Kaizen #177: Duplicate Check Preferences API vs. Upsert API

Kaizen #177: Duplicate Check Preferences API vs. Upsert API

Hello all!!!

Welcome back to another week of Kaizen. Last week, we discussed Optimizing the Use of Record ID Variables in Zoho CRM Queries.

This week, we will explore two important APIs for managing duplicate records in Zoho CRM - Duplicate Check Preferences API and Upsert Records API. While both of these APIs help manage duplicate records, they serve different purposes and are to be used in different scenarios. 




This post covers:
  • What is the Duplicate Check Preferences API?
    • Use Case
    • Duplicate Check Configurations
    • Updating Duplicate Check Configuration
    • How Duplicate Check Preferences Work During Record Creation/Update?
  • What is the Upsert API?
    • Use Case
  • Differences between Duplicate Check Preferences API and Upsert API

What is the Duplicate Check Preferences API

The Duplicate Check Preferences API is a configuration API that allows you to set up criteria using unique fields to manage duplicates across Leads module including Converted Leads and Contacts
in Zoho CRM. Based on the given criteria, the system will restrict the creation or update of duplicate records. For example, if the Phone field is marked as unique and set for duplicate checks, the system will make sure that no two records have the same phone number during records creation or update.

With the Duplicate Check Preferences API, you can define criteria to find duplicates, such as matching email addresses, phone numbers, or custom fields. During record creation or update, Zoho CRM checks the configured criteria against converted leads or contacts. If a match is found, it triggers a "DUPLICATE_DATA" error and blocks duplicates based on your configuration.

By default, the Insert Records API and Update Records API automatically check for this configuration. If a record matches the defined duplicate criteria, the system prevents its creation or update.

Use case

Zylker, a sales team managing customer contacts in Zoho CRM, often imports leads from various sources like website forms, events, and campaigns. However, the team noticed that many duplicate contacts are being created because the same phone number is associated with some of the contacts. This creates confusion and results in redundant work in their sales process.
By using the Duplicate Check Preferences API, Zylker can prevent the anymore duplicate contacts based on phone numbers (phone is used for an example).

Duplicate Check Configurations

In Zoho CRM, you can configure duplicate check preferences via API in two ways. 

i. Configuration in Leads module
The system checks for duplicates on all the Leads using the specified unique fields. By selecting this option, the duplicates will be checked on all the Converted Leads (custom view) as well. This configuration is applicable across all the layouts.
The following is the configuration for duplicate check in the Leads module via API. 

Request Method: POST

Note:
  • The "module" parameter is mandatory, and its supported value is Leads. 
  • The above URL applies to both Leads and Contacts module configurations.
  •  You must mark at least one field as mandatory. So, the system can check for duplicates based on the value in the unique field within the Leads module when creating a record.
Input JSON

{
    "duplicate_check_preference": {
        "type": "converted_records", //Converted Leads custom view in Leads module
    }
}


Response

{
    "duplicate_check_preference": {
        "code": "SUCCESS",
        "details": {},
        "message": "Duplicate check enabled for converted_records successfully.",
        "status": "success"
    }
}




ii. Configuration in Contacts module

By selecting this option, the system will check for duplicates in the Contacts module using mapped fields.

Input JSON

{
    "duplicate_check_preference": {
        "type": "mapped_module_records",
        "type_configurations": [
            {
                "field_mappings": [
                    {
                        "current_field": {
                            "api_name": "Email",
                            "id": "5725767000000002601"
                        },
                        "mapped_field": {
                            "api_name": "Email",
                            "id": "5725767000000002503"
                        }
                    }
                ],
                "mapped_module": {
                    "api_name": "Contacts",
                    "id": "5725767000000002179"
                }
            }
        ]
    }
}


The "Phone" field from both the Leads and Contacts modules is mapped to identify duplicate records.

How Duplicate Check Preferences Work During Record Creation/Update

Consider Zylker has configured the Contacts module ("type":"mapped_module_records") to check duplicate contacts.
For example, a sales representative at Zylker attempts to add a contact from the Cold Call lead source. However, the same contact already exists in the Contacts module, either from the same or a different lead source.
Since the Contacts module is configured for duplicate check preferences, the system will check for duplicates in the Contacts module using mapped fields. During the record insertion action, the system verifies the Contacts module for any matching records based on these unique identifiers. Based on the result, it either creates the record or throws an error.

Use the Insert Records API to create records in a module.

Request Method: POST

Input JSON

{
    "data": [
        {
            "Company": "Villa Margarita",
            "Last_Name": "Dolan",
            "First_Name": "Brian",
            "Email": "brian@villa.com",
            "Phone": "12345",
            "State": "Texas"
        }
    ]
}


Response


 {

    "data": [

        {

            "code": "DUPLICATE_DATA",

            "details": {

                "api_name": "Email",

                "duplicate_record": {

                    "Owner": {

                        "name": "Patricia Boyle",

                        "id": "5725767000000411001",

                        "zuid": "808233918"

                    },

                    "module": {

                        "api_name": "Contacts",

                        "id": "5725767000000002179"

                    },

                    "id": "5725767000000774010" //The record that already exists in the Contacts module.

                },

                "json_path": "$.data[0].Email",

                "more_records": false

            },

            "message": "duplicate data",

            "status": "error"

        }

    ]

}


Duplicates are also checked during record updates. If a record is updated with a value that already exists in a unique field, the system indicates it as a duplicate and returns a "DUPLICATE_DATA" error.

Update Duplicate Check Configuration

To update the previously enabled Duplicate Check option configured in your account, use the Update Duplicate Check Option API.


The Contacts ("type": "mapped_module_records") configuration is used in the below sample input. 


{
    "duplicate_check_preference": {
        "type": "mapped_module_records",
        "type_configurations": [
            {
                "field_mappings": [
                    {
                        "mapped_field": {
                            "api_name": "Phone", //The previously configured Email field as a unique identifier in Contacts has now been replaced with the Phone field.
                            "name": "Contacts",
                            "id": "5725767000000411001"
                        },
                        "current_field": {
                            "api_name": "Phone",
                            "name": "Leads", //The previously configured Email field as a unique identifier in Leads has now been replaced with the Phone field.
                            "id": "5725767000005381030"
                        }
                    }
                ],
                "mapped_module": {
                    "api_name": "Contacts",
                    "name": "Contacts",
                    "id": "5725767000000002179"
                }
            }
        ]
    }
}

You can also retrieve and delete duplicate configuration.

What is the Upsert API?

The Upsert API is a combination of "update" and "insert". 


How it works?

  • You provide a unique identifier (e.g., email, phone number, or a custom field) to check for existing records.

  • If a record with the same identifier exists, it updates that record.

  • If no matching record is found, it creates a new one.

Flow diagram

Use Case 

Zylker, an e-commerce company, uses Zoho CRM to manage customer data. Customers sign up on Zylker’s online store, and their details are stored in the e-commerce platform like Shopify. Over time, customers may update their contact information, or new customers may sign up. To keep customer records in Zoho CRM accurate and avoid duplicates, Zylker uses the Upsert API to:
  • Update existing customer records details if the given unique identifier, such as email or phone number, matches an existing record in Zoho CRM.
  • Insert a new record if no match is found.  This way, Zylker ensures that new customers are added efficiently.

There are two types of duplicate check fields:

i. System-defined duplicate check fields.
ii. User-defined duplicate check fields.

i. System-defined duplicate check fields
The table below lists the system-defined unique fields. When you create a record using the Upsert API, the system checks these fields for duplicate entries. 

Leads

Email

Contacts

Email

Accounts

Account_Name

Deals

Deal_Name

Campaigns

Campaign_Name

Cases

Subject

Solutions

Solution_Title

Products

Product_Name

Vendors

Vendor_Name

PriceBooks

Price_Book_Name

Quotes

Subject

SalesOrders

Subject

PurchaseOrders

Subject

Invoices

Subject

Custom Module

Name


ii. User-defined duplicate check fields
You can set a normal field as a duplicate check field by enabling "Do not allow duplicate values." Note that you can only set fields with the following field-types as unique— Single Line, Email, Phone, Number, Long Integer, and URL.


Request Method: POST

Sample Input JSON

Here, "Email," a system-defined field, has been used as a duplicate check field.
{
    "data": [
        {
            "Email": "alice@mail.com",
            "First_Name": "Alice",
            "Last_Name": "Brown",
            "Phone": "+1-555-222-3333",
            "Order_Date": "2024-01-10",
            "Order_Value": "$175.00"
        },
        {
            "Email": "pat@mail.com",
            "First_Name": "pat",
            "Last_Name": "Davis",
            "Phone": "+1-555-666-7777",
            "Order_Date": "2024-01-15",
            "Order_Value": "$300.00"
        }
    ],
    "duplicate_check_fields": [
        "Email" //You can set the order in which the system checks for duplicate records by specifying the duplicate_check_field array in the input. 
    ]
}

Response


{
    "data": [
        {
            "code": "SUCCESS",
            "duplicate_field": null,
            "action": "insert",
            "details": {
                "Modified_Time": "2025-02-08T09:43:08-08:00",
                "Modified_By": {
                    "name": "Patricia Boyle",
                    "id": "5725767000000411001"
                },
                "Created_Time": "2025-02-08T09:43:08-08:00",
                "id": "5725767000005425036",
                "Created_By": {
                    "name": "Patricia Boyle",
                    "id": "5725767000000411001"
                }
            },
            "message": "record added",
            "status": "success"
        },
        {
            "code": "SUCCESS",
            "duplicate_field": "Email",
            "action": "update",
            "details": {
                "Modified_Time": "2025-02-08T09:43:08-08:00",
                "Modified_By": {
                    "name": "Patricia Boyle",
                    "id": "5725767000000411001"
                },
                "Created_Time": "2025-02-08T08:52:22-08:00",
                "id": "5725767000005425002",
                "Created_By": {
                    "name": "Patricia Boyle",
                    "id": "5725767000000411001"
                }
            },
            "message": "record updated",
            "status": "success"
        }
    ]
}


For more details on how the Upsert API works, refer to the Kaizen #56 - Upsert Records #API.

Differences between Duplicate Check Preferences API and Upsert API

 

                Duplicate Check API

                           Upsert API

Duplicate Check Preferences can be enabled only in the Leads module.

Supports all modules.

Throws a "DUPLICATE_DATA" error if a duplicate is detected.

Updates the existing record with new field values if a match is found for the unique fields; otherwise, inserts a new record.


Use the above Zoho CRM APIs which fit your use cases.
---------------------------------------------------------------------------------------------------------------------

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!

Info

    • 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

      • Appreciation to Qntrl Support Team

        We are writing this topic to appreciate the outstanding level of support from Qntrl Team. We have been using Qntrl since 2022 after shifting from another similar platform. Since we joined Qntrl, the team has shown a high level of professionalism, support,

      • How can I hide "My Requests" and "Marketplace" icon from the side menu

        Hello everybody, We recently started using the new Zoho CRM for Everyone. How can I hide "My Requests" and "Marketplace" from the side menu? We don't use these features at the moment, and I couldn't find a way to disable or remove them. Best regards,

      • Whatsapp Integration on Zoho Campaign

        Team: Can the messages from Zoho Campaign delivered through Whatsapp... now customers no longer are active on email, but the entire campaign module is email based.... when will it be available on whatsapp.... are there any thirdparty providers who can

      • Mandatory Field - but only at conversion

        Hello! We use Zoho CRM and there are times where the "Lead Created Date & Time" field isn't populated into a "Contractor" (Account is the default phrase i believe). Most of my lead tracking is based on reading the Lead Created field above, so it's important

      • Using data fields in Zoho Show presentations to extract key numbers from Zia insights based on a report created

        Is it possible to use data fields in Zoho Show presentations along with Zoho Analytics to extract key numbers from Zia insights based on a report created? For example, using this text below: (note that the numbers in bold would be from Zia Insights) Revenue

      • Free webinar: AI-powered agreement management with Zoho Sign

        Hi there! Does preparing an agreement feel like more work than actually signing it? You're definitely not alone. Between drafting the document, managing revisions, securing internal approvals, and rereading clauses to make sure everything still reflects

      • WhatsApp Channels in Zoho Campaigns

        Now that Meta has opened WhatsApp Channels globally, will you add it to Zoho Campaigns? It's another top channel for marketing communications as email and SMS. Thanks.

      • CRM For Everyone - Bring Back Settings Tile View

        I've been using CRM for Everyone since it was in early access and I just can't stand the single list settings menu down the left-hand side. It takes so much longer to find the setting I need. Please give users the option to make the old sytle tile view

      • Lets have Dynamics 365 integration with Zohobooks

        Lets have Dynamics 365 integration with Zohobooks

      • Add notes in spreadsheet view

        It would be great if we could Add/edit notes in the spreadsheet view of contacts/leads. This would enable my sales teams to greatly increase their number of calls. Also viewing the most recent note in the Contact module would also be helpful.

      • Opening balances - Accounts Receivable and Payable

        Our accounting year starts on 1st August 2013 and I have a Trial Balance as at that date, including Accounts Receivableand Accounts Payable balances, broken down by each customer and supplier. Q1 - do I show my opening balance date as 31st July 2013 or

      • Cancel Subscription

        Hi , Im want to cancel my account but without success please help me to do it

      • Making an email campaign into a Template

        I used a Zoho Campaign Template to create an email. Now I want to use this email and make it a new template, but this seems to be not possible. Am I missing something?

      • Direct Access and Better Search for Zoho Quartz Recordings

        Hi Zoho Team, We would like to request a few enhancements to improve how Zoho Quartz recordings are accessed and managed after being submitted to Zoho Support. Current Limitation: After submitting a Quartz recording, the related Zoho Support ticket displays

      • Multiple Cover Letters

        We are using the staffing firm edition of Recruit and we have noticed that candidates cannot add more than one cover letter. This is a problem as they might be applying for multiple jobs on our career site and when we submit their application to a client,

      • URGENT: Deluge issue with Arabic text Inbox

        Dear Deluge Support, We are facing an issue that started on 12/Feb/2026 with custom functions written using Deluge within Qntrl platform. Currently, custom functions do not accept Arabic content; it is replaced with (???) characters. Scenario 1: If we

      • File Conversion from PDF to JPG/PNG

        Hi, I have a question did  anyone every tried using custom function to convert a PDF file to JPG/PNG format? Any possibility by using the custom function to achieve this within zoho apps.  I do know there are many third parties API provide this with

      • Now in Zoho One: Orchestrate customer journeys across apps with Zoho CommandCenter

        Hello Zoho One Community! We’re excited to introduce Zoho CommandCenter as a new capability available in Zoho One. For the whole customer journey As Zoho One customers adopt more apps across sales, marketing, finance, and support, a common challenge emerges:

      • annualy customer report

        we need a report per customer that looks like this invoic number cleaning laundry repair management 01 january xxx euro xx euro xx euro xxx euro 02 february xxx euro xxx euro x euro xxxx euro and so on the years 12 months is that possible to make and

      • Totals for Sales Tax Report

        On the sales tax report, the column totals aren't shown for any column other than Total Tax. I can't think of a good reason that they shouldn't be included for the other columns, as well. It would help me with my returns, for sure. It seems ludicrous

      • Free Webinar: Zoho Sign for Zoho Projects: Automate tasks and approvals with e-signatures

        Hi there! Handling multiple projects at once? Zoho Projects is your solution for automated and streamlined project management, and with the Zoho Sign extension, you can sign, send, and manage digital paperwork directly from your project workspace. Join

      • Exported Report File Name

        Hi, We often export reports for information. It is time consuming to rename all the reports we export on a weekly basis, as when exported their default name is a seemingly random string of numbers. These numbers may be important, I'm not sure, but I am

      • Automatic Refresh on Page?

        Hi everyone, We use a page as a dashboard which shows data for the laboratory and tasks pending etc. Is there a way to set the page to automatically refresh on a X time? Many thanks TOG

      • Add RTL and Hebrew Support for Candidate Portal (and Other Zoho Recruit Portals)

        Dear Zoho Recruit Team, I hope you're doing well. We would like to request the ability to set the Candidate Portal to be Right-to-Left (RTL) and in Hebrew, similar to the existing functionality for the Career Site. Currently, when we set the Career Site

      • Default Reminder Time in New Tasks or New Event?

        Any way to change this from 1:00am? Thanks, Gary Moderation Update (February 2026): With the Calendar preferences, the default reminder time for Meetings, Appointments and All-Day Meetings can be set. Read more: Calendar preferences in Zoho CRM Regarding

      • Dynamic Field Folders in OneDrive

        Hi, With the 2 options today we have either a Dynamic Parent Folder and lots of attachments all in that one folder with only the ability to set the file name (Which is also not incremented so if I upload 5 photos to one field they are all named the same

      • Right Shift key not sending to Zoho Assist environments

        I'm unable to use Right Shift key in Zoho environments. Zoho environments are Win10. Computer I access from is Win 11. Issue started when I changed to Win 11. Have tried: - Multiple browsers - web client AND desktop client - 3rd party mapping tools to

      • About Meetings (Events module)

        I was working on an automation to cancel appointments in zoho flow , and in our case, we're using the Meetings module (which is called Events in API terms). But while working with it, I'm wondering what information I can display in the image where the

      • PDF Annotation is here - Mark Up PDFs Your Way!

        Reviewing PDFs just got a whole lot easier. You can now annotate PDFs directly in Zoho Notebook. Highlight important sections, add text, insert images, apply watermarks, and mark up documents in detail without leaving your notes. No app switching. No

      • Ability to assign Invoice Ownership through Deluge in FSM

        Hi, As part of our process, when a service appointment is completed, we automated the creation of the invoice based on a specific business logic using Deluge. When we do that, the "Owner" of the invoice in Zoho FSM is defaulted to the SuperAdmin. This

      • How 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 Robin

      • From Zoho CRM to Paper : Design & Print Data Directly using Canvas Print View

        Hello Everyone, We are excited to announce a new addition to your Canvas in Zoho CRM - Print View. Canvas print view helps you transform your custom CRM layouts into print-ready documents, so you can bring your digital data to the physical world with

      • validation rules doesn't work in Blueprint when it is validated using function?

        I have tried to create a validation rule in the deal module. it works if I try to create a deal manually or if I try to update the empty field inside a deal. but when I try to update the field via the blueprint mandatory field, it seems the validation

      • Pull cells from one sheet onto another

        Hello all! I have created an ingredients database where i have pricing and information and i want to pull from that database into a recipe calculator. I want it to pull based on what ingredient I choose. The ingredients database has an idea and i want

      • Emails Failing with “Relaying Issues – Mail Sending Blocked” in ZeptoMail

        Hello ZeptoMail Support Team, We are facing an email delivery issue in our ZeptoMail account where emails are failing with the status “Process failed” and the reason “Relaying issues – Mail sending blocked.” Issue Details Agent Name: mail_agent_iwwa From

      • How does Zoho handle support operations for our EU users?

        Dear Zoho users, We have some news and reminders about how we handle support operations for Zoho users in the EU Data Center. This is part of our broader commitment to ensuring GDPR compliance and providing secure data handling for all users. We'd like

      • Layout Adjustment.

        Hello Latha, Hope you are doing well. I wanted to check with you about adjusting the layout columns in the Service Report from the backend, as currently there is no capability for us to customize the layout from our end. Below is the output that I am

      • Anyone in Australia using Zoho Books AND has their account with NAB?

        Hi I have an account with both NAB and Suncorp. Suncorp transaction come in the next day however NAB transactions take 4-5 business days to appear. eg: A deposit made today in my Suncorp will be imported into Zoho tomorrow. A deposit made today to the NAB account will be imported maybe Saturday (Friday overnight). I have contacted both Zoho and NAB but noone seems to know why. I was just wondering if anyone else in Australia uses NAB and has this issue (or doesn't) maybe we could compare notes and

      • Zoho Often Lag

        Desk Team, We've noticed that Desk, Creator & other apps seems to lag more these days. We often refresh multiple times.

      • Importing into the 'file upload' field

        Can you import attachments into the file upload field. I would expect it to work the same way as attachments do, But can't seem to get it to work. Moderation Update: The option to import into File Upload and Image Upload fields has been supported. Read

      • Next Page