Kaizen #172 - Leveraging the 'crmAPIResponse' Object in Queries

Kaizen #172 - Leveraging the 'crmAPIResponse' Object in Queries



Hello everyone!
Welcome back to another week of Kaizen!

We released the Queries feature sometime back and hope you have tried it out.

A little gist about this feature before we move on to our post.

Zoho CRM's Queries feature enables dynamic data retrieval from both CRM modules and external services, facilitating seamless integration and informed decision-making.

Key Components

  • Sources: Pre-configured sources like Modules and COQL are available, with the option to add custom sources via REST APIs.
  • Queries: Fetch data by selecting modules, writing COQL statements, or specifying REST API endpoints, headers, and parameters.
  • Variables: Incorporate variables in criteria, COQL statements, and endpoints to pass dynamic values during execution.
  • Schema: Auto-generated schemas define the structure of query responses, with editable paths, field types, and labels for customization.
  • Serializer: Utilize JavaScript to manipulate and customize query responses, ensuring data is in the desired format for further processing.

Types of Queries

  • Modules: Retrieve records by selecting specific modules and fields, applying conditions to filter data as needed.
  • COQL (CRM Object Query Language): Write SQL-like queries to fetch data, supporting complex operations like joins and aggregations.
  • REST API: Fetch data from external services by specifying endpoints, headers, parameters, and connections.

With the Queries feature, you can efficiently access and display relevant data within Zoho CRM, enhancing workflow efficiency and decision-making capabilities.

A little insight into Functions before we dive into today's Kaizen!

Functions, Queries, you get the connection, right? Read on!

Many of us use Functions in Zoho CRM extensively to perform our business logic and customize the way things work in Zoho CRM. You can use Functions in blueprints, workflows, Circuits etc.

Let's say you have a function that gets the employee records from the Employees module. Technically, the function executes an API call or an integration task, and gives a response.

The response can be a string or map(JSON), depending on how the function is written and where it is used. Since functions can be used in many places, the same response format may not be the right one to be used in a circuit or a workflow.

This is where the genie 'crmAPIResponse' object comes into picture!

The power of the 'crmAPIResponse' object

The crmAPIResponse object to be returned in the CRM function should encapsulate the response in a way that it can be used in Queries, Circuit, workflow etc. The details needed are encapsulated as a map. It should include details like crmStatusCode, status, message, body in order to construct the desired format for handling data and customizing the error handling logic.

Let's consider the following example function where we use the getRecordByID integration task.

The response of the integration task contains all the fields in that module, but we want only certain parts of the response JSON and also add custom error messages, to be used in other components like Queries, Circuits, etc,.

Here is the code.
{
leadId = "3652397000018025772"; // Replace with a valid Lead ID

// Initialize customAPIResponse map
customAPIResponse = map();

// Fetch lead details
crmResponse = zoho.crm.getRecordById("Leads", leadId);

// Log the raw response for debugging
info "CRM API Raw Response: " + crmResponse;

// Validate and process the response to include only the required fields
if (crmResponse != null && crmResponse.containsKey("id"))
{
// Extract required fields
filteredData = map();
filteredData.put("id", crmResponse.get("id"));
filteredData.put("Last_Name", crmResponse.get("Last_Name"));
filteredData.put("Email", crmResponse.get("Email"));

customAPIResponse.put("crmStatusCode", 200);
customAPIResponse.put("status", "success");
customAPIResponse.put("message", "Lead data retrieved successfully.");
customAPIResponse.put("body", filteredData); // Include only filtered data
}
else
{
customAPIResponse.put("crmStatusCode", null);
customAPIResponse.put("status", "error");
customAPIResponse.put("message", "Invalid or null response from Zoho CRM API.");
customAPIResponse.put("body", null);
}

// Return the customAPIResponse
return {"crmAPIResponse": customAPIResponse};

}


Here, you can see that we have parsed the response of the integration task to get the Last_Name, Email, and record ID using the crmResponse.get("field_API_name") statement and constructed the customAPIresponse object using the customAPIResponse.put("key", "value") statement.
The statement return {"crmAPIResponse": customAPIResponse}; returns the response body as depicted in the previous statements.

Response to the info "CRM API Raw Response: " + crmResponse; statement
"CRM API Raw Response: {"Owner":{"name":"Patricia Boyle","id":"3652397000000186017","email":"p.boyle@zylker.com"},"$field_states":null,..}}}


Response of the return {"crmAPIResponse": customAPIResponse}; statement

{
    "crmAPIResponse": {
        "crmStatusCode": 200,
        "status": "success",
        "message": "Lead data retrieved successfully.",
        "body": {
            "id": "3652397000018025772",
            "Last_Name": "Math",
            "Email": "math@gmail.com"
        }
    }
}

Error response

{
    "crmAPIResponse": {
        "crmStatusCode": null,
        "status": "error",
        "message": "Invalid or null response from Zoho CRM API.",
        "body": null
    }
}

You can see that we have used the crmAPIResponse object to get only the required keys from the response and constructed a much simpler response.
Refer to our help page on Response Object for more details.

Finally, to today's Kaizen!

We've established that you can use the crmAPIResponse object to construct responses in a way that's suitable to be consumed at another place like a circuit or a workflow.
We also know that Queries allows you to have sources of the REST API type to fetch data from various sources. This means that you can have a standalone function that is enabled as a REST API as a source in Queries.

Let's see an example.
There is a simple function that uses the getRecords integration task to get the records from the Employees module.
I have used the crmAPIresponse object to construct a response as shown in the following code.

string standalone.getRecords()
{
result = zoho.crm.getRecords("Employees");
response = Map();
response.put("status_code",200);
response.put("body",{"code":"success","details":result,"message":"function executed successfully"});
return {"crmAPIResponse":response};
}

The response of this function is a string in the crmAPIResponse object as shown in this image.


  1. Save this function and enable REST API.

  2. You can see that the domain is https://www.zohoapis.com. To be able to use this in a Query, register this domain in Trusted Domain.

  3. To create a REST API type source, you must add the source. Go to Setup > Developer Hub > Queries > Sources tab.
  4. Click Add Source and give the details like the name, base URL, headers, and parameters under the Information section.

  5. Click Save.
  6. Go to the Queries tab and click Add Query.
  7. For Source, choose the source you just added.
  8. Under Information, enter the name, API name of the query.
  9. For the endpoint, enter the API Key URL of the function.

  10. Enter the parameter name and values in the Parameter field.
  11. Click Add Serializer if you want to serialize the response. In this example, I have serialized the response to include only the Name, Email, and Position fields in the output. The result contains the 'body' object that we returned in the crmAPIResponse object of the function.

  12. Click Save to save the serialization.
  13. Click Next to view the schema of the query. Make changes as required.
  14. Save the query.
You can now use this query in Canvas or associate it with Kiosk to solve your business needs.

Let us see how the crmAPIResponse object in the function affects the response of the query.

Query with the function without crmAPIResponse:

Let's consider that the function getRecords() does not use the crmAPIResponse object. In that case, the function returns a response that is a string. This response string cannot be serialized or used elsewhere.


Schema of the query without crmAPIResponse:


Query with the function with crmAPIResponse and serialization:

The same getRecords() function that uses the crmAPIResponse object allows you to construct the response as JSON. You can serialize this response easily and use it in a circuit, query, workflow etc.


You can see here that the response is now a JSON.

Schema of the query with crmAPIResponse:



In conclusion, you can use the crmAPIResponse object in Functions to construct the desired response and use the REST API-enabled function as a source in Queries.
Leveraging the advantage of the crmAPIResponse object in functions and using it in Queries increases the prospect of solving many more business cases easily and customize more efficiently.

We hope you liked this post and found it useful. Let us know your thoughts in the comments.
If you'd like us to cover any other topic in this series, feel free to comment or reach us at support@zohocrm.com.



Cheers!

------------------------------------------------------------------------------------------------------------------------------------------------
Info
More enhancements in the COQL API are now live in Zoho CRM API Version 7. Check out the V7 Changelog for detailed information on these updates.









        • Recent Topics

        • 136.143.188.51 blocked by spamcop

          Zoho mailserver seems to be blocked by spamcop. Cant send mail to my customer. Not sure what to do.

        • Zoho Calendar Integrated Into CRM?

          I've searched around the forums but couldn't find anything addressing this . . .  Is there a plan to integrate Zoho's stand alone calendar solution into Zoho CRM?  The CRM calendar does an OK job but is very basic and the Zoho calendar is great, but I've only figured out to subscribe to my CRM calendar within ZCalendar - there is no 2-way sync. My preferred solution would be for ZCal to become the default calendar/event solution within Z CRM. Is this on the roadmap? Thanks

        • Can I Create Different Page Layouts Based on a Specified Module Pick List Field

          I am trying to work out how to create different page layouts based on a specified module pick list field value, like the Salesforce feature where you can define multiple record types and then create custom page layouts for each record type. This is a super important feature as for almost all the modules we are using (Leads, Potentials, Accounts) we need to be able only show fields relevant to the record type. E.g. We need a very different page layout for a consumer lead Vs a commercial lead, same

        • Scheduling Tasks in Relation to Project End Date

          I use Zoho project  to help manage tasks that relate to a number of specific business events that take place.  I would like to be able to have my project end date be the date of the event and then work "back" from that date to say...   Add a task 2 weeks before the project end date to remind me to XYZ.  Does anyone know if there is a way to base task timings back from a project due date rather than a project start date?

        • What formula to use in computing total hrs and decimal hrss

          So , my data includes log im column , 2 breaks with 2 columns that says back and lunch and 1 column that says back and logged out. What formula should i use to be able to automatically have my total hours as I input time in each column? Thankyou

        • Notes of Tasks in Zoho CRM

          Hello, Is there a way to filter the Notes that appear on a Task to only show the notes related to that specific Task and not display all the Notes of the objects related to that Task (Accounts, Contacts, Deal, etc). In essence, our team struggles to understand

        • Passing the CRM

          Hi, I am hoping someone can help. I have a zoho form that has a CRM lookup field. I was hoping to send this to my publicly to clients via a text message and the form then attaches the signed form back to the custom module. This work absolutely fine when

        • How to next stage blueprint in Zoho Creator

          Hello, I have question, its possible to next stage blueprint? in case, Start - (first stage) Leader 1 (with condition 1) - (second stage) Leader 2 (with condition 2) - (third stage) Leader 3 (with condition 3) - (fourth stage) After first stage, i want

        • Feature Request: Email Follow-Up Sequences Similar to Zoho CRM

          I’m wondering if Zoho Recruit is planning to introduce a feature similar to the Email Automation – Follow-Up Sequences that is available in Zoho CRM. In CRM, this allows users to send a series of timed follow-up emails triggered by specific actions (for

        • Duplicated Notebooks

          Out of the blue, almost all of my notebooks got duplicated and the different copies contain different information. Some seem like older copies than the others. I use the linux desktop app and sometimes the Android app. I assume that the sync failed at some point and was unable to merge the two versions together. But I'm afraid to add anything else to my notebook because if it can't properly sync 5 notebooks with only a handful of notes each, what will happen when I have hundreds of notes and I lose

        • Currency limitation when integrating Zoho CRM & Zoho Books

          Brief Video of Problem: https://www.loom.com/share/d61d1d07d0904e149d80c1901a22418e. Background ·       Our business is based in Australia and we have to have Zoho Books in AUD to comply with tax and reporting regulations in Australia. ·       We sell

        • Multi-select Lookup does not have Advanced filter options in CRM

          With much fanfare Zoho announced the advanced filter options for CRM lookup fields which was a nice addition. This feature is not available for Multi-Select lookup fields. Will it be rolled out in the next 3-6 months, considering the standard lookup filter

        • Experience effortless record management in CRM For Everyone with the all-new Grid View!

          Hello Everyone, Hope you are well! As part of our ongoing series of feature announcements for Zoho CRM For Everyone, we’re excited to bring you another type of module view : Grid View. In addition to Kanban view, List view, Canvas view, Chart view and

        • Unable to copy into a new document

          Whe I create a new Writer doc and attemp to copy and past I get this message. The only way to copy into a document is I duplicate an existing document, erase the text and save it under a different name and then paste the information. Not ideal. Can you

        • Kaizen #157: Flyouts in Client Script

          Hello everyone! Welcome back to another exciting edition of our Kaizen series, where we explore fresh insights and innovative ideas to help you discover more and expand your knowledge!In this post, we'll walk through how to display Flyouts in Client Script

        • Customize User Invites with Invitation Templates

          Invitation Templates help streamline the invitation process by allowing users to create customized email formats instead of sending a one-size-fits-all email. Different invitation templates can be created for portal users and client users to align with

        • Admin Control Over Profile Picture Visibility in Zoho One

          Hello Zoho Team, We hope you are doing well. Currently, as per Zoho’s design, each user can manage the visibility of their profile picture from their own Zoho Accounts page: accounts.zoho.com → Personal Information → Profile Picture → Profile Picture

        • Published Course Not Reflecting In Hub

          Hi! I am trying to create micro-learning courses for our team to be available for self-guided learning. I have published the courses with enrollment settings open to all users of the hub, but they don't appear to be available for enrollment. Am I missing

        • Unlock Locked Users via Zoho One Mobile App

          Hello Zoho One Team, We have noticed that in the Zoho One web admin panel, we can unlock a locked user when needed. However, when using the Zoho One mobile app, there is no indication that a user is locked, nor is there an unlock button similar to what

        • Tip #47- Stay Ahead with Automated Scheduled Reports in Zoho Assist- 'Insider Insights'

          We’ve made it easier for you to stay informed, even when you’re busy managing remote sessions! With Scheduled Reports in Zoho Assist, you can now automatically receive detailed insights about your remote support and unattended access activities directly

        • Colour Coded Flags in Tasks Module List View

          I really like the colour coded flags indicating the status of the tasks assigned to a Contact/Deal in the module list view. It would be a great addition to have this feature available in the list view of activities/tasks. I understand you have the Due

        • Uploading data to S3

          Has anyone successfully uploaded data from Creator to S3 using the InvokeURL command or any other method in Deluge? (keywords: S3, AWS, Amazon, bucket)

        • UPS Label size when generated via Zoho

          We've integrated UPS with Zoho inventory. When creating and downloading the shipping labels they are created in a larger paper size. I'd like them to be generated to print on a 4x6 printer. Zoho have told me I need to do this within our UPS portal. UPS

        • Credit Management: #4 Credits on Unused Period

          Recall a familiar situation. You sign up for a monthly gym membership. You pay the subscription fee upfront, get motivated, and show up consistently for the first week. Then, suddenly, you get caught up in work deadlines, travel plans, or a dip in motivation.

        • Zoho Analytics Automatically Deletes Queries and Reports When a Synced CRM Field Is Removed

          We’ve encountered a serious and recurring issue that poses a massive data integrity risk for any Zoho Analytics customer using Zoho CRM integration. When a field is deleted in Zoho CRM — even an unused one — Zoho Analytics automatically deletes every

        • Prevent new Record Association

          Hello all, We have a small sales organization therefore, it's helpful for everyone on the sales team to be able to view the full list of accounts to assist in preventing duplicate accounts from being created. However we want to prevent people from creating

        • Tip of the Week #73– Automate workflow with Make integration.

          Make is a no-code workflow automation platform designed to connect your favorite apps and automate repetitive tasks across services. By integrating Make with Zoho TeamInbox, you can streamline everyday inbox management and save valuable time. With this

        • Viewing attachments

          I'm using a Web Form integrated in my web site to collect Leads several info, including a image upload. In order to to approve each lead, we have to view the image uploaded. Unfortunately, in the Leads view, the Attachments can only be downloaded, not

        • Kaizen #89 - Color Coding using Client Script

          Hello everyone! Welcome back to another exciting Kaizen post. Today let us see how you can apply color codes to the List and Detail Pages of Zoho CRM using Client Script. Need for color code in Zoho CRM When you mark things with different colors as a

        • Instant Sync of Zoho CRM Data?

          With how valuable Zoho Analytics is to actually creating data driven dashboards/reports, we are surprised that there is no instant or near instant sync between Zoho CRM and Zoho Analytics. Waiting 3 hours is okay for most of our reports, but there are

        • Is it possibly to directly set the tax amount on order instead of indirectly via tax rates?

          We own an eCommerce application and want to funnel submitted orders from that system into Zoho. We're already calculating tax in our application and just need a way to set it in Zoho. We tried to use Zoho's tax objects for tax by setting the rates to

        • Zoho account sign in with passkey

          Hello, I am trying to sign in using passkey, but the option doesn't show up in the web and is disabled in Oneauth on mobile, saying the admin has restricted the use. On the Admin page in Security MFA I can find no option for passkey. Help would be greatly

        • Rescheduled US meetups: Zoho Desk user meetups are coming to seven U.S. cities in October and November, 2025

          Hello to our Zoho Desk users in the United States, We're excited to share the revised dates for the upcoming Zoho User Groups happening across the US this summer. Our product experts are heading to seven cities throughout the country, and for the first

        • Checklists as templates

          Is it possible to save checklists as templates to reuse them in other tasks? Example: I have a web project. I maintain individual web URLs as tasks. Within the tasks the same checklist should be used again and again: - Page created in CMS - Properties

        • Send mass email using my secondary email

          Hello, When I send an email to just one person from Zoho CRM, a complete email editor appears, where I can choose which of my email addresses I want to use in the From field. When I send a mass email, there is not such option. I can only select the email

        • Add the same FROM email to multiple department

          Hi, We have several agents who work with multiple departments and we'd like to be able to select their names on the FROM field (sender), but apparently it's not possible to add a FROM address to multiple departments. Is there any way around this? Thanks.

        • ZOHO TEAM INBOX Calendar Integration

          The Problem: Clients send meeting invitations to our TeamInbox address. TeamInbox receives these invites, but we cannot accept them. We do not use individual inboxes for transparency purposes. Ideal Solution: A way to accept calendar invites sent to our

        • Unearned / Deferred Revenue Automatic Calculation for Subscriptions

          As a SaaS business, we have multiple active subscriptions with varying dates and amounts. Is there a way to have a monthly automatic calculation for all of them that debits or credits the unearned revenue and revenue accounts accordingly? Alternatively,

        • Zoho Desk Limit for Comma Separated Queries

          Hi, I have just discovered a limit that I believed is not mentioned in any of Zoho's documentations. My search query looks like so: "query: {"accountId":"786050000091629966,786050000163589273,786050000163589427,786050000162753705,786050000162112971,786050000161987643,786050000160752868,786050000167089504,786050000167089378,786050000167089024,786050000167070005,786050000166295256,786050000128153693,786050000110560021,786050000046594575,786050000039106461,786050000002225356,786050000076889093,786050000047895103,786050000043365354,786050000044765191,786050000041790249,786050000040359116,786050000037945198,786050000024605077,786050000000525015,786050000155333895,786050000157741437,786050000000718125,786050000011574353,","departmentId":"786050000042648070","status":"Finished","sortBy":"createdTime","customField2":"cf_completion_date:2025-01-28T03:00:00.000Z,2025-10-28T03:00:00.000Z","customField3":"cf_billed:false"}"

        • Module Name doesn't exist

          I am trying to create a module named Activity, with plural Activities, but I have an error that module name already exists. This module is doesn't exist, and I don't have a single field called Activity or Activities.

        • Next Page