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

      • Can we handle a support like (incident management) project in Zoho Projects?

        Hi, I have a new profile of a project whereby we provide "ticket" base support to a client. They have a request and ideally we would handle comms via a email exchange logged in Zoho. Today we use Zoho Projects for all out projects, which means that we

      • Trying to show the actual Terms & Conditions on PDF

        Hi, On Zoho forms I am trying to have the actual terms and conditions that the user needs to accept also show on the pdf that they receive after. Right now it only says "Agreed". Please help.

      • Installing EMAIL Setup in New Domain

        Respected Support team, I'm facing an issue with cloudflare in Pakistan, I want to setup Zoho Mail Setup but I Don't know how to enable Zoho mail setup without cloudflare. My Website https://stumbleguyzzapk.com/, https://fakservices.com/ is using CF,

      • Enhancements to Zoho Meeting Annotator

        Hello Zoho Meeting Team, Hope you are doing well. We would like to share a few improvement suggestions regarding the Zoho Meeting Annotator used during screen sharing. While the current version provides helpful annotation tools, there are several limitations

      • Cliq iOS can't see shared screen

        Hello, I had this morning a video call with a colleague. She is using Cliq Desktop MacOS and wanted to share her screen with me. I'm on iPad. I noticed, while she shared her screen, I could only see her video, but not the shared screen... Does Cliq iOS is able to display shared screen, or is it somewhere else to be found ? Regards

      • Triggering rules on lead conversion

        There is no field on the Rule list for rule conversion to trigger an alert on liead conversion to a potential. I assigned a rule to file on any creation or update of a lead. The lead was changed a lead to a potential but no rule was fired. Rajesh Bhadra

      • Add "Fetch Composite Item" Action for Inventory

        I want to make a Flow that uses information returned in the GET call for Composite Items, and it's not currently available in Zoho Flow. Please consider adding this functionality.

      • Zoho Social/Marketing Plus - Addition to "Monitor" function

        It would be very helpful if the Monitor function would allow us to add a column to monitor hashtags in addition to pages and mentions. This is a common and very valuable function in other social listening tools.

      • Almacenamiento

        Hola, Quisiera saber como podría hacer para bajar el almacenamiento de 5gb a mis usuarios, en otras palabras los quiero ir limitando de la cuota real, y luego ir agregando poco a poco la cantidad hasta llegar a los 5gb que me dan en el plan free. 

      • Zoho Invoice Now Supports VeriFactu for Businesses in Spain

        Starting from January 1, 2026, Spain requires real-time invoice reporting for all B2B transactions. From July 2026, this requirement will extend to B2C transactions as well. All reporting must be carried out through the VeriFactu to AEAT (Agencia Estatal

      • Will I Get a Refund If I Downgrade Zoho Mail?

        Hello, We upgraded an email account for our new employee. However, the employee left after one month, and now I've reduced the number of Zoho Mail users from 7 to 6. Can we get a refund for the remaining portion of our annual payment?

      • Zoho Billing Now Supports VeriFactu for Businesses in Spain

        Starting from January 1, 2026, Spain requires real-time invoice reporting for all B2B transactions. From July 2026, this requirement will extend to B2C transactions as well. All reporting must be carried out through the VeriFactu to AEAT (Agencia Estatal

      • how to add subform over sigma in the CRM

        my new module don't have any subform available any way to add this from sigma or from the crm

      • Introducing the revamped What's New page

        Hello everyone! We're happy to announce that Zoho Campaigns' What's New page has undergone a complete revamp. We've bid the old page adieu after a long time and have introduced a new, sleeker-looking page. Without further ado, let's dive into the main

      • Zoho Books - France

        L’équipe de Zoho France reçoit régulièrement des questions sur la conformité de ses applications de finances (Zoho Books/ Zoho Invoice) pour le marché français. Voici quelques points pour clarifier la question : Zoho Books est un logiciel de comptabilité

      • Name autocomplete

        Hi, During searching emails the web tool does not always propose the auto-completion of the saved emails. As a result I either have to go to contacts and look up the exact email, or the exact full name including the middle name and any dots, which is very annoying. For example I have a contact that I emailed in the past that has "First M. Last" <email@email.com> type of contact. When I start typing 'First' the email may or may not pop up in the autocomplete menu. Then if I start typing "first last"

      • Using a CRM Client Script Button to create a Books Invoice

        Hello, I need help handling error messages returned to my client script from a function. The scenario I have setup a client script button which is available from each Deal. This CS executes a crm function, which in turn creates an invoice based on the

      • Possible to connect Zoho CRM's Sandbox with Zoho Creator's Sandbox?

        We are making some big changes on our CRM so we are testing it out in CRM's Sandbox. We also have a Zoho Creator app that we need to test. Is it possible to connect Zoho CRM's Sandbox to Zoho Creator's Sandbox so that I can perform those tests?

      • How do i follow up my email campaign in-thread

        Is there a way to follow up the email campaign so that it is in-thread using zoho campaigns? eg customer gets original email with subject line "hello" then 5 days later follow up would be with subject line "RE: hello".

      • Announcing new features in Trident for Mac (1.29.0)

        Hello everyone! Trident for macOS (v1.29.0) is here with new features and enhancements to enhance your business communication. Let's take a quick look at them. Access shared mailboxes. You can now view and access shared mailboxes in Trident, which are

      • Books is extremely slow again today !

        Everything is running slowly even with 500mb connection speed

      • Cyclic dependencies in many-to-many relationships...

        I have an application which includes a form for companies, and a form for contacts. Each company can be assigned 1 technical and 1 administrative contact. I have this working okay so far, but I want to copy the scripts used so far to a new empty application. When I import the scripts it fails with a message that says: Problem encountered while creating the application Error in resolving form dependency:Cyclic dependency among the forms:[Company, Contact] What can I do to resolve this? After all,

      • Zoho Workdrive for Office, "vsto runtime not found"

        Hi all, I have been trying to get ZohoWorkdrive_MS-addin_1.4.exe installed, but I keep getting the error "VSTO Runtime Not Found!" - even though I have installed it ... Anyone else hear had problems with the MS addin?  FYI, I am using O365 on A Dell laptop running Win 10 Home - fully patched and up-to-date.  I have tried compatibility modes and running explicitly as Administrator - the usual steps. Any advice would be appreciated.

      • Zia’s AI Assist now helps you write clearer notes — in seconds

        After helping recruiters craft job descriptions, emails, and assessments, Zia’s AI Assist is now stepping in to make note-taking effortless too. Whether you’re recording feedback after an interview or sharing quick updates with your team, you can now

      • Zoho API to create ticket

        I'm developing an integration to create tickets via API, but, locally it works (send and recieve requests). In production it also works sending requests, but, my file don't recieve any response data. My URL is available in Zoho API Console and I have

      • Automate Timesheet Approvals with Multi-level Approval Rules

        Introducing Approval Rules for Timesheets in Zoho Projects. With this automation, teams can manage how timesheets are reviewed and approved by setting up rules with criteria and assigning approvers to handle submissions. Timesheet, when associated to

      • Building Toppings #1 - Serving your needs with Bigin Toppings

        Hey Biginners! We're excited to kick off our Developer Community series on building toppings for Bigin, and our goal is to provide an accessible, beginner-friendly, and relevant path for every developer. Imagine creating tiny pieces of software that unlock

      • Can we create Sprint with tasks from Multiple projects?

        Hi Team, We were using Zoho Sprints for quite sometime. Currently we have started the process of Sprint method. We couldnt create the active sprint board with the tasks from multiple projects. I would like to know whether this is possible or Any timeline

      • Tip of the Week #74– Create automated workflows in MS Power Automate

        Zoho TeamInbox now connects directly with Microsoft Power Automate, letting you streamline everyday routines tasks such as from sending emails to managing threads, with automated workflows. About the integration Zoho TeamInbox integrates with Microsoft

      • Account validation

        Hello everyone, I registered my account on ZeptoMail to use the system, but the problem is that the verification period on Zepto's end has already passed and I have limited functionality.

      • Paste issues in ZOHO crm notes

        Hi, since a week or so I have issues with the paste function in ZOHO CRM. I use "notes" to copy paste texts from Outlook emails and since a week or so, the pasting doesnt function as it should: some text just disappears and it gives a lot of empty lines/enters.....

      • Is it possible to add a gradient color to a newsletter im designing?

        From where i sit it looks like you can only choose a single color but not combine 2 colors?

      • New Feature: Audit Log in Zoho Bookings

        Greetings from the Zoho Bookings team! We’re excited to introduce Audit Log, a new feature designed to help you track all key actions related to your appointments. With Audit Log, you can maintain transparency, strengthen security, and ensure accountability.

      • Custom validation in CRM schema

        Validation rules in CRM layouts work nicely, good docs by @Kiran Karthik P https://help.zoho.com/portal/en/kb/crm/customize-crm-account/validation-rules/articles/create-validation-rules I'd prefer validating data input 'closer to the schema'

      • Customised Funnel

        We are running the standard plan for our ZOHO CRM. I have been asked if there is a way to combine data from the Calls module, Deals module and Contact Module into 1 funnel, similar to the view you can get when viewing Deals By Stages, you can see the

      • Account disabled

        I have an issue I need help with. Whilst trialing ZOHO CRM I created the following: Account1 (-------------) using m__ame@m__rg___s__i__.___.__ and 2 personal emails Account2 (-------------) using a personal email and 2 users _al__1@______________._o_.__

      • Blocked Email

        We are a Zoho One subscriber and use Yahoo as our MX provider. A few times each year, for the past four years, CRM blocks one or more of my Zoho One users from receiving internal email from CRM. This includes "@mentions" in all modules, and emails from

      • message var is empty in bot mention handler

        Hi, I'm encountering a problem: in my bot's mention handler, I want to retrieve the text the user typed when mentioning the bot. Example: On the #tests-cyril channel, I send this message: “@Donna hello how are you ?” I expect the system variable "message"

      • Remembrance Day to Remember – Recalling Values

        The phrase “at the eleventh hour” refers to the 11th hour of the 11th day of the 11th month in 1918, when the hostilities of World War I came to an end—but it still holds meaning today. Remembrance Day (Veterans Day in the US) is observed on November

      • Enhancing Zia's service with better contextual responses and article generation

        Hello everyone, We are enhancing Zia's Generative AI service to make your support experience smarter. Here's how: Increased accuracy with Qwen One of the key challenges in AI is delivering responses that are both contextually accurate and empathetic while

      • Next Page