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

      • Recent Topics

      • Tables improvement ideas / features

        Heya, I've been using Zoho Tables for a few months now and wanted to post some features that I think will be greatly beneficial for the tool: 1. Ability to delete a record in automation or move a record in automation. - Usecase: I move a record from one

      • Announcing offline payment modes for event tickets

        Hello everyone,   Collecting ticket payments from prospective attendees can be a tricky part of event planning. While Zoho Backstage has always allowed you to collect payments online as people buy tickets from your event microsite, we have now enabled

      • Gmail is ramping up its email sender policy from November 2025

        Hello marketers, As you may be aware, Gmail introduced a guideline for bulk senders starting February 2024. If not, here's a quick refresher straight from Google: After this policy was announced first in 2023 and soft-implemented in February 2024, we

      • Deluge Error Code 1002 - "Resource does not exist."

        I am using the following script in a Custom Button on a Sales Return. Basically, the function takes the information in the sales return (plus the arguments that are entered by the user when the button is pushed) and creates a return shipping label via

      • Item images

        Can we get an "On hover" expanded image for items please ?

      • Ability to Create and Manage YouTube Video Chapters in Zoho Social

        Hi Zoho Social Team, How are you? We would like to request an enhancement to Zoho Social that would allow users to create and manage YouTube video chapters directly within the platform. Currently, Zoho Social does not support manually adding chapters

      • What happens to my current site SEO if i opt for zoho creator?

        I have an existing website and I need to use Zoho creators for the rapid creation of my webpage creation. Currently, my IT team is creating the web pages, but I am concerned about the SEO of my current website if I shift to zoho will i loose it all?

      • Automatic Portal invite

        We have numerous customers we move through a blueprint in deals, when they get to a certain point we need to give them portal access, how can this be done through deluge or a workflow?

      • Preview Emails with Merge Fields before sending

        Hello, Are there plans to preview an email with merge fields before sending out? Currently, all you see in the preview are the merge field values, but before I send out the email I want to make sure the merge is working. Also, the saved emails only show

      • User Filter not selecting All Items

        We are encountering 2 issues when using the user filter. When users are trying to search using the filter option, the OK button is grayed out. Users have to unselect or make a change before it filters properly. 2. When filtering and the OK button works,

      • Support Nested JavaScript Variables in PageSense Pop-up Targeting

        Hello Zoho PageSense Team, I hope you're doing well. I’d like to request a feature enhancement for the PageSense pop-up targeting functionality. Current Limitation: Currently, PageSense pop-ups can be triggered using simple JavaScript variables. However,

      • Cannot Invert Axis for Rankings

        Hi there I want to be able to create a ranking graph in Analytics/BI, with 1 at the top of the Y axis, but I am unable to invert the axis. Super simple example in Excel below. Higher rankings need to be higher up on the graph to give the correct visual

      • How to copy value from a single line field into a picklist field within a module's subform?

        Hello there, I have a single line field in a module's subform. I would like the value in the field to automatically update a picklist field within the same subform (both have items with the same names). Is this possible via function? Unfortunately, workflows

      • Committed Stock and To Be Received Stock via API?

        Is it possible to retrieve Committed Stock and/or To Be Received Stock for an Item via the API? I want to use this information for calculating the amount of inventory needed to be purchased.

      • Creating Email template that attaches file uploaded in specific field.

        If there's a way to do this using Zoho CRM's built-in features, then this has eluded me! I'm looking to create a workflow that automatically sends an email upon execution, and that email includes an attachment uploaded in a specific field. Email templates

      • Marketer’s Space - Automate a Personalized Holiday Workflow with Zoho Campaigns

        Hello marketers, Welcome back to another post in Marketer’s Space! From Thanksgiving through Christmas, you have a flurry of opportunities to connect with your audience. In this post, we’ll see how you can plan an entire month-long automated workflow

      • Service Account Admin for API Calls and System Actions

        Hello, I would like to request the addition of a Service Account Admin option in Zoho product. This feature would allow API calls and system actions to be performed on behalf of the system, rather than an active user. Current Issue: At present, API calls

      • Zoho Inventory Custom Field Update

        Hello All, In this post I am describing how can we Update the Custom Field Value in Zoho Inventory. // Get Org ID orgid = organization.get("organization_id"); // Field Value resvp = ifnull(item.get("purchase_rate"),null); // Record ID iid = item.get("item_id");

      • Sorting columns in Zoho Projects

        Hi, In project management best practice, sorting columns (ascending, descending) is an important tool. Sorting dates to see the order of tasks starting, sorting on priority or even on planned hours is a must for an efficient project control. Currently,

      • Zoho CRM - Calendar Cards View - Let Users Decide What Is Displayed On Calendar Entries

        Imagine planning your week of face-to-face meetings across three counties. You’re trying to group appointments by location to make the best use of your time, but Zoho CRM’s calendar doesn’t show where each meeting is happening. You’re left trying to remember

      • Zoho Inventory - How to pay a supplier up front then receive multiple deliveries

        How do we manage situations where we pay a supplier up front, then the receive the products in increments? Example Workflow: Create Purchase Order > Receive Bill for full amount > Receive Items 2 or more deliveries. Currently, once a Bill is created against

      • How can I add or change the active customer in Zoho Projects?

        I'm trying to change the customer in an active Zoho project. Is it possible to add or change the customer?

      • What happens when someone clicks 'unsubscribe' in a zoho CRM email

        Hello, As per, i am going round in circles trying to find an answer to these 2 question. I have an email template that has an unsubscribe link in the footer in zoho CRM. First, what happens when someone clicks it - where does the contact get unsubscribed

      • Zoho CRM - Scheduled Reports Which Contain Chart

        Hi Zoho CRM Team, I'm requesting that the Report Export and Scheduling feature be enhanced to include a chart, if one has been created on a report. At the moment I have a report which shows Sales This Week by Deal Owner and a pie chart at the top of the

      • Can I add Conditional merge tags on my Templates?

        Hi I was wondering if I can use Conditional Mail Merge tags inside my Email templates/Quotes etc within the CRM? In spanish and in our business we use gender and academic degree salutations , ie: Dr., Dra., Sr., Srta., so the beginning of an email / letter

      • Cadences

        I have just started using Cadences for follow-up up email pipeline. Is it just me or do you find the functionality very basic? For example, it will tell me (if I go looking for it) if someone has replied to a follow-up and been unenrolled; but it won't

      • Canvas View in Zoho Recruit

        Is it possible or would it be possible to have the new 'Canvas View' in Zoho Recruit?

      • Zoho Inventory - Move Orders

        Quick question about Move Orders... Why is there no status to say something like "Draft", "In Progress" and "Completed", similar to Transfer Orders? I'm assuming that when something needs to be moved it should be planned in Inventory, executed and then

      • Kaizen #215 - Workflow APIs - Part 3 - Create and Update Workflow Rules

        Welcome back to another week of Kaizen! Over the last couple of weeks, we’ve joined Zylker Cloud Services as they review and improve their workflows. In Part 1, we discovered and audited their sprawling workflow landscape. In Part 2, we learned how to

      • DataPrep Bigquery Connection failed

        Hello everybody, I want to create a connnection beetwen Bigquery and Dataprep but when I try to connect my project I got this error Loading tables has failed. Table list fetched from the data source expired.

      • Utilisation de Zoho en conformité avec l’article 286 du Code général des impôts (CGI)

        Cher(e) client(e), Conformément à l’article 286 du Code général des impôts (CGI) impose aux entreprises assujetties à la TVA d’utiliser des systèmes de caisse ou de gestion commerciale certifiés lorsqu’elles enregistrent des ventes à des particuliers.

      • Issue in Zoho People Regularization – Incorrect Hour Calculation

        I have noticed that when applying attendance regularization in Zoho People for previous dates, the total working hours are not calculated correctly. For example, even if the check-in is 10:00 AM and check-out is 6:00 PM, the system shows an incorrect

      • Free Webinar : Unlock AI driven business insights with Zoho Inventory + Zoho Analytics

        Are you tired of switching between apps and exporting data to build customized reports? Say hello to smarter & streamlined insights! Join us for this exclusive webinar where we explore the power of the Zoho Inventory–Zoho Analytics integration. Learn

      • Allow Multiple usage units to items while adding them to sales/purchase transactions

        The usage unit of items added in zoho books are static right now and can not be changed. But certain items are received or sold in multiple usage units. One example is fabric. It can be bought in Meters, inches, kgs or other units. Another example would

      • PO receive quantities

        At last, Zoho has finally got around to allowing us to receive a larger qty than recorded in the PO :-) Saves us all from editing the PO's before receiving larger quantities ( usual for us ) ! It's still in "beta" but available upon request, I've tested

      • Analytics : How to share to an external client ?

        We have a use case where a client wants a portal so that several of his users can view dashboards that we have created for them in Zoho Analytics. They are not part of our company or Zoho One account. The clients want the ability to have user specific,

      • Reference Deal Categories in Deluge

        Hello, Is there a way to reference Deal Category in deluge functions? So for our Deals, we have several different WON stages in a pipeline.  Rather than type each stage into our functions, we'd like to be able to reference the Deal Category.  Similar

      • Payroll In Canada

        Hi, When can we expect to have payroll in Canada with books 

      • Users Name & Email in Reports

        Hi, I would like to show the Users Name from their Zoho Acount in All Entries/Reports as well as the current Account Email. Thanks Dan

      • Presenting ABM for Zoho CRM: Expand and retain your customers with precision

        Picture this scenario: You're a growing SaaS company ready to launch a powerful business suite, and are looking to gain traction and momentum. But as a business with a tight budget, you know acquiring new customers is slow, expensive, and often delivers

      • Next Page