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. In this post, we will discuss the Automation Tasks API.
Zylker's admin have set up the email notification that notifies the team for different triggers. Team is notified when a deal is lost. But then, what should be the course of action? Does someone know to follow up? Is the reason for the loss being logged? Often, notifications create awareness but not accountability. That is the significance of tasks. Including Task details to Zylker's dashboard ensure the right people receive the right instructions.
This update to the dashboard will allow system admins to:
- audit the existing tasks,
- create new tasks,
- update existing tasks, and
- clean up inactive and unwanted tasks.
STEP 1: Discover and audit existing tasks
To get details of existing tasks in the system and audit them the admins at Zylker use GET Automation Tasks API.
Request to fetch all automation tasks:
GET {api-domain}/crm/v8/settings/automation/tasks
Request to fetch a specific automation task:
GET {api-domain}/crm/v8/settings/automation/tasks/{task_ID}
Zylker's admin has created an automation task for investigating the reason behind a lost deal. Below output JSON shows the details of the automation task such as name, id. Note that whenever an automation task is created in the system a new task is created in the task module.
{ "tasks": [ { "created_time": "2025-11-07T12:29:18+05:30", "lock_status": { "locked": false }, "editable": true, "module": { "api_name": "Deals", "id": "5843104000000002181" }, "related_module": null, "deletable": true, "source": "crm", "created_by": { "name": "Patricia Boyle", "id": "5843104000000424672" }, "notify": false, "feature_type": "workflow", "field_mappings": [ { "display_value": "Investigate loss reason for ${Deals.Deal Name}", "field": { "api_name": "Subject", "id": "5843104000000002271" }, "type": "merge_field", "value": "Investigate loss reason for ${!Deals.Deal_Name}" }, { "display_value": "Trigger Date plus 3 day(s)", "field": { "api_name": "Due_Date", "id": "5843104000000002273" }, "type": "execution_time", "value": { "period": "days", "unit": "3", "trigger_field": "${CURRENTTIME}", "sign": "plus" } }, { "display_value": "Patricia Boyle", "field": { "api_name": "Owner", "id": "5843104000000002269" }, "type": "static", "value": { "name": "Patricia Boyle", "id": "5843104000000424672" } }, { "display_value": "Not Started", "field": { "api_name": "Status", "id": "5843104000000002279" }, "type": "static", "value": "Not Started" }, { "display_value": "Highest", "field": { "api_name": "Priority", "id": "5843104000000002281" }, "type": "static", "value": "Highest" } ], "modified_time": "2025-11-07T12:29:18+05:30", "associated": true, "modified_by": { "name": "Patricia Boyle", "id": "5843104000000424672" }, "name": "Investigate loss reason for ${Deals.Deal Name}", "id": "5843104000006662001" } ] } |
This task makes sure that the reason for loss is properly analyzed and logged. This ensures that the same mistakes are not repeated and corrective action can be taken.
STEP 2: Create new automation task
At any company, proactive engagement with customers is crucial for customer retention, especially when they are new. At Zylker, the management decided to check in with the customer after 30 days of onboarding. The admin created an Automation Task to engage with the customer using the Create Automation Task API.
Request to create an automation task for a follow up task:
POST {api-domain}/crm/v8/settings/automation/tasks
|
Key fields
- name : indicates the name of the automation task
- module: indicates the module for which the automation task is created
- field_mappings: consists of the field mappings of the fields to a record in tasks module. This consists of three main keys:
- field: indicates the API name and ID of the field in the Tasks module records
- value: indicates the value of the field in the Tasks record
- type: denotes the type of value. The possible values for this field are merge_field, static, execution_time
For the field `Due_Date`, type is `execution_time` and value is `Account Created Time + 30 Days` as:
"value": {
"period": "days",
"unit": "30",
"trigger_field": "${!Accounts.Created_Time}",
"sign": "plus"
}
It forms the core of our solution to create a task 30 days after onboarding.
This ensures customer success team automatically follow up with new customers after their first month. It helps them to:
- measure product adoption,
- gather early feedback,
- identify potential issues, and
- strengthen customer relationships.
The task is automatically created, assigned, and scheduled without manual intervention.
STEP 3: Updating an automation task
After using the customer success check-in for a while, the customer success gave their feedback to admin. They feel that the 30 day follow up is too soon and assigning the task as Highest priority is overwhelming.
The admin updates the automation tasks to accommodate their feedback using the Update Automation Tasks API.
Request to update an automation task:
PUT {api-domain}/crm/v8/settings/automation/tasks/5843104000006646001
{ "tasks": [ { "field_mappings": [ { "field": { "api_name": "Due_Date", "id": "5843104000000002273" }, "type": "execution_time", "value": { "period": "days", "unit": "60",//Changed from 30 to 60. "trigger_field": "${!Accounts.Created_Time}", "sign": "plus" } }, { "field": { "api_name": "Priority", "id": "5843104000000002281" }, "type": "static", "value": "High"///Changed from Highest to High. }, { "field": { "api_name": "Description", "id": "5843104000000002291" }, "type": "merge_field", "value": "60-day follow-up with ${!Accounts.Account_Name}.Check adoption metrics and gather feedback."// Description changed to account for the update to the task. } ] } ] } |
The admin has changed the execution time to `Account Created Time + 60 Days`, the priority from `Highest` to `High` and also the description to reflect the change in execution time.
STEP 4: Deleting tasks notifications
Any unwanted or redundant task can be deleted using Delete Automation Tasks API.
Request to delete an automation tasks:
DELETE {api-domain}/crm/v8/settings/automation/tasks/5843104000006678001
DELETE {api-domain}/crm/v8/settings/automation/tasks?ids=5843104000006646001,5843104000006646002
We hope that you find this post on Actions - Tasks APIs useful. If you have any feedback, please let us know in the comments, or reach out to us via support@zohocrm.com.
Topic Participants
Mable Mary M P
Sticky Posts
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 areKaizen #152 - Client Script Support for the new Canvas Record Forms
Hello everyone! Have you ever wanted to trigger actions on click of a canvas button, icon, or text mandatory forms in Create/Edit and Clone Pages? Have you ever wanted to control how elements behave on the new Canvas Record Forms? This can be achievedKaizen #142: How to Navigate to Another Page in Zoho CRM using Client Script
Hello everyone! Welcome back to another exciting Kaizen post. In this post, let us see how you can you navigate to different Pages using Client Script. In this Kaizen post, Need to Navigate to different Pages Client Script ZDKs related to navigation A.Kaizen #210 - Answering your Questions | Event Management System using ZDK CLI
Hello Everyone, Welcome back to yet another post in the Kaizen Series! As you already may know, for the Kaizen #200 milestone, we asked for your feedback and many of you suggested topics for us to discuss. We have been writing on these topics over the
Recent Topics
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.Zoho sign and creator error message {"code":9043,"error_param":"Checked by","message":"Extra key found","status":"failure"}
Good day, I receive the error message: {"code":9043,"error_param":"Checked by","message":"Extra key found","status":"failure"} when running below code from creator to sign, void TestForSign(int ID) { //Fetch Template Details (Optional, for dynamic mapping)Download a writer template as .docx instead of .pdf.
I have been trying to implement a feature to download a writer template as a .docx and got it working partly but it isn't good. Earlier I checked our code and I saw openurl("https://crm.zoho.com/crm/org121314/specific/Template.do?action=print&step=pdfPreview&id="Allow the usage of Multi-Select fields as the primary field on "Layout Rules"
We want to force our users to enter some explanation strings when a multi-select field has been utilized. I can't understand the reason for the usage restriction of Multi-Select fields as a primary field. This is a simple "Display hidden mandatory fieldWriterTh
After every space Writer goes to capital letters mode in my Android tablet. The cap mode stays till the second letter is typed in the word then it comes to normal mode.Extract Archived Projects using Zoho Projects API
In my organization we archive the projects when they are already completed, charged, invoiced, so that only those that are still pending process remain active. I need to access all projects (active and archived) from an external system, but the API v3Ask the Experts: Five-hour live Q&A session with Zoho WorkDrive product experts
Have questions about WorkDrive 5.0? Let’s talk! We recently launched Zoho WorkDrive 5.0, packed with powerful updates to help your team work smarter, stay secure, and get more value from your business content. From content-centric workflows and AI-poweredFile upload support for subforms
Dear All, Subforms help you add and track data related to your CRM records. We've always supported most of the commonly used field types in subforms, so as to cater to your business requirements. Now we're happy to extend support to file upload fields.Circular record relationship in CRM
Given there is a lookup in custom module Transactions creating a related list on the chosen Contact record. I. e. a lookup field on Transactions module points to Contacts. The related list on a Contact record can thus have have many transaction records.Is it possible to pull the Zoho desk data into Zoho analytics in real time
Hi - I am looking to add more dashboards and reports of Zoho Desk in analytics. I see there is a schedule to pull the data into analytics, but I'm wondering if there is an option to pull the data in real time instead of a specific interval?Enhance productivity with the revamped Zoho Sheet View
Hello folks, For some time now, you've been able to use the Zoho Sheet View to quickly edit multiple records or to insert a batch of new records. Its tabular interface allows users to engage in these tasks productively. Despite this, the existing SheetHow to set value of dropdown field to variable
For the life of me, I can't figure out why the following code won't set input.status to the previousSelection. Steps to reproduce: 1. Click input.complete 2. input.status dropdown updates from '1-Backlog' to '4-Done' 3. Click input.complete again to deselect[Product Update] TimeSheets module is now renamed as Time Logs in Zoho Projects.
Dear Zoho Analytics customers, As part of the ongoing enhancements in Zoho Projects, the Timesheets module has been renamed to Time Logs. However, the module name will continue to be displayed as Timesheets in Zoho Analytics until the relevant APIs are[WEBINAR][MEA] Learn how to control your inventory and multi-channel sales with the Zoho Inventory & Zoho Books integration
Hello there, We are hosting an exclusive live webinar tailored for businesses across the Middle East and African countries, where you'll learn how to take full control of your inventory and multi-channel sales while keeping your accounting perfectly inLess clicks, more connection – the usability edge of Zoho Desk
Imagine joining a new workplace, eager to prove your skills, partner with peers, learn new tools, and build a strong foundation for your career. The standards you've set could drive pressure into your head. You now discover the organization is using ZohoTip #3 Automating total item weight calculation for your sales orders in Zoho Inventory
Hello, Hope the day is treating you well. Last week, we saw how we could automate the calculation of total shipping charges from numerous shipments for your sales orders and invoices. This week, we will see how you can automate the calculation of total item weight for your sales orders. How does this work? First, you are required to capture the weight of all your items using a custom field. And when you create a sales order, you can either have the system display the individual weights for you orWhy Format section gets disabled when we create Merge Template over PDF
I need some assistance I have a Client who is going to give certificates to users who passes his exam. So, I am using mail merge but in ZOHO writer after I upload the PDF and create merge Template over PDF the format Section gets disabled. My problemWhatsapp 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 canHow to calculate separate totals for Product Line Items filtered by category in Quotes?
Hello! I'm working with Quotes in Zoho CRM and need help calculating conditional totals for line items. Current setup: I have two tables in my Quote template (Zoho Writer), both displaying Quoted Line Items Table 1 (top): Shows all products where ProductI Need Help Verifying Ownership of My Zoho Help Desk on Google Search Console
I added my Zoho desk portal to Google Search Console, but since i do not have access to the html code of my theme, i could not verify ownership of my portal on Google search console. I want you to help me place the html code given to me from Google searchZoho Desk API Documentation missing a required field
We are trying to create a section using this information. Even after preparing everything based on that page, we still get an error. The error we get is this: {"errorCode":"INVALID_DATA","message":"The data is invalid due to validation restrictions","errors":[{"fieldName":"/translations","errorType":"missing","errorMessage":""}]}Fetch Subform values through a lookup of a lookup
Hi, I'm having an issue fetching the values of a subform through a lookup field through another lookup field. The code works perfectly to show me the subform row ID, but the second I try to get any readable data, it says "Error occurred. Please contactAbility to modify what displays in calendar invite?
I am a long time calendly user and want to make the switch to bookings. I understand that there is not currently a meets/hangouts integration, is one on the roadmap? Is there anyway I can modify the calendar invite to include the meet link? I can add it to the emails no problem, but I would also like it to display on their calendar. Is there some work around I can do to get it on the calendar? Also am I able to modify the calendar event title?Turn Decision Box to a button
Dear all, I need your help on CSS to turn a Decision Box to a Button. I have a Decision Box like: Turn on/off to refresh the information. (on User Input, either True or False, will refresh the information) Now I want to simulate to treat it like a RefreshEmails not being received from a particular domain
Cannot receive any emails sent from atco.com Domain is in the spam whitelist so should be no reason for it not to be coming through. Have filed a ticket and besides a generic response of we are looking at it - it seems there is no actual support workersStock Count
The stock count is a nice new feature, but we cannot figure out how to: 1. Use it without assigning to a person, we have a team or one of multiple do stock counts as do most any company. 2. Add any extra fields to what the "counter" sees. The most importantCan you import projects into Zoho Projects yet?
I see some very old posts asking about importing project records into Zoho Projects. But I can't find anything up to date about the topic. Has this functionality been added? Importing tasks is helpful. But we do have a project where importing projectsHow to delete attachments form Zoho mail accounts
I can't find a way to delete attachments from Zoho mail messages, either individually or in bulk. Searches here are providing conflicting results and often talk about workspace, whereas I am only interested in how to delete attachments that are seen withSend Whatsapp message from Whatsapp template with custom variables
Hi, I'm trying to do some basic integration for sending WhatsApp messages from Zoho CRM using Zoho Desk whatsapp templates. When creating new whatsapp template in Zoho Desk we can choose ticket related fields as variables but it's not clear how to useOutgoing blocked: Unusual activity detected.
I just made payment for my Zohomail Today and have been debited so i will like to be Unblocked because this is what it says (Outgoing blocked: Unusual activity detected) Thank you i await your swift responsesIntegrating with My Own Application and ZOHO CRM Simultaneously
I have my own WhatsApp bot that uses my WhatsApp business account. I want to use the same phone number to integrate with ZOHO as well. What is the recommended way to do that? Should I integrate my application with ZOHO, forwarding messages whenever theHow do i move multiple tickets to a different department?
Hello, i have several tickets that have been assigned to the wrong department. I am talking about hundreds of automatically generated ones that come from a separate system. How can i select them all at once to move them to another department in one go? I can select them in "unsassigned open tickets view" but i can't find a "move to another department" option. I also can't seem to assign multiple tickets to the same agent in that same view. Could somebody advice?Transferring CRM Attachments to Workdrive
relatedrecords = zoho.crm.getRelatedRecords("Attachments","Conditions",conId); attachid = List(); for each ele in relatedrecords { attachementId = ele.get("id"); attachid.add(attachementId); } for each ele in attachid { counter = 1; downloadFile = invokeurl [ url: "https://www.zohoapis.com/crm/v2/Conditions/" + conId + "/Attachments/" + ele type: GET connection : "work_drive" ]; resp2 = zoho.crm.attachFile("Deals",dealId,downloadFile); resp3 = zoho.workdrive.uploadFile(downloadFile, dealWD, "PlaceHolder"+counter+"",New Customization options in the module builder: Quick Create and Detail view
Hello everyone, We have introduced two new components to the module builder: Quick create and Detail view. The Quick Create Component It is a mini form used to create a record and associate it to the parent record from a lookup field. For example, if you have a Deals lookup in the Contacts module, then you can associate existing deals or create a deal and associate it with the contact. You can customize this Quick Create form by adding standard as well as custom fields. There is no limit to the numberunblock my zoho mail account. outlines@zoho.com
please unblock my zoho mail account, outlines@zoho.comSMTP email sending problem
Hello, I've sent emails before, but you haven't responded. Please respond. My work is being disrupted. I can't send emails via SMTP. Initially, there were no problems, but now I'm constantly receiving 550 bounce errors. I can't use the service I paidMailk got blocked / Inquiry About Email Sending Limits and Upgrade Options
Dear Zoho Support Team, My name is Kamr Elsayed I created this account to use for applying for vocational training in Germany. As part of this process, I send multiple emails to different companies. However, after sending only 8 emails today, I receivedForwarder
Hi, I tried to add a forwarder from which emails are sent to my main zoho account email . However, it asks me for a code that should be received at the forwarder email, which is still not activated to send to my zoho emial account. So how can I get theNo chat option
Chat option is not supported.Direct “Add to Google Calendar” Option in Zoho Meeting
Hello Zoho Meeting Team, Hope you are doing well. We would like to request an enhancement related to the “Add to Calendar” functionality in Zoho Meeting. Currently, when we open Zoho Meeting and view our meetings under My Calendar, there is an Add toNext Page