Kaizen 228 - Process Large-Scale Migrated Data Using Catalyst Solutions

Kaizen 228 - Process Large-Scale Migrated Data Using Catalyst Solutions



Howdy, tech wizards!

This week’s Kaizen explores how Catalyst Solutions in the Zoho CRM Developer Hub help import large volumes of data into Zoho CRM while improving data quality and simplifying the migration process.

Why Catalyst Solutions?

Catalyst Solutions provide a library of independent, ready-to-use backend solutions called CodeLibs. The CRM Bulk Data Processor CodeLib helps handle complex data operations on large datasets. Following are the key benefits:
  1. Highly Scalable: Processes large datasets efficiently, supporting up to 200,000 records per API call.
  2. Automation Made Simple: Automate complex tasks like segmentation, data cleansing and lead scoring with minimal effort.  
  3. Effortless Integration: Comes with pre-configured Catalyst resources such as serverless functions and data stores that integrate directly with Zoho CRM.

Business Scenario

Zylker, a manufacturing company, migrated over 3 lakh Lead records into Zoho CRM from spreadsheets. 



Post-migration, the Lead data showed the following inconsistencies and challenges:
  1. Phone number field did not include country codes, or contained incorrect country codes. This inconsistency made it difficult for sales teams to contact Leads reliably.
  2. Identifying potential Leads for follow-up required manual effort and marketing team has to run generic campaigns without lead segmentation. 
Using workflows before record creation to fix phone numbers for this volume would result in 3 lakh individual workflow executions, which can slow imports and cause partial failures.

Solution Overview

Zylker can use the CRM Bulk Data Processor available in Catalyst Solutions to address these challenges at scale.

The solution works as follows:
  1. Lead records are fetched in bulk from Zoho CRM using the Bulk Read API.
  2. The fetched data is temporarily stored to evaluate the priority and quality of each record. Based on this evaluation, the records are also segmented accordingly.
  3. The Country field value is used to identify and append the correct country code to the phone number.
  4. The processed records are updated back into Zoho CRM using Bulk Write API.
All operations are executed using pre-configured Catalyst resources provided by the CodeLib. You can explore the Bulk Data Flow in Catalyst help page to understand how each resource participates in the processing pipeline.

Prerequisites

Before you begin, ensure the following:

1. Log into your Zoho CRM and navigate to Setup > Customization > Modules and Fields > Leads.

Create the following custom Single Line fields to map existing record data in Zoho CRM. 
  1. Last Activity Days
  2. Web Engagement Score
Refer to the Working with Custom Fields help page for detailed guide. 


2. Create the following custom Single Line fields to store the calculated values during bulk processing:
  1. Lead Score Value
  2. Lead Segment
  3. Sales Priority
  4. Data Quality Status
3. Go to Setup > Developer Hub > Catalyst Solutions > Zoho CRM Bulk Data Processor. 

4. Click Go to Catalyst and create a Catalyst account if required.



5. Refer to the Catalyst CLI Installation Guide and install it on your local system.

6. Create a new folder on your local system, which will act as a local project directory. Use the following command:

mkdir -p <folder_name>


7. Navigate to the project folder in your terminal and execute the following command: 

catalyst init

8. Follow the prompts to select and initialize your desired project from the Catalyst console. 

When prompted to choose a feature, press Enter and proceed without choosing any feature.


9. Run the following command to install the CRM Bulk Data Processor CodeLib.



Step 1: Create a Cron Job

1. Open the Catalyst Console and navigate to the same project in which you have installed the CRM Bulk Data Processor CodeLib.

2. Go to Cloud Scale > Triggers > Cron and click Create Cron.

3. Fill in the following details:
  1. Provide a Name and Description for the cron job. 
  2. Select Function and choose BulkJobScheduler from the dropdown in the Target Function field.
  3. Enter the following parameters and values:

    MODULES -> Leads
    FIELDS_TO_BE_PROCESSED -> Last_Name, Company, Mobile, Country, Designation, No_of_Employees, Web_Engagement_Score, Lead_Score_Value, Lead_Segment, Sales_Priority, Data_Quality_Status

    Use GET Modules Metadata API and GET Fields Metadata API to get the API names of the required module and fields.
     
  4. Choose the Schedule Type as One Time for our use case.
Refer to the Implementing Cron Jobs Help Guide for more details.

Step 2: Configure Zoho CRM API Credentials 

1. Create a self-client application in Zoho's API Console.

2. Generate a Grant Token with the following scopes:
  1. ZohoFiles.files.ALL
  2. ZohoCRM.bulk.ALL
  3. ZohoCRM.modules.ALL
  4. ZohoCRM.settings.ALL
  5. ZohoCRM.org.ALL


3. Follow the OAuth Help Section for a step-by-step guide to generate Access and Refresh tokens for your Zoho CRM organization.


Store all the API credentials securely for later use.

4. To allow Catalyst to access Zoho CRM data, configure the stored API credentials as environment variables in the catalyst-config.json file within the BulkDataProcessor function.

For detailed guidance, refer to the Configure Function Components help guide in CRM Bulk Data Processor. 



Notes
These environment variables are used by Catalyst Connectors to create access tokens for establishing secure connection between Zoho CRM and Catalyst.

Step 3: Add Business Logic

1. Go to com.processor.record.ZCRMRecordsProcessorImpl.java file of the BulkDataProcessor in the functions directory.

2. Override the ZCRMRecordsProcessor method with the business logic.


The complete code sample for this use case is available on GitHub for reference.

Following is the major custom logic used here:

Notes
Use the GET Fields Metadata API to fetch the API names of the fields required throughout the custom logic.

Phone Number Normalization:

This can be implemented in two stages, Country standardization and Phone Number formatting. 

For country standardization, CountryStandardizerUtil maps different variations of the Country field in records to a single standardized country identifier. These variations may include, 
  1. Country Names (India, Unites States, United Kingdom)
  2. Abbreviations (Ind, IN, USA, US, UK)
  3. Calling Codes (+91, +1, +44)
With this, we can ensure different interpretations of the same country are interpreted consistently during the process. 


Once the country is standardized, Phone Numbers are formatted to E.164 format in the PhoneNormalizerUtil. 

It removes all non-numeric characters and converts the Phone input to E.164 format with the respective country codes. 

public class PhoneNormalizerUtil {
    private static final Pattern NON_DIGIT = Pattern.compile("[^0-9]");
    public static Optional<String> normalizeToE164(String rawPhone, String countryCode) {
        if (rawPhone == null || rawPhone.trim().isEmpty()) {
            return Optional.empty();
        }
        String digits = NON_DIGIT.matcher(rawPhone).replaceAll("");
        if (rawPhone.startsWith("+") && digits.length() >= 10) {
            return Optional.of("+" + digits);
        }
        switch (countryCode) {
            case "IN":
                return normalizeIndia(digits);
            case "US":
                return normalizeUS(digits);
            case "UK":
                return normalizeUK(digits);
            default:
                return Optional.empty();
        }
    }
    private static Optional<String> normalizeIndia(String digits) {
        if (digits.length() == 10) {
            return Optional.of("+91" + digits);
        }
        if (digits.startsWith("91") && digits.length() == 12) {
            return Optional.of("+" + digits);
        }
        return Optional.empty();
    }
    private static Optional<String> normalizeUS(String digits) {
        if (digits.length() == 10) {
            return Optional.of("+1" + digits);
        }
        if (digits.startsWith("1") && digits.length() == 11) {
            return Optional.of("+" + digits);
        }
        return Optional.empty();
    }
    private static Optional<String> normalizeUK(String digits) {
        if (digits.startsWith("44") && digits.length() == 12) {
            return Optional.of("+" + digits);
        }
        if (digits.length() == 10) {
            return Optional.of("+44" + digits);
        }
        return Optional.empty();
    }

}

Lead Priority and Segmentation

The lead priority is calculated using the Title, No of employees, Last Activity Days and Web Engagement Score fields in the record.  

Each field value contributes a predefined number of points:
  1. If the job title indicates a senior role such as CEO, CTO, Director, or VP, 25 points are added.
  2. If the company size is 200 employees or more, 20 points are added.
  3. If the Lead has been active within the last 7 days, 15 points are added.
  4. If the web engagement score is 70 or higher, 10 points are added.
The sum of all applicable factors is returned as an integer and based on this score the lead's priority and segmentation is assigned as follows:
  1. High (Hot): score ≥ 70
  2. Medium (Warm): score ≥ 40
  3. Low (Cold): score < 40
public static int calculateLeadScore(
            String jobTitle,
            Integer companySize,
            Integer lastActivityDays,
            Integer webEngagementScore) {
        int score = 0;
        // Decision Maker
        if (jobTitle != null) {
            String title = jobTitle.toLowerCase();
            if (title.contains("ceo") || title.contains("cto")
                    || title.contains("director") || title.contains("vp")) {
                score += 25;
            }
        }
        // Company Size
        if (companySize != null && companySize >= 200) {
            score += 20;
        }
        // Recency
        if (lastActivityDays != null && lastActivityDays <= 7) {
            score += 15;
        }
        // Engagement
        if (webEngagementScore != null && webEngagementScore >= 70) {
            score += 10;
        }
        return score;
    }
    public static String deriveSegment(int score) {
        if (score >= 70) return "Hot";
        if (score >= 40) return "Warm";
        return "Cold";
    }
    public static String derivePriority(String segment) {
        switch (segment) {
            case "Hot":
                return "High";
            case "Warm":
                return "Medium";
            default:
                return "Low";
        }
    }

Lead Quality:

Lead quality is evaluated based on the validity of the Mobile and Country fields in the records.
  1. Clean: Both field values are valid.
  2. Critical: Both field values are invalid.
  3. Needs Review: Only one of the field values is invalid.

Write Back to Records:

The processed data is written back to Zoho CRM as follows:
  1. Mobile: Formatted phone numbers.
  2. Lead Score: Total score calculated from all applicable fields.
  3. Lead Segment: Segment derived from the lead score.
  4. Sales Priority: Priority assigned based on the lead segment.
  5. Data Quality Status: Overall quality of the Lead record.
if (normalizedMobile.isPresent()) {
data.put("Mobile", normalizedMobile.get());
}
data.put("Lead_Score", leadScore);
data.put("Lead_Segment", leadSegment);
data.put("Sales_Priority", salesPriority);
data.put("Data_Quality_Status", dataQualityStatus);
}

Step 4: Deploy to Development

Run the following command to deploy your local customizations to the Development Environment of Catalyst.

catalyst deploy

Info
You can find the complete code sample on GitHub for reference.

Try it Out!

With the changes deployed to the Development environment, let us now test the solution.



We hope this Kaizen helps you import large volumes of data into Zoho CRM while improving data quality and lead intelligence using the CRM Bulk Data Processor.

Have questions or suggestions? Drop them in the comments or write to us at  support@zohocrm.com. 

We will circle back to you next Friday with another interesting topic. 

On to Better Building!

--------------------------------------------------------------------------------------------------------------------------

Idea
Previous Kaizen: Client Script Support for List Page (Canvas) | Kaizen Collection: Directory

--------------------------------------------------------------------------------------------------------------------------

    • Sticky Posts

    • Kaizen #198: Using Client Script for Custom Validation in Blueprint

      Nearing 200th Kaizen Post – 1 More to the Big Two-Oh-Oh! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.

    • Kaizen #226: Using ZRC in Client Script

      Hello everyone! Welcome to another week of Kaizen. In today's post, lets see what is ZRC (Zoho Request Client) and how we can use ZRC methods in Client Script to get inputs from a Salesperson and update the Lead status with a single button click. In this

    • Kaizen #222 - Client Script Support for Notes Related List

      Hello everyone! Welcome to another week of Kaizen. The final Kaizen post of the year 2025 is here! With the new Client Script support for the Notes Related List, you can validate, enrich, and manage notes across modules. In this post, we’ll explore how

    • Kaizen #217 - Actions APIs : Tasks

      Welcome to another week of Kaizen! In last week's post we discussed Email Notifications APIs which act as the link between your Workflow automations and you. We have discussed how Zylker Cloud Services uses Email Notifications API in their custom dashboard.

    • Kaizen #216 - Actions APIs : Email Notifications

      Welcome to another week of Kaizen! For the last three weeks, we have been discussing Zylker's workflows. We successfully updated a dormant workflow, built a new one from the ground up and more. But our work is not finished—these automated processes are

      • Recent Topics

      • Get Workflow Metadata via API

        Is there a way to get metadata on workflows and/or custom functions via API? I would like to automatically pull this information. I couldn't find it in the documentations, but I'm curious if there is an undocumented endpoint that could do this. Moderation

      • Zoho Projects - Q2 Updates | 2025

        Hello Users, With this year's second quarter behind us, Zoho Projects is marching towards expanding its usability with a user-centered, more collaborative, customizable, and automated attribute. But before we chart out plans for what’s next, it’s worth

      • FSM setup

        So we have been tinkering with FSM to see if it is going to be for us. Now is the time to bite the bullet and link it to our zoho books and zoho crm. The help guides are good but it would really help if they were a bit more in depth on the intergrations.

      • Upcoming Updates to the Employees Module in Zoho Payroll (US)

        We've made a couple of updates to the Employees module in Zoho Payroll (latest version of the US edition). These changes will go live today. While creating an employee Currently, the Compensation Details section is part of the Basic Details step, where

      • Possible to Turn Off Automatic Notifications for Approvals?

        Hello, This is another question regarding the approval process. First a bit of background: Each of our accounts is assigned a rank based on potential sales. In Zoho, the account rank field is a drop-down with the 5 rank levels and is located on the account

      • ZOHO Creator subform link

        Dear Community Support, I am looking for some guidance on how to add a clickable link within a Zoho Creator subform. The goal is for this link to redirect users to another Creator form where they can edit the data related to the specific row they clicked

      • Allow Resource to Accept or Reject an Appointment

        I have heard that this can be done, is there any documentation on how?

      • Create new Account with contact

        Hi I can create a new Account and, as part of that process, add a primary contact (First name, last name) and Email. But THIS contact does NOT appear in Contacts. How can I make sure the Contact added when creating an Account is also listed as a Contact?

      • How To Insert Data into Zoho CRM Organization

        Hi Team I have this organization - https://crm.zoho.com/crm/org83259xxxx/tab/Leads I want to insert data into this Leads module, what is the correct endpoint for doing so ? Also I have using ZohoCRM.modules.ALL scope and generated necessary tokens.

      • Where can I get Equation Editor por Zoho Writer?

        I need to use Math Formulas in my document. Thank you.

      • Filtering repport for portal users

        Salut, I have a weird problem that I just cannot figure out : When I enter information as administrator on behalf of a "supplier" portal user (in his "inventory" in a shared inventory system), I can see it, "customer" portal users can see it, but the

      • BUTTONS SHOWN AS AN ICON ON A REPORT

        Hi Is there any way to create an action button but show it as an icon on a report please? As per the attached example? So if the user clicks the icon, it triggers an action?

      • I can't connect my Instagram account in Zoho SalesIQ

        I deleted an old account to test SalesIQ and connected it to Instagram and facebook. After deciding that I want to use it officially, I deleted the account and create another one with the email account of the company. But, now I having this error while

      • Product Updates in Zoho Workplace applications | August 2025

        Hello Workplace Community, Let’s take a look at the new features and enhancements that went live across all Workplace applications this August. Zoho Mail Delegate Email Alias Now you can let other users send emails on your behalf—not just from your primary

      • Want to use Zoho Books in Switzerland. CHF support planned?

        Hi, We're a Swiss company using other Zoho suite software and I discovered Zoho Books and other accounting SaaS when looking for an accounting tool. Do you intend to cover Switzerland and CHF based accounting anytime soon? Roy

      • Celebrating Connections with Zoho Desk

        September 27 is a special day marking two great occasions: World Tourism Day and Google’s birthday. What do these two events have in common (besides the date)? It's something that Zoho Desk celebrates, too: making connections. The connect through tourism

      • Adding Overlays to Live Stream

        Hello folks, The company I work for will host an online event through Zoho Webinar. I want to add an overlay (an image) at the bottom of the screen with all the sponsors' logos. Is it possible to add an image as an overlay during the live stream? If so,

      • Email Sending Failed - SMTP Error: data not accepted. - WHMCS Not sending emails due to this error

        I have been trying to figure out a fix for about a week now and I haven't found one on my own so I am going to ask for help on here.  After checking all the settings and even resetting my password for the email used for WHMCS it still says: Email Sending Failed - SMTP Error: data not accepted.  I have no clue how to fix it at this point. Any insight would be lovely. 

      • Zoho Flow - Update record in Trackvia

        Hello, I have a Flow that executes correctly but I only want it to execute once when a particular field on a record is updated in TrackVia. I have the trigger filters setup correctly and I want to add an "update record" action at the end of the flow to

      • Add Comprehensive Accessibility Features to Zoho Desk Help Center for End Users

        Hello Zoho Desk Team, We hope you're doing well. We’d like to submit a feature request to enhance the client-facing Help Center in Zoho Desk with comprehensive accessibility features, similar to those already available on the agent interface. 🎯 Current

      • Zoho CRM mobile: Support for rich text in multi-line fields, Image upload field, and more

        Hello everyone, We've made a few enhancements to the Zoho CRM mobile app to improve your experience. Here's what's new: Rich text support for multi-line fields (iOS) Image upload field support (iOS and Android) Tool tip markdown (iOS) Rich text support

      • in zoho creator Sales Returns form has sub form Line Items return quantity when i upate the or enter any values in the sub form that want to reflect in the Sales Order form item deail sub form field Q

        in zoho creator Sales Returns form has sub form Line Items return quantity when i upate the or enter any values in the sub form that want to reflect in the Sales Order form item deail sub form field Quantity Returned\ pls check the recording fetch_salesorder

      • Estimates with options and sub-totals

        Hi It seems it would be great to be able to show multiple options in an estimate. For instance I have a core product to which I can add options, and maybe sub-options... It would be great to have subtotals and isolate the core from the not compulsory items. Thanks

      • Optional Items Estimate

        How do you handle optional items within an estimate? In our case we have only options to choose with. (Like your software pricing, ...standard, professional, enterprise) How can we disable the total price? Working with Qty = 0 is unprofessional....

      • Important Update : Zendesk Sell announced End of Life

        Hello Zendesk users, Zendesk has officially announced that Zendesk Sell will reach its End of Life (EOL) on August 31, 2027 (Learn more). In line with this deprecation, Zoho Analytics will retire its native Zendesk Sell connector effective October 1,

      • Zoho Sheets

        Hi, I am trying to transition into Zoho sheets, I have attached the issues encountered. Server issues, file trying to upload for more than 30 mins, even once uploaded my data aren't loaded. Simple calculations are not working I have attached the sample.

      • Zoho CRM + Zoho FSM : alignez vos équipes commerciales et techniques

        La vente est finalisée, mais le parcours client ne fait que commencer ! Dans les entreprises orientées service, conclure une vente représente seulement la première étape. Ce qui suit — installation, réparation ou maintenance régulière — influence grandement

      • Top Bar Shifting issue still not fixed yet

        I mentioned in a previous ticket that on Android, the top bar shifts up when you view collections or when you're in the settings. That issue still hasn't been fixed yet. I don't wanna have to reinstall the app as I've noticed for some reason, reinstalling

      • Power of Automation:: Automate the process of updating project status based on a specific task status.

        Hello Everyone, Today, I am pleased to showcase the capabilities of a custom function that is available in our Gallery. To explore the custom functions within the Gallery, please follow the steps below. Click Setup in the top right corner > Developer

      • Billing Management: #3 Billing Unbilled Charges Periodically

        We had a smooth sail into Prorated Billing, a practice that ensures fairness when customers join, upgrade, or downgrade a service at any point during the billing cycle. But what happens when a customer requests additional limits or features during the

      • No bank feeds from First National Bank South Africa since 12 September

        I do not know how Zoho Books expects its customers to run a business like this. I have contacted Zoho books numerous times about this and the say it is solved - on email NO ONE ANSWERS THE SOUTH AFRICAN HELP LINE Come on Zoho Books, you cannot expect

      • Citation Problem

        I had an previous ticket (#116148702) on this subject. The basic problem is this; the "Fetch Details" feature works fine on the first attempt but fails on every subsequent attempt, Back in July after having submitted information electronically and was

      • Failing to generate Access and Refresh Token

        Hello.  I have two problems: First one when generating Access and Refresh Token I get this response:  As per the guide here : https://www.zoho.com/books/api/v3/#oauth (using server based application) I'm following all the steps. I have managed to get

      • Auto-Forward All Incoming Mail

        I have setup the Zoho Business Mail to host my own domain's mail.  Is it possible to have all incoming email auto-forwarded to another email account?  What I would like to do is have all incoming emails forwarded to my Yahoo or Hotmail accounts until I can complete the migration to Zoho.  I can't seem to locate this setting anywhere.  I don't care whether the mail is kept on the Zoho server or not at this time.

      • Zeptomail 136.143.188.150 blocked by SpamCop

        Hi - it looks like this IP is being blocked, resulting in hard bounces unfortunately :( "Reason: uncategorized-bounceMessage: 5.7.1 Service unavailable; Client host [136.143.188.150] blocked using bl.spamcop.net; Blocked - see https://www.spamcop.net/bl.shtml?136.143.188.150

      • Apply transaction rules to multiple banks

        Is there any way to make transaction rules for one bank apply to other banks? It seems cumbersome to have to re-enter the same date for every account.

      • How to bulk update records with Data Enrichment by Zia

        Hi, I want to bulk update my records with Data Enrichment by Zia. How can I do this?

      • How do I split a large CSV file into smaller parts for import into Zoho?

        Hi everyone, I’m trying to upload a CSV file into Zoho, but the file is very large (millions of rows), and Zoho keeps giving me errors or takes forever to process. I think the file size is too big for a single import. Manually breaking the CSV into smaller

      • Client Script Payload Size Bug

        var createParams = { "data": [{ "Name": "PS for PR 4050082000024714556", "Price_Request": { "id": "4050082000024714556" }, "Account": { "id": "4050082000021345001" }, "Deal": { "id": "4050082000023972001" }, "Owner": { "id": "4050082000007223004" }, "Approval_Status":

      • lead convert between modules

        Hello, The workflow we set up to automatically transfer leads registered via Zapier into the Patients module to the Leads module started to malfunction unexpectedly on September 25, 2025, at 11:00 AM. Under normal circumstances, all fields filled in the

      • Next Page