and not too elegant. There are plans to improve on the machine AI and streamline the code over time. Currently the code makes extensive use of functions for the machine "AI" - there are 12 of these.   The machine AI can be tricked, so to counteract that I made it exceedingly arrogant

      • CRM notes

        I want to be able to add notes to a task that do not necessarily get rolled up into an account or contact.   For example, I tasks to work on a Court Order for John Doe divorce account.  There might be lots of updates (in the form of notes) that employees

      • Confluence export to zoho learn

        Hello Is there any known way to export Confluence spaces to zoho learn ?

      • Zoho People API, Inactive users

        Hi, I would like to export using the Zoho People API using Fetch Leave Records API V2 | Zoho People API. However it only pulls active user's leaves. I want all users, active and former employees records.

      • Empty folders are now appearing in the sidebar...

        ...and the folder list is now auto-collapsed by default with no way to change. Neither of these recent updates are useful or user-friendly. ==================== Powered by Haiku https://www.haiku.co.uk ====================

      • Client Script | Update - Client Script Support For Custom Buttons

        Hello everyone! We are excited to announce one of the most requested features - Client Script support for Custom Buttons. This enhancement lets you run custom logic on button actions, giving you greater flexibility and control over your user interactions.

      • Zoho CRM for Everyone's NextGen UI Gets an Upgrade

        Hello Everyone We've made improvements to Zoho CRM for Everyone's Nextgen UI. These changes are the result of valuable feedback from you where we’ve focused on improving usability, providing wider screen space, and making navigation smoother so everything

      • Create custom rollup summary fields in Zoho CRM

        Hello everyone, In Zoho CRM, rollup summary fields have been essential tools for summarizing data across related records and enabling users to gain quick insights without having to jump across modules. Previously, only predefined summary functions were

      • Monthly Webinar - Getting Started with Zoho LandingPage

        Are you building your first landing page and want a little guidance? Join our monthly Getting Started with Zoho LandingPage webinar and learn how landing pages fit into your marketing strategy, drive lead generation, and improve conversions. Here’s what

      • View all email threads directly from record's History and Interactions

        Greetings all, We've introduced the ability to view complete email thread conversations directly from records' History and Interactions sections, along with email delivery status and sentiment insights on the Interactions page—which makes it easier for

      • Marketing Tip #22: Check website and navigation for broken links

        Do you inspect your online store frequently? If not, here's your reminder to do it now. Broken links frustrate customers and make your store feel unreliable. Whether it’s a missing product page, an outdated menu item, social media accounts, or a broken

      • Online Payment Fees

        We don't take many online credit card payments so the merchant service provider (PayPal) charges us the 2.9% fee for processing the amount. I would like the ability for the fee to be automatically added to the total amount for "ease of payment". We'd

      • push notification to Cliq when user is @mentioned in CRM notes

        push notification to Cliq when user is @mentioned in CRM notes. Currently users that is @mentioned gets an email to be notified. User/s that is @mentioned should get a Cliq notification.

      • How to make entries for restaurant sales in Zoho Books?

        Hello, I'm new to Zoho Books. I need to understand how to record our restaurant sales in Zoho Books. We can't raise invoices for each bill from the daily sales report generated by our POS (duplicated effort). We need a means of entering cumulative sales

      • Integrate with WooCommerce using Wordpress Plugin

        We’re thrilled to announce a powerful update to the Zoho Marketing Automation WordPress plugin with WooCommerce integration! This enhancement enables new possibilities for businesses running online stores using WooCommerce, empowering them to merge seamless

      • How do I sync multiple Google calendars?

        I'm brand new to Zoho and I figured out how to sync my business Google calendar but I would also like to sync my personal Google calendar. How can I do this so that, at the very least, when I have personal engagements like doctor's appointments, I can

      • Domain already exists

        Hi, I tried to add my domain creativecolumnist.com but its showing as Domain already exist. Please release if it has already been associated with Zoho, I am the real owner of that domain.

      • Select forwarding

        For Zoho mail online on PC in web browser: I had forwarding enabled in section "Mail accounts / Forwards", and I also have some filters that send emails from some unwanted senders to Archive. But it doesn't work as intended, it forwards everything (obviously

      • system not picking my default custom service report template

        Can you tell me why when we create a service report always pick the (standard old) template? Even when I have a custom service report selected as Default.

      • Restrict Appointment Booking to Approved Clients

        Dear Zoho Bookings Support Team, We'd like to propose a feature enhancement for managing appointments within Zoho Bookings. This feature would ensure only pre-approved clients can schedule meetings. Desired Functionality: We propose the introduction of

      • Automate Credit Card Surcharge

        Is there a way to create an automation that will add a 3.0% credit card surcharge to a subscription whenever a customer pays via credit card?

      • I have the item field and Quantity field in the sub form , on the submit of the form if the quantity is grater than inventory means show alert on submit validation only for item type goods ,

        I have the item field and Quantity field in the sub form , on the submit of the form if the quantity is grater than inventory means show alert on submit validation . Stock Check Validation only for item type goods , not for item type service . For the

      • Disappearance of all articles in the knowledge base

        Hi there! It seems like all of our articles have disappeared from the knowledge base: However, the names still appear in the "sort articles" section:

      • Logic for sending to a non-primary email address

        Hi, I have a scenario where contacts are able to sign up for emails with 2 different email addresses (example: work, personal). I've mapped both to Campaigns from Zoho CRM, but when I go to target an email only the primary email addresses are pulling in. How can I update this to look at both of the email addresses - or specifically the secondary email address in Campaigns? Thanks, Jenny

      • Add "Reset MFA" Option for Zoho Creator Client Portal Users

        Hello Zoho Creator Team, We hope you are doing well. We would like to request an important enhancement related to Multi-Factor Authentication (MFA) for client portal users in Zoho Creator. Currently, Creator allows us to enforce MFA for portal users,

      • Tables for Europe Datacenter customers?

        It's been over a year now for the launch of Zoho Tables - and still not available für EU DC customers. When will it be available?

      • NOTAS INVISIBLES

        Siempre que abro mis notas salen invisibles, muchas no resaltan las *negritas* en la vista previa hasta que te metes en ellas y modificas algo. Pero omg con el equipo de Zoho. Les dije que las usaba mucho precisamente por la VISTA PREVIA y encontrar las

      • Does Zoho has chatroom/chatbot url feature?

        Hi Zoho community! I’m looking for a quick "Yes/No" answer for my dev team regarding Zoho’s capabilities. We currently use Zoho Desk for our Service Team and Zoho CRM for our Marketing Team to bring both functions under one platform. Our question: Does

      • One Support Email Managed By Multiple Departments

        Hello, We use one support email (support@company.com). Incoming emails come to the "Support Department" and based on what the customer is asking, we route that ticket to different departments (billing, technical support, etc.). When users in these different

      • Is it Possible to Modify Standard Report Urls

        Is there a way to permanently modify standard report Urls? Use case: Suppose I have a Products report. Showing list as timeline, calendar, or kanban doesn't make sense. Want to hide that from users by adding #Report:Products?zc_ShowAs=false&zc_Print=false

      • Updated font library: New font styles and custom font options in Zoho Sheet

        Zoho Sheet's font library now supports 500+ font styles in 60+ languages! The updated font library is stacked with new font styles, and some of the previously available font styles have been replaced with equivalent options. There are two ways you can

      • Next Page