Kaizen #205 - Answering Your Questions | Managing Picklists and Enabling History Tracking via Zoho CRM APIs

Kaizen #205 - Answering Your Questions | Managing Picklists and Enabling History Tracking via Zoho CRM APIs

Hello everyone!

Welcome back to another post in our Kaizen series

In this post, we will look at how you can manage picklist fields in Zoho CRM using APIs. This topic was raised as feedback to Kaizen #200, so we are taking it up here with more details.



In this post, we will cover the following:
  • What is a picklist field in Zoho CRM?
    • Picklist vs Multi-select Picklist
  • Working with picklist fields via APIs
  • History tracking for picklists
    • What is history tracking for picklists in Zoho CRM?
    • Use case
    • Enabling history tracking for a picklist using the Create Custom Fields API

What is a picklist field in Zoho CRM?

A Picklist field is a drop-down field in Zoho CRM that contains a predefined list of values. While creating or updating a record, you can select one value from this list instead of entering it manually. This helps you avoid typing errors.

Example :
A Region field with values East, West, North, and South.
If a lead is from the East, the user simply selects East from the picklist instead of typing it manually. 

Picklist vs Multi-select Picklist
                                                         
                                                            Picklist

                                                   Multi-select Picklist

  Users can select only one value from the list. 

   Users can select multiple values at once. 

  A standard Region picklist works when a record belongs to only one region.

  Example : East

   A Multi-select Region picklist works when a record spans multiple regions.
   Example : East, North

Global picklist / Global set : User can create a picklist in common and associate the created picklist across the modules to maintain accuracy. Refer to Kaizen #161: Global Sets using Zoho CRM APIs for more details.

Working with picklist fields via APIs

Creating a picklist field using the Create Custom Field API

You can create a new Picklist field in a module by calling the Create Custom Field Metadata API. For example, you can create a picklist field named Region with the values: East, West, North, South.

Request URL : {{api-domain}}/crm/v8/settings/fields?module=Leads
Request Method : POST


Sample Input
When creating a picklist field, set its data type as picklist and provide the list of options, each with a mandatory display_value. You can also configure additional properties such as actual_value, lexical sorting, and color coding.


{
    "fields": [
        {
            "field_label": "Select Region",
            "data_type": "picklist", // Specify the data type as picklist
            "tooltip": {
                "name": "info_icon",
                "value": "Select your region here"
            },

    "profiles": [
                {
                    "id": "5725767000000026011",
                    "permission_type": "read_write" 
                }
 ],
            "pick_list_values": [
                {
                    "display_value": "East",  //The unique display value for the picklist, which will be displayed in the CRM UI. Use the display_value in API requests during create, update, and upsert operations.

                    "actual_value": "IN_East" //The unique reference value associated with the particular option.
                },
                {
                    "display_value": "West",
                    "actual_value": "IN_West"
                },
                {
                    "display_value": "North",
                    "actual_value": "IN_North"
                },
                {
                    "display_value": "South",
                    "actual_value": "IN_South"
                }
            ],
            "pick_list_values_sorted_lexically": true,   //Sorts options alphabetically. Default value is false.
            "enable_colour_code": true    //Allows color coding for picklist options. Default value is false.
        }
    ]
}


Note : To create a multi-select picklist field, set the data_type key to multiselectpicklist in the request body ("data_type": "multiselectpicklist").

Sample Response
{
    "fields": [
        {
            "code": "SUCCESS",
            "details": {
                "id": "5725767000007613005"
            },
            "message": "field created",
            "status": "success"
        }
    ]
}

Updating a picklist field using the Update Custom Field API

The PATCH - Field Metadata API lets you modify an existing Picklist field. Use the Get Fields Metadata API to get your picklist field ID. 

You can:
Here is a sample request that updates the Select Region dropdown field in the Leads module.

Request URL : {{api-domain}}/crm/v8/settings/fields/5725767000007613005?module=Leads
Request Method : PATCH

Adding a new option to the existing picklist field 

Sample Input 

{
    "fields": [
        {
            "pick_list_values": [
                {
                    "display_value": "Central", //adding a new option to the existing picklist field
                    "actual_value": "IN_Central"
                }
            ],
        }
    ]
}

Updating picklist 

{
    "fields": [
        {
            "profiles": [
                {
                    "id": "5725767000000026011",
                    "permission_type": "read_only" //updating the permission_type
                }
            ],
            "pick_list_values": [
                {
                    "display_value": "South Region", //updating the display field's value
                    "id": "5725767000007613010" //unique ID of the option 
                }
            ],
            "enable_colour_code": false //disabling color code for the options
        }
    ]
}

Note : Use the actual_value or unique ID of a picklist option to update its display value. Use the Get Fields Metadata API or Get Layouts Metadata API to get the details.

Removing existing options using Update Custom Layout API

To remove picklist values, keep only the required options in your input. Any options not included in the request will automatically move to the unused section.
First, fetch the required layout, section, field, and option IDs using the Get Layouts Metadata API. Then, in your request body, specify only the picklist values you want to retain.

Request URL : {{api-domain}}/crm/v8/settings/layouts/5725767000000091055?module=Leads
Request Method : PATCH

Sample Input 
{
    "layouts": [
        {
            "id": "5725767000000091055", //layout id
            "sections": [
                {
                    "id": "5725767000000209001", //section id
                    "fields": [
                        {
                            "id": "5725767000007613005", //field id
                            "pick_list_values": [
                                {
                                    "display_value": "Central",
                                    "id": "5725767000007626001"
                                },
                                {
                                    "display_value": "East",
                                    "id": "5725767000007613004"
                                }
                            ]
                        }
                    ]
                }
            ]
        }
    ]
}


Here, Central and East regions remain as active picklist options, and West, North, and South regions are moved to the unused section.

Updated response
Use the Get Fields Metadata API to check the updated response. The Central and East are still active options (type: used), and North, South, and West are inactive options (type: unused)
{
    "fields": [
        .
        .
        .
        {
            "field_label": "Select Region",
            "id": "5725767000007613005",
            "api_name": "Select_Region",
            "pick_list_values": [
                {
                    "display_value": "-None-",
                    "sequence_number": 1,
                    "reference_value": "-None-",
                    "colour_code": null,
                    "actual_value": "-None-",
                    "id": "5725767000007613013",
                    "type": "used"   //default option
                },
                {
                    "display_value": "Central",
                    "sequence_number": 6,
                    "reference_value": "Central",
                    "colour_code": null,
                    "actual_value": "IN_Central",
                    "id": "5725767000007626001",
                    "type": "used"
                },
                {
                    "display_value": "East",
                    "sequence_number": 2,
                    "reference_value": "East",
                    "colour_code": null,
                    "actual_value": "IN_East",
                    "id": "5725767000007613004",
                    "type": "used"
                },
                {
                    "display_value": "North",
                    "sequence_number": 4,
                    "reference_value": "North",
                    "colour_code": null,
                    "actual_value": "IN_North",
                    "id": "5725767000007613008",
                    "type": "unused"
                },
                {
                    "display_value": "South",
                    "sequence_number": 5,
                    "reference_value": "South",
                    "colour_code": null,
                    "actual_value": "IN_South",
                    "id": "5725767000007613010",
                    "type": "unused"
                },
                {
                    "display_value": "West",
                    "sequence_number": 3,
                    "reference_value": "West",
                    "colour_code": null,
                    "actual_value": "IN_West",
                    "id": "5725767000007613006",
                    "type": "unused"
                }
            ],
            "data_type": "picklist"
        }
    ]
}



Assigning picklist values using the Insert Records API

When you insert a record, you can directly pass the picklist option’s display value (not the ID) in the request body.

Request URL : {api-domain}/crm/v8/{module_api_name}
Request Method : POST

Sample Input 
{
    "data": [
        {
            "Company": "Zylker",
            "Last_Name": "David",
            "Select_Region": "Central"   // Picklist value to assign
        }
    ]
}

Note: 
  • When creating, updating, or upserting records, 
    • You can either pass an existing picklist value or add a new one, through the API. Please note that the new value will only be stored in that record, and will not be added to the picklist field’s metadata.
    • In the UI, you can only select from the available dropdown options.
    • Always use the display_value of the picklist option, not the picklist option’s ID.
    • You can also assign the default option (-None-). In this case, the picklist field’s value will be stored as null ("Select_Region": null)
Sample Response

{
    "data": [
        {
            "code": "SUCCESS",
            "details": {
                "Modified_Time": "2025-08-23T04:51:39-07:00",
                "Modified_By": {
                    "name": "Patricia Boyle",
                    "id": "5725767000000411001"
                },
                "Created_Time": "2025-08-23T04:51:39-07:00",
                "id": "5725767000007623017",
                "Created_By": {
                    "name": "Patricia Boyle",
                    "id": "5725767000000411001"
                }
            },
            "message": "record added",
            "status": "success"
        }
    ]

}



Updating picklist values in existing records using the Update Records API

When updating, you also use the picklist display value in the field.

Request URL : {api-domain}/crm/v8/Leads/5725767000007628002
Request Method : PUT

Sample Input 

{
    "data": [
        {
            "Select_Region": "West" // New picklist value
        }
    ]
}

This will replace the existing picklist value with West.


History tracking for picklists

What is history tracking for picklists in Zoho CRM?

You can enable history tracking for a picklist field using the Create Custom Field API. Once enabled, Zoho CRM automatically creates a related list for the tracked picklist and a separate module.
Every time the picklist value changes, Zoho CRM creates a new entry in this related list. Each entry shows the old value, the new value, who made the change, and when it was made, and how long the record stayed in the previous value before moving to the next one.

Use case

Zylker's sales team tracks lead progress through the statuses such as New, Contacted, Qualified, and Converted. The team wants to know how long a lead remains in each status and identify if follow-ups are delayed or leads are not progressing. 
You can achieve this by enabling history tracking on the Status picklist. You can also monitor every status change, who made it, and how long the lead stayed in the previous status. This helps the team monitor, identify delays, and improve the follow-up process.

The log stores:
  • New Value - updated region in the Moved_To__s key.
  • Changed By - user who made the update  in the Modified_By key.
  • Changed On - date and time when the region was changed  in the Last_Activity_Time key.
  • Duration  - how long the record stayed in the previous value before the change  in the Duration_Time and Duration_Days keys.

Enabling history tracking for a picklist using the Create Custom Fields API

Request URL : {{api-domain}}/crm/v8/settings/fields?module=Leads
Request Method : POST

Sample Input
{
    "fields": [
        {
            "field_label": "Status",
            "data_type": "picklist",
            "pick_list_values": [
                {
                    "display_value": "New",
                    "actual_value": "New"
                },
                {
                    "display_value": "Contacted",
                    "actual_value": "Contacted"
                },
                {
                    "display_value": "Qualified",
                    "actual_value": "Qualified"
                },
                {
                    "display_value": "Converted",
                    "actual_value": "Converted"
                }
            ], 
            "history_tracking_enabled": true, //(mandatory) Enables history tracking for the picklist
            "history_tracking": {
                "related_list_name": "Status History", //Lets you give a custom name to the history related list that CRM creates.
                "duration_configuration": "time", //Decides how to track the timing of changes: days - History is tracked by days and time - History is tracked by time. 
 
              Note : Before specifying the time value, enable the duration customization feature in your organization by contacting support@zohocrm.com.

                "followed_fields": [  // The followed_fields lets you retrieve additional field values whenever the picklist value changes.
                    {
                        "api_name": "Owner"
                    }
                ]
            }
        }
    ]
}

Sample Response in UI 


Sample Response via API
Whenever a picklist option changes, the system creates a new record in the related list module. In this example, Status History is the related list module. The sample response below shows how a particular change looks when retrieved using the Get Records API.

Request URL : {{api-domain}}/crm/v8/Status_History/5725767000007739323
Request Method : GET

Sample Response

{
    "data": [
        {
            "Status": "Contacted",
            "$approval": {
                "delegate": false,
                "takeover": false,
                "approve": false,
                "reject": false,
                "resubmit": false
            },
            "Modified_Time": "2025-08-28T06:35:15-07:00",
            "$currency_symbol": "$",
            "$field_states": null,
            "$review_process": null,
            "$editable": true,
            "Duration_Time": "6568847", //The system stores the duration in milliseconds.
            "$sharing_permission": "full_access",
            "Lead_Owner": {
                "name": "Patricia Boyle",
                "id": "5725767000000411001"
            },
            "Moved_To__s": "Qualified",
            "$orchestration": false,
            "Last_Activity_Time": "2025-08-28T08:24:44-07:00",
            "Full_Name": {
                "name": "Zylker",
                "id": "5725767000007735001"
            },
            "Modified_By": {
                "name": "Patricia Boyle",
                "id": "5725767000000411001",
                "email": "patricia@zoho.com"
            },
            "$review": null,
            "$process_flow": false,
            "$in_merge": false,
            "id": "5725767000007739350",
            "$approval_state": "approved",
            "$pathfinder": false,
            "$zia_visions": null
        }
    ]
}



Note :
  • You can select up to 10 fields in total, with a maximum of 5 user fields for all modules except Deals.
  • Encrypted fields cannot be specified.
  • In the Deals module,
    • History tracking is enabled by default for the Stage picklist field.
    • You cannot enable history tracking for any other picklist field in the Deals module.
    • You can only update the existing Stage picklist field using the Update Custom Field API.
    • You can add up to 6 followed fields, with a maximum of 5 user fields.



We hope this post helps you confidently manage picklists and track their history in Zoho CRM. Try it out, and let us know your experience in the comment section or reach out to us at support@zohocrm.com 

Stay tuned for more insights in our upcoming Kaizen posts!
Cheers!






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      • Why does Zoho’s diff viewer highlight parts of unchanged lines?

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      • All new Address Field in Zoho CRM: maintain structured and accurate address inputs

        The address field will be available exclusively for IN DC users. We'll keep you updated on the DC-specific rollout soon. It's currently available for all new sign-ups and for existing Zoho CRM orgs which are in the Professional edition. Latest update
      • CRM x WorkDrive: File storage for new CRM signups is now powered by WorkDrive

        Availability Editions: All DCs: All Release plan: Released for new signups in all DCs. It will be enabled for existing users in a phased manner in the upcoming months. Help documentation: Documents in Zoho CRM Manage folders in Documents tab Manage files
      • Wrapping up 2025 on a high note: CRM Release Highlights of the year

        Dear Customers, 2025 was an eventful year for us at Zoho CRM. We’ve had releases of all sizes and impact, and we are excited to look back, break it down, and rediscover them with you! Before we rewind—we’d like to take a minute and sincerely thank you
      • Passing the CRM

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      • Where can we specify custom CSS in Zoho Forms custom theme ?

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      • Automating Employee Birthday Notifications in Zoho Cliq

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      • Drop Down Value

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      • Create PO from an invoice

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      • SMS to customers from within Bigin

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      • Zoho Survey reminder settings are extremely confusing

        Hi, I just want to set 3 reminders, one week apart from the first email out. Your form is too confusing and I don't understand. Can you simplify and be more specific regarding the language used on the form ?
      • Add deluge function to shorten URLs

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      • Add specific field value to URL

        Hi Everyone. I have the following code which is set to run from a subform when the user selects a value from a lookup field "Plant_Key" the URL opens a report but i want the report to be filtered on the matching field/value. so in the report there is
      • form data load issue when saving as duplicate record is made

        Hello. I have a form with a lookup when a value is selected the data from the corresponding record is filled into all of the fields in the form. But the form is loaded in such a state that if any value is changed it will take all of the values pre loaded
      • Recurring Tasks and Reminders in Projects

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      • Unable to remove the “Automatically Assigned” territory from existing records

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      • Track online, in-office, and client location meetings separately with the new meeting venue option

        Hello everyone! We’re excited to announce meeting enhancements in Zoho CRM that bring more clarity and structure to how meetings are categorized. You can now specify the meeting venue to clearly indicate whether a meeting is being held online, at the
      • Google Fonts Integration in Pagesense Popup Editor

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

        Hello Everyone, Your contact sync in Google integration just got revamped! We have redesigned the sync process to give users more control over what data flows into Google and ensure that this data flows effortlessly between Zoho CRM and Google. With this
      • CRM Canvas - Upload Attachments

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      • Pro Lite Upgrade - Quick Access Tray

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      • Custom Fonts in Zoho CRM Template Builder

        Hi, I am currently creating a new template for our quotes using the Zoho CRM template builder. However, I noticed that there is no option to add custom fonts to the template builder. It would greatly enhance the flexibility and branding capabilities if
      • Improved Functionality PO Bill SO Invoice

        Hello, I need to enter over 100 items, it's frustrating to scroll a few item rows and wait for more to load, then scroll again. It would be nice to have buttons that scroll to the top or bottom with one click. Furthermore, these items I'm adding are VAT
      • Camera access

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      • Wishes for 2026

        Hello, and a happy new year 2026! Let's hope it's better for everyone. I'd like to share some thoughts on Zoho One and what could be useful in the short, medium, and long term. Some things are already there, but not applied to Zoho One. Others seem like
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